Texas DIR/ESBD #403-2026-1801-002

Texas Veterans Commission 2027 Annual Conference: Venue, Lodging, and A/V Services (RFI)

The Texas Veterans Commission (TVC) is seeking information from qualified vendors to support its 2027 Annual Conference in Texas. - Buyer: Texas Veterans Commission (TVC) - Scope of Work: - Lodging for approximately 700-800 attendees per night, totaling about 2,088 room nights - Includes ADA-compliant rooms, rooms with refrigerators/microwaves, and suite upgrades for VIPs - Courtesy room blocks for additional attendees - Meeting space rental: - Large general session room (capacity 700-800) - Secondary ballroom (~200 capacity) - Up to 24 breakout rooms (20-100 capacity, varying by day) - Boardrooms and support rooms for staff - Audio/Visual (A/V) equipment and services: - Podiums, microphones, projectors, screens, sound systems, A/V carts - Complimentary Wi-Fi and hardwired internet preferred - On-site A/V technician and technical support - Power strips, extension cords, and charging stations in meeting rooms - Parking for 700-800 attendees daily, with shuttle service preferred - Conference management and support services: - Registration area, secure planning and A/V storage rooms, 24-hour access to contracted spaces, coffee and water service - Notable Requirements: - Facility must be within Texas, with preferred locations: Dallas-Fort Worth, Houston/Galveston, San Antonio/New Braunfels/San Marcos, Austin, Corpus Christi, Bryan/College Station - ADA compliance is mandatory - No attrition penalties, no deposits or advance payments; payment based on actual usage - Vendors must demonstrate experience, provide references, and meet all operational and accessibility needs - No specific OEMs or vendors are named; open to all qualified providers - Estimated contract value: $500,000

Description

The Texas Veterans Commission is seeking information from qualified vendors to provide venue, lodging, and audio/visual (A/V) services for the 2027 Annual Conference. The event is a 4-day in-person training conference requiring meeting spaces, lodging for approximately 700-800 attendees daily, and comprehensive A/V support. The conference will be held within Texas, with preferred locations including major metro areas such as Dallas-Fort Worth, Houston, San Antonio, Austin, Corpus Christi, and Bryan/College Station. The procurement is conducted via a Request for Information (RFI) to gather vendor capabilities and pricing for planning purposes, with an estimated contract value of $500,000.

View original listing