Building and General Services of Vermont #ORE 2026 Apiary Conference Site RFP FINAL 20260709

Vermont Solicits Venue and Event Services for 2026 Apiary Conference

The State of Vermont's Agency of Administration Office of Racial Equity is seeking proposals for a comprehensive venue and event services package to host the 2026 Apiary Conference. - Government Buyer: - State of Vermont, Agency of Administration Office of Racial Equity - OEMs and Vendors: - No specific OEMs or commercial vendors are named in the solicitation - Products/Services Requested: - ADA-compliant venue rental for a two-day conference (approx. 200 attendees) - Plenary/meal space with stage and green room - Four flexible breakout rooms - Blackout-capable film screening space - Registration and tabling areas with power - Art activity area, lactation room, accessible restrooms, quiet room, staff office/storage, coat racks - Audio/Visual and IT infrastructure - HD projection, house PA, wireless microphones, digital mixer, stage lighting, confidence monitor - Cinema capability, production network, attendee Wi-Fi (100 Mbps symmetrical) - Optional recording/streaming, onsite AV technicians - Furniture, staging, and flexible room sets - Theater seating, stage risers, lectern, head table, pipe/drape backdrop, rounds for meals, tables, easels, signage stands - Food and beverage service for 200 people over two days - Dietary/allergen accommodations, sustainable practices, buffet/station service, labeled options - Lodging block of 9-15 rooms (including accessible rooms) for event dates - Parking and transportation for 200 attendees per day - Accessible spaces, valet, EV chargers, drop-off zones, shuttle availability - Shipping, receiving, and secure storage for event materials - Event security, safety, and medical services - Cleaning and waste management (porter services, recycling/composting) - Signage and branding support (temporary signage, digital signage, easels) - Event staffing (named event manager, banquet captain, AV techs, facilities contact) - Unique/Notable Requirements: - Venue must be fully ADA-compliant and support inclusive, accessible, and sustainable practices - Robust AV/IT infrastructure with high-speed symmetrical Wi-Fi and cinema capability - Food service must accommodate a wide range of dietary and allergen needs - Secure advance shipping/receiving and storage for event materials - Comprehensive event staffing and support, including a dedicated event manager - Contract period is four months, with possible extension

Description

This solicitation is a Request for Proposal issued by the Agency of Administration Office of Racial Equity for the 2026 Apiary Conference Site. The contract period is four months starting August 17, 2026. The State seeks one or more companies to provide a venue for a professional, inclusive, accessible, and sustainable two-day conference for approximately 200-215 attendees. The venue must meet detailed requirements including ADA compliance, multiple breakout rooms, AV and IT capabilities, food and beverage service with dietary accommodations, lodging blocks, parking, security, and event management services.

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