Virginia's eProcurement Marketplace #RFP 129683

Venue, lodging, catering, and event support for the Commission on VASAP annual training conference

The Commission on VASAP is seeking a venue and event services for its annual training conference for up to 150 participants. - Buyer: Commission on VASAP; no sub-agency or specific procurement office is identified. - Venue and services: Provide overnight lodging for up to 150 participants for two nights; classroom-style general meeting space for 150; two breakout rooms for 60 participants; registration and separate storage areas; and water stations in the main meeting area. - Food and refreshments: Provide breakfast, lunch, and morning and afternoon break refreshments for up to 150 participants. Lodging, meals, and refreshments must follow applicable state per-diem rates. - Event equipment: Provide six microphones, including one lavalier microphone, four presentation screens, three podiums, and five exhibit tables. Each exhibit table requires two chairs and access to power. - Pricing and submission: Provide itemized pricing. Proposals must come directly from the venue; third-party submissions are not eligible. - OEMs and vendors: No OEMs, specific venue vendors, or equipment manufacturers are named. - Timing: Services support a three-day annual conference, with lodging for two nights. The source has an inconsistency in the stated conference year for some room setup and breakout-room details.

Description

The Commission on VASAP is seeking proposals for its annual training conference, scheduled for August 3–5, 2027. The proposal should provide lodging, meals and break refreshments for up to 150 participants, meeting and breakout rooms, registration and storage areas, audiovisual equipment, exhibit tables, and water stations. Proposals must include itemized pricing, be submitted as an attachment through the eVA system, and include the total cost in the posting’s line-item section. Only proposals submitted directly by the venue through eVA will be considered; third-party submissions are not permitted.

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