161235 2027 Local Programs Workshop

The Virginia Department of Transportation (VDOT) is seeking qualified firms to deliver a full‑service conference facilities package for the 2027 Local Programs Workshop. The scope includes securing conference rooms, overnight lodging, parking, and all meals for approximately 750 participants (local government leaders, engineers, contractors, and VDOT staff) across three consecutive days in a Virginia city of the client’s choice (Fredericksburg, Stafford, Richmond, Norfolk, or Virginia Beach). The contractor will be responsible for coordinating hotel accommodations, catering (breakfast, lunch, and reception), audio‑visual equipment, and related ancillary services such as parking passes and reception space. • Provide hotel rooms for 20 staff the night before Day 1 and for 600 participants on Days 1‑3 (per‑diem rates per GSA). • Deliver full catering services (breakfast, lunch, and reception) for 750 attendees each day, including beverage service. • Supply and operate AV equipment (screens, microphones, projectors, Wi‑Fi, etc.) in main and breakout rooms for all three days, plus manage meeting space rentals and a welcome reception. • Manage ancillary services such as parking, on‑site registration, and any required permits. • Ensure all services comply with VDOT’s specifications, GSA per‑diem rates, and applicable local regulations.