Conference Venue

The Newark Board of Education seeks a qualified conference‑venue provider to host its annual Mathematics Olympics for roughly 900 participants on May 28, 2026, with set‑up the day before. The contractor must supply a main room with round‑table seating, three breakout rooms, AV equipment (audio, video, wireless mics), high‑capacity Wi‑Fi, parking, a dedicated school‑bus drop‑off zone, on‑site ambulance/paramedic services, and onsite supervisory staff. All compliance documentation (ownership disclosures, sanctions certifications, insurance, etc.) must accompany an itemized cost proposal submitted electronically by March 3, 2026. • Main hall capacity ≈ 900 seats, round‑table layout (≈ 90 tables) • Three 30‑person breakout rooms, lobby, and parking for 20 vehicles plus bus zone • Full AV package: 2 screens/projectors per room, ≥ 4 wireless mics, robust Wi‑Fi for 200 devices • On‑site staff: site supervisor + technology supervisor for the entire event • Mandatory certifications: ownership, political contributions, sanctions (Russia/Belarus, Iran), non‑collusion, insurance, background checks, ADA compliance, etc.