2026 Apiary Conference Site

The State of Vermont’s Agency of Administration – Office of Racial Equity seeks a vendor (or consortium) to deliver a full‑service, ADA‑compliant conference site for the 2026 Apiary Conference. The scope includes venue provision, comprehensive audio‑visual and IT support, full‑day catering with dietary accommodations, a modest lodging block, parking and EV‑charging logistics, security, cleaning, waste‑diversion, signage, and on‑site staffing. The contract is for four months (potentially extendable by six months) with an anticipated start of mid‑August 2026 and a conference event on October 29‑30, 2026. • Venue: plenary room, four breakout rooms, film‑screening space, registration area, art activity area, lactation & quiet rooms, ADA‑compliant facilities. • AV/IT: HD projection, PA system, multiple microphones, assistive listening, high‑lumen cinema capability, Wi‑Fi ≥ 100 Mbps, on‑site technicians. • Catering: full‑day service for ~200 attendees with labeled vegetarian, vegan, gluten‑free, dairy‑free, halal/kosher options; sustainable ware and local sourcing preferred. • Lodging: 9‑15 courtesy rooms (including at least two ADA‑accessible). • Additional services: parking (incl. EV chargers), shipping/storage, security, cleaning, waste‑diversion, signage, and required insurance/compliance certifications.