This bid is for a 750-attendee workshop package with conference space, lodging, catering and parking in Fredericksburg, Stafford, Richmond, Norfolk, or Virginia Beach, Virginia.
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What the job is
Dates: 2½ days during September 21–23, September 28–30, or October 5–7, 2027. Availability for one window is sufficient; setup access required by 6 p.m. the evening before.
Lodging: 20 rooms the night before, then 300 rooms each on nights one and two; all nonsmoking with refrigerators. Quote at applicable FY 2026 per diem rates.
Meeting space: Main room seating 750 at rounds of 10; four classroom-style breakout rooms seating at least 100 each on days two and three; space for 30–35 booths measuring 10 × 8 feet, registration and secure storage.
Reception space: Day-one reception for 750, after-party space for 200, and hospitality room for 150; reception and after-party food and beverages excluded.
Catering: Breakfast, buffet lunch, breaks and continuous water, coffee, tea and soda for 750 on days two and three; at least four buffet lines and special dietary options at no extra cost.
A/V: Stage, podiums, microphones, screens, projectors, HDMI connections and sound systems for main and breakout rooms; Wi-Fi with Ethernet backup and technician availability.
Parking and fees: Onsite parking for at least 350 guests, accessible facilities, and an itemized quote including room rentals, parking and all service fees.
XL Eagle