This bid is for conference planning and venue coordination in the Greater Richmond Area, Virginia, for March 17–18, 2027.
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What the job is
Planning: Secure the venue and coordinate lodging, catering, A/V, and onsite logistics; provide session signage and printed name badges with holders.
Meeting space: One ballroom for up to 300 attendees with banquet or crescent rounds, plus six theater-style breakout rooms seating at least 50 each, for both days.
A/V: Two screens in the ballroom and one per breakout room, HDMI projectors, laptop audio, podiums with wireless microphones, a ballroom lavalier microphone, attendee Wi-Fi, and an onsite technician.
Lodging: Onsite block of 80 rooms each night on March 17 and 18, individually reserved and paid, with free overnight parking and accessible rooms.
Catering: Daily breakfast buffet for up to 300 from 7:30–9:45 a.m. and lunch buffet from 11:45 a.m.–1:00 p.m.; include morning and afternoon snacks, all-day beverages, and dietary accommodations. No food and beverage minimum.
Setup: Three to four registration tables and six exhibitor tables with linens, chairs, and exhibitor power; ADA-accessible facilities and free daytime parking.
Pricing: Itemize venue, A/V, lodging, catering, planning fees, and all additional charges. Lodging and meals must stay within applicable published per diem limits for the venue ZIP code; disclose cancellation and room-block attrition terms.
XL Eagle