This bid is for conference planning and venue coordination in the Greater Richmond Area, Virginia, for March 17–18, 2027, with up to 300 attendees.
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What the job is
Planning: Secure the venue and coordinate meeting spaces, catering, lodging, and event logistics; display breakout signage and print attendee name badges with holders.
Meeting space: One ballroom seating 300 at banquet or crescent rounds, plus six breakout rooms with theater seating for at least 50 each, for both days.
A/V: Two screens in the ballroom and one per breakout room, HDMI projectors, laptop audio, podium and wireless microphone, ballroom lavalier microphone, attendee Wi-Fi, and an onsite technician.
Lodging: Onsite room block of 80 rooms per night on March 17 and 18, individually booked and paid by guests, with free overnight parking and accessible rooms.
Catering: Buffet breakfast from 7:30–9:45 a.m. and working lunch from 11:45 a.m.–1:00 p.m. both days for up to 300; morning and afternoon snacks, all-day beverages, dietary accommodations, and no food-and-beverage minimum.
Setup: Three to four skirted registration tables with two chairs total; six skirted exhibitor tables with two chairs and power each; ADA-accessible facilities and free daytime parking.
Pricing: Itemize venue, A/V, lodging rates, catering, planning fees, and other charges, including all service fees and planner expenses. Lodging and meals must stay within applicable local per diem limits; disclose cancellation and room-block attrition terms.
XL Eagle