This bid is for training conference space, lodging, and catering for December 1–3, 2026, in Chesterfield County, Henrico County, or Hanover County, Virginia.
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What the job is
Meeting rooms: Two rooms December 1–2 and one room December 3, each accommodating 45 participants with at least 1,800 sq. ft. Pod layout with rectangular tables, chairs, skirted staff tables, and a lectern; setup complete by 3 p.m. November 30.
A/V: Each room needs a minimum 100-inch projection screen, projector with at least 3,000 lumens and 1280 × 800 resolution, speakers, flip chart stand, and high-speed internet. Lavalier microphones available on request.
Lodging: Estimated single-occupancy rooms: 50 on November 30, 50 on December 1, and 25 on December 2. Minimum 3-star quality, interior room access, and lodging within 3 miles of the meeting venue.
Catering: Breakfast, lunch, AM/PM snacks, and all-day coffee, hot tea, and water for 90 people daily December 1–2 and 45 people December 3. Hot breakfast 7–8 a.m.; plated or buffet lunch noon–1 p.m., with varied daily menus. Separate dining space for 90 required.
Facility and pricing: Accessible venue with parking included for all participants. Please itemize meeting space, A/V, nightly room rates, catering, coordination fees, taxes, and gratuities, and include cancellation terms.
XL Eagle