This bid is for a three-day forum for approximately 225 attendees at a conference and lodging facility in Richmond, Fredericksburg, Charlottesville, or Williamsburg, Virginia.
Due
November 17, 2026
9 days left
Location
Williamsburg, VA
Virginia
Posted on
mvendor.cgieva.com
Notice ID
URFP-131079
Please quote a three-day forum with lodging, meeting rooms, catering, and audiovisual support for approximately 225 attendees in Richmond, Fredericksburg, Charlottesville, or Williamsburg, Virginia.
Dates: April 20–22, 2027, with lodging arrival April 19; alternatives are April 27–29 with arrival April 26, or May 4–6 with arrival May 3.
Lodging: 150 single/double-occupancy rooms nightly for three nights: 50 paid by the organizer and 100 paid individually.
Meeting rooms: One room for 225 with crescent-round seating and three rooms for 75 each with classroom or classroom/theater seating, available 8:00 AM–5:00 PM daily in one building with accessible facilities; complimentary Wi-Fi throughout is required, and free parking is preferred.
Support space: Registration area with three skirted tables, up to ten six-foot skirted exhibit tables with two chairs each, and a secure staff/storage room available the afternoon before the forum.
Catering: Lunch for 225 daily with salad, entrée, vegetables, rolls, dessert, and beverages; special dietary meals at no extra cost; all-day coffee and tea charged by consumption, complimentary hot water, and meeting-room water stations.
Audiovisual: Lecterns, handheld and clip-on microphones, sound mixers, and laptop audio daily in all four rooms; dual projection and a presenter monitor in the main room, projection in each breakout room, an on-site technician, labor, and backup equipment available within 15 minutes.
Please confirm availability and send your quote by November 17, 2026.
The original documents
Deadline: November 17, 2026
See the original on mvendor.cgieva.com
Bidding it yourself? Get the full package and submit on mvendor.cgieva.com before November 17, 2026.
What they need
DatesApril 20–22, 2027, with lodging arrival April 19. Alternatives: April 27–29 with arrival April 26, or May 4–6 with arrival May 3.
Lodging150 single/double-occupancy rooms nightly for three nights: 50 master-billed and 100 individually paid. Please provide nightly rates, taxes, and cancellation or unused-room fees.
Meeting spaceOne room for 225 in crescent rounds and three breakout rooms for 75 each in classroom or classroom/theater seating, 8:00 AM–5:00 PM daily. All meeting rooms must be in one building with accessible facilities.
Support spaceRegistration area with three skirted tables, up to ten six-foot skirted exhibit tables with two chairs each, and a secure staff/storage room available the afternoon before the forum.
CateringLunch for 225 daily, including salad, entrée, vegetables, rolls, dessert, and beverages; special dietary meals at no extra cost. All-day coffee and tea billed by consumption, with complimentary hot water and meeting-room water stations.
A/VDaily lecterns, handheld and lavalier microphones, mixers, and laptop audio in all four rooms; dual projection and a confidence monitor in the main room; projection in each breakout. Include an on-site technician, labor, and backup equipment available within 15 minutes.
PricingPlease itemize lodging, meeting space, catering, A/V, service charges, taxes, and parking. Complimentary Wi-Fi throughout is required; free parking is preferred.
Past history: who won Food Service & Catering work in Virginia
Recent federal contract awards (federal buyers) in the same industry in Virginia, from USAspending.gov. These are comparable jobs, not earlier rounds of this exact solicitation.
Typical award:$11K to $337Kmiddle half of 14 recent awards · median $36K
XL Eagle