Specifications include, but are not limited to: Lodging: (King or Queen Bed /single occupancy). May 6, 2024, lodging needed for 34 guests and May 7, 2024, lodging needed for 170 guests. Parking: Facility shall have free on-site parking for approximately 170 vehicles. Meals: Breakfast, lunch, and dinner shall be all inclusive and within per diem rates. https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-ratesresults?action=perdiems_report&fiscal_year=2024&state=VA&city=Charlottesville&zip= Day 1: Lodging for 34 attendees (within state per-diem), no conference room or meals needed. Day 2: Lodging for 170 attendees (within state per-diem). Conference starts with breakfast snack at 9:00am, lunch at 12:15pm to 1:15pm and dinner served at 5:30pm-7:30pm; ends at approximately 8:00pm. Day 3: Conference starts with breakfast at 7:00am, lunch at 12:15pm; ends approximately 2:00pm Day 2: Conference starts with breakfast snack at 9:00am, lunch at 12:15pm to 1:15pm and dinner served at 5:30pm7:30pm; ends at approximately 8:00pm. Day 2: Contractor shall provide the following: • Function/Venue Room Rental. • Round tables setup for 170 people (no more than 10 people per table), plus extra tables for presenters, projector, training materials, centerpieces, and beverages. • Presenter’s table with cloth tablecloth and centerpieces. • Conference Office space needed at the conclusion of conference Day 2 with round table and chairs for 170 attendees. • Four (4) Breakout Session Rooms needed with wireless microphones, audio cart, Podium, projector and screen, computer cable/HDMI, speakers, and Wi-Fi high-speed internet. o 1 st Breakout Session- 10:45am-12:15pm o 2 nd Breakout Session- 1:15pm-2:45pm o 3rd Breakout- 3:00pm to 4:30pm • Networking Activity: at approximately 9:00 am will be set up in general session space with round tables setup for 170 people (no more than 10 people per table). • Equipment Needs: audio/video package to include podium, wireless microphones, audio cart, projector and screen, computer cable/HDMI, speakers and Wi-Fi high speed internet (all costs for A/V equipment to be included in quote) • Beverages: for approximately 170 people (within state per-diem all inclusive) Provide beverages during conference event (9:00 am – 8:00 pm) to include o Water, Sodas, Juices, IceTea, o Regular and Decaffeinated Coffee o Selection of Hot Teas • Breakfast Snack: at 9:00am for approximately 170 people (within state per-diem all inclusive) to include… o Fresh fruits o Selection of breakfast pastries and muffins o Butter, jams, and jellies o Orange juice and milk • Buffet-style Lunch: at 12:15pm for approximately 170 people (within state per-diem all inclusive) to include… o A salad o One (1) pasta entrée o One (1) vegetable selection o Assorted iced teas, juices, sodas and water. o A vegetarian entrée and sides option • Dinner: at 5:30pm for approximately 170 people (within state per-diem all inclusive) to include… o A salad o One (1) meat entrée o Two (2) vegetable selections and starch o Assorted sodas, juices, ice teas and water Day 3: Conference starts with breakfast at 7:00am and ends at approximately 2:00pm. Day 3: Contractor shall provide the following: • Function/Venue Room Rental. • Round tables setup for 170 people (no more than 10 people per table), plus extra tables for presenters, projector, training materials and beverages. • Presenter’s table with cloth tablecloth and centerpieces. • Ballroom space needed at the conclusion of training. • Four (4) Breakout Session Rooms needed with wireless microphones, podium, audio cart, projector and screen, computer cable/HDMI, speakers and Wi-Fi high-speed internet. o 1 st Breakout Session- 8:30am-10:00am o 2 nd Ballroom space Session for all attendees- 10:30am-12:00pm • Equipment Needs: audio/video package to include podium, wireless microphones, audio cart, projector and screen, computer cable/HDMI, speakers and Wi-Fi high speed internet (all costs for A/V equipment to be included in quote) • Beverages: for approximately 170 people (within state per-diem all inclusive) Provide beverages during conference event (7:00 am – 1:30 pm) to include o Water o Regular and Decaffeinated Coffee o Selection of Hot Teas • Buffet-style Breakfast: at 7:00am for approximately 170 people (within state per-diem all inclusive) to include… o Fresh fruits o Three (3) hot protein choices such as eggs, bacon, and sausage o One (1) hot starch such as grits or potatoes o Selection of breakfast pastries and muffins o Butter, jams, and jellies o Orange juice and milk • Buffet-style Lunch: at 12:00pm for approximately 170 people (within state per-diem all inclusive) to include… o A salad o Assorted sandwich trays o Assorted breads o Two (2) side items such as potato chips, potato salad o Iced Tea, coffee and water. o A vegetarian entrée and sides option
