Specifications include, but are not limited to: 35 hotel rooms for the three (3) nights: February 9, 10, & 11, 2025, at or below state per diem rate Designated conference registration site, to be supplied with 12 ft. registration table, ice water and glasses, 2 display easels, small waste basket and 2 chairs. Meeting room each day (Monday, Tuesday, Wednesday; February 10 – 12) with ample space to provide seating for 30 classroom style with pads and pens for attendees. Two additional smaller meeting rooms Monday through Wednesday (each to seat 15 in hollow square style) for breakout groups. Each room to have large easel with flip pad. A head table with microphones with wireless capabilities and/or cables to measure 6 feet in length with 3 chairs, along with room for a podium and PowerPoint/video viewing capabilities. A/V connections to include HDMI, VGA, and analog audio with connection to loudspeakers. Projector or Large screen that can be seen by all students shall be available at no extra charge. A room suitable for after-hours Hospitality Suite each night – Guests to provide own food and beverages. Will need tables and chairs (35) glasses, bowls and bins for ice and ice 2 large trash cans. Ice water and drinking cups in conference rooms for all attendees. Coffee/tea and refreshment breaks throughout program, to be billed on a consumption basis. Breakfast buffet for 35 people (price to be set at or below state per diem rate) to be served between 7:30 a.m. and 9:00 a.m. each morning, February 10 – 12, 2025. Luncheon for 35 people (price to be set at or below state per diem rate) for February 10 – 12, 2025. Complimentary Access to audiovisual equipment, including overhead digital projector, audio interface for computer audio with speakers, and microphones, at no extra charge. Materials: • Easily accessible storage space for boxes of 30+ binders and additional materials is required. • Acceptance of delivery and storage for up to 3 days of 1 pallet of boxes. • Delivery of those boxes to registration site prior to registration on Sunday, February 9, 2025. • No box handling fee Complimentary Wi-Fi in Conference Room and Meeting spaces. Free parking sufficient to accommodate up to 40 attendees and staff Virginia Beach location and resort type amenities preferred.
