Specifications include, but are not limited to: 55 hotel rooms for each of the 5 nights of Sunday, May 18 through Friday, May 23, 2025, beginning Sunday and ending on Friday, at or below state per diem rate (rooms needed each night will vary slightly). Designated conference registration site, to be supplied with two 12 ft. registration tables, ice water and glasses, 2 display easels, waste basket and 4 chairs. Meeting room each day with ample space to provide seating for 50 persons classroom style, with appropriate social distancing if necessary, May 18, 2025 at 1 pm through May 23, 2025, at 1 pm. 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. 4 additional Breakout rooms with tables and chairs to accommodate 10 – 12 persons each, classroom style on the following dates and times: • Tuesday, May 20, 2025, 8 am – 9 am • Tuesday, May 20, 2025, 3 pm – 6 pm. • Wednesday, May 21, 2025, 8 am – 9 am. • Thursday, May 22, 2025, 8 am – 10 am. A room suitable for after-hours Hospitality Suite accommodating up to 30 attendees each night with appropriate social distancing – Space must permit guests to provide own food and beverages. Room to be complimentary. Ice water and drinking cups in conference rooms for all attendees. Continuous Coffee/tea/soft drinks available throughout the day, along with refreshment breaks throughout program, to be billed on a consumption basis. Afternoon breaks on Sunday, May 18 through Thursday, May 22, 2025, including coffee, tea, soft drinks and snacks (pastries or hot snack items) to be billed on consumption basis, or at daily rate not to exceed $5 per diem. Breakfast buffet (price to be set at state per diem rate) for 55 persons to be served between 7:30 a.m. and 9:00 a.m., Monday, May 19 through Friday, May 23, 2025. Billed on a per-person basis. Luncheon for 55 persons (price to be set at state per diem rate) for Monday, May 20 through Thursday, May 22. Billed on a per-person basis. Dinner for 55 persons (price to be set at state per diem rate) for Monday, May 19 and Thursday, May 22 (2 nights total). Billed on a per-person basis. Indoor dining facility to be provided for 55 persons to receive a catered dinner from an outside vendor on Sunday, May 18. Cloth table covers or the equivalent to be provided wherever tables are needed. Attendees to have tables large enough to place a binder and readings materials. Access to power and audiovisual equipment if Agency is unable to provide own, including overhead digital projector, audio interface for computer audio with speakers, and microphones. Projector screen measuring at least 6 feet in width. Complimentary Wi-Fi in Conference Room and Meeting spaces. Available Wired/Ethernet Connection. Complimentary parking sufficient to accommodate up to 55 attendees and staff. Williamsburg location. • Convenient pedestrian access to shops, restaurants and services. Guests should not need to drive a vehicle during the conference or cross a major roadway on foot.
