Lease/Rental of Conference Space and Facilities

The VA OIG intends to procure meeting/conference space, audio/visual (A/V) services, reliable Wi-Fi coverage, and light refreshments to support the Cohort A, B, C Meeting schedule April 26 - May 1, 2026 (Mon-Thur meeting days; includes setup/teardown around thes dates):

Minimum Venue & Room Specifications:

General Session: 1 room, classroom style, ?200 attendees; wide layout to maintain sightlines for the back of room.

Cohort Breakouts: 3 rooms (may reuse General Session with reconfiguration), ?70 attendees each.

Division Breakouts: 5 rooms (airwalls acceptable), ?25 attendees each.

Quiet Room: 1 room, ?10 people, no A/V required (optional if at no charge).

Total Rooms Needed:

10. A/V and Connectivity: A/V packages for all rooms, with capability to accommodate virtual attendees.

General Session: Mainstage podium; 2 lavalier mics; 4 handheld wireless mics; ?2 screens (final count based on layout).

Cohort Breakouts: Three (3) rooms (may reuse General Session with reconfiguration), > 70 attendees each Podium; 1 lavalier mic; 2 handheld wireless mics; 1 presentation screen each.

Division Rooms: A/V package (screen + 1 microphone). High-reliability Wi-Fi coverage in all rooms.

Light Refreshments: - AM & PM 30-minute breaks, Monday - Thursday (meeting days). Include coffee/tea, water, and standard light break items; offer pricing tiers and coffee/tea, water, and standard light break items; offer pricing tiers and service fees.

Quantity/Units: One event/venue package covering the room block above, A/V, Wi?Fi, and refreshments; offerors shall propose firm?fixed pricing at CLIN level for rooms, A/V, connectivity, and refreshments.