Art Works Conference Planning Services

The government authority located in Glen Allen, Virginia is seeking a vendor to provide comprehensive art works conference planning, onsite management, and registration services. The agency requires a conference planner to secure contracts and coordinate logistical components for the lease of conference facilities and multiple meeting rooms. All meeting spaces, parking, and onsite restaurants must be fully accessible and ADA compliant to accommodate the maximum number of anticipated attendees. The agency requires that all meeting spaces and hotel areas remain free of toxins, including mold and new paint, with no ongoing construction or renovations that could impede access. The selected vendor must ensure reliable, constant wireless internet is accessible to all attendees inside and in the nearby vicinity outside of all meeting rooms. Onsite audio and visual technicians must provide support to connect laptops to projectors, perform sound tests for house sound and microphones, troubleshoot equipment malfunctions, and maintain all conference audio and visual equipment to remain fully functional throughout the event. The agency is limiting eligibility to onshore organizations based in the United States. This procurement is designated as a Small Business Set-Aside for award priority. The agency is looking for proposals to determine the budget, and performance of the work must take place onsite. Interested parties must submit all questions regarding this opportunity no later than July 02, 2026.