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Hotel and Convention Center Venue Services for 2032 ICMA Annual Conference

International City/County Management AssociationDistrict of Columbia, USADue Friday, November 6, 2026
Client
International City/County Management Association
Solicitation No.
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Posted
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Category
Travel Agency or Support Services
Budget
Looking for Proposal
NAICS
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Set-aside
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Contact
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Description

AI Generated

The government authority in Washington, DC, requires a vendor to provide comprehensive conference services, covering hotel and convention center concessions. Performance of the work will take place onsite. Hotel requirements include flat rates incorporating a direct rebate for convention center costs or association subsidies, free room key card distribution across all hotels, three complimentary pre-to-post-conference presidential suites at the primary hotel, and complimentary rooms for two pre-planning visits at every block hotel. Center concession requirements prohibit fees for show management or sponsorship banners and clings installed and dismantled by the general contractor inside or outside the facility, digital sign welcome messages, and customized office menus. Eligibility restricts participation to onshore USA-only vendors. Bidders must submit proposals digitally via email or online, as the buyer seeks proposal-based budget responses.

Key solicitation details

AI-extracted from RFP 2032 ICMA Annual Conference 6.5.26.docx. Confirm against the original documents before bidding.

The International City/County Management Association is seeking proposals from eligible respondents for a destination and conference services to host the 2032 ICMA Annual Conference. Eligible respondents must be located in Boston, Charlotte, Chicago, Columbus, Denver, Indianapolis, Nashville, New Orleans, or Washington DC. ICMA anticipates making a single award for the event.

Issued by
International City/County Management Association
Original Date Issued
September 8, 2026
Deadline for Questions
October 1, 2026
Closing Date
November 6, 2026
Narrowing Down Decision Date
December 2026
Date of Event
Mid-September to late-October
How to submit
Electronic via email
Submission details
Submitted to [email protected] with a copy to [email protected], including ICMAHO/ICMA 2032 Annual Conference in the subject line.
Contract term
One year
Place of performance
Boston, Charlotte, Chicago, Columbus, Denver, Indianapolis, Nashville, New Orleans, or Washington DC

Scope of work

  • Peak night room block of 3,200 hotel rooms and total of 13,000 to 14,260 room nights
  • Primary hotel and overflow hotel accommodations with specific concessions and minimum room block percentages
  • Convention center space including 200,000 s.f. exhibit hall, 60,000 s.f. general session space, and 25 meeting rooms
  • Primary hotel meeting space for board meetings and events
  • Meeting space and hotel rooms for Conference Education Committee Meeting in mid-January to end of February 2032
  • Convention and Visitors Bureau concessions including 100 hours of complimentary registration assistance
  • Food and beverage services for convention center and primary hotel events
  • Transportation and airport transfer arrangements

Minimum qualifications

  • Location in Boston, Charlotte, Chicago, Columbus, Denver, Indianapolis, Nashville, New Orleans, or Washington DC
  • Ability to provide minimum bid of 50% hotel rooms at overflow hotels and 70% at primary hotels

Documents to include with the bid

  • Description of surrounding community including proximity to airport
  • Information on transportation to and from the airport including cost
  • Overview of convention center facilities and capacity including exclusive services
  • Description of housing accommodations and costs including services included
  • Brief overview of nearby venues for special off-site events
  • Brief overview of dining options in and nearby the surrounding area of the convention center
  • Commitment of city/CVB support for the conference
  • Felony indictment or conviction disclosure statement

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