161246 Right of Way and Utilities Summit 2026

The Virginia Department of Transportation is seeking a vendor to deliver a full‑service conference package for the Right of Way & Utilities Summit 2026. The scope includes providing conference rooms, a large banquet hall, multiple breakout rooms, overnight lodging for 170 participants, and daily catering (breakfast, lunch, and dinner) at GSA per‑diem rates, as well as audio‑visual equipment and support for both main and breakout sessions. The event runs October 26‑28, 2026 at an oceanfront location in Virginia Beach. • Provide 170 hotel rooms (120 rooms for the first night, 170 for the second night) and associated lodging services. • Deliver catering for three meals per day on both summit days, adhering to GSA per‑diem rates. • Supply and set up AV equipment (projectors, screens, microphones, speakers, Wi‑Fi) for the main ballroom and four breakout rooms. • Secure a large banquet hall for plenary sessions and four smaller rooms for 30‑50 attendees each for workshops. • Manage all logistical coordination, including room setup, break‑out space allocation, and on‑site support throughout the three‑day event.