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.