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.