QA (W3) Apr 30 Solicitation No. 19MY3026Q0012 Rental of Venue- The Asia Pacific Round Table Conference (1).pdf
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- Attached to
- Venue for Roundtable
- Solicitation number
- 19MY3026Q0012
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Department of State
About this file
This document is a Questions and Answers (Q&A) clarification for a solicitation to rent a venue for the Asia Pacific Round Table Conference, dated April 30, 2026. The procurement is a brand new Purchase Order for a three-day conference requiring a 5-star hotel located in the KLCC area to accommodate 100 attendees. The venue must provide a basic audiovisual system including one main LCD screen and two smaller screens for speaker presentations.
Conference material requirements include bags, booklets, and pens, with vendors given flexibility to propose additional items such as water bottles and mints. Food and beverage services, including lunch and coffee breaks, are not required. All conference materials and backdrops must incorporate U.S. Embassy and Freedom 250 branding, specifically including the U.S. Flag and Freedom 250 logo on all designs. Vendors are required to submit two design options with final approval to be provided by the Embassy. Additional branding information is available at https://freedom250.org. No Food and Beverage services are included in the scope.
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Questions and Answers (W3)
Solicitation No.: Rental of Venue- The Asia Pacific Round Table Conference
Date: April 30, 2026
Question 1 - We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services.
Answer 1 – Brand new Purchase Order.
Question 2 – We would like to clarify the number of Pax/Person who will be using the Conference Room for the
3 days? What is the maximum capacity of people that need to attend the conference?
Answer 2 – 100 pax.
Question 3 - Do you have any preference for the star rating for the hotel in which the conference is to be held?
Any approved Hotel list can be shared with us if any?
Answer 3 – 5 star hotel.
Question 4 - Is there any specific area or distance within which the hotel should be situated?
Proximity / Location Requirements?
Answer 4 – Around KLCC area.
Question 5 - Regarding the AV system for Speaker Presentation, is a basic AV system sufficient?
Answer 5 – Basic AV system is sufficient
Question 6 - Is an LCD Screen or Projector and screen required? If so, how many?
Answer 6 – Main LCD Screen and 2 smaller screens required.
Question 7 - Regarding the Conference Materials, what kind of bags do you require? Is only the bag, the booklet, and the pen required? Does the client require Water Bottles and mints also for the attendees?
Answer 7 – Vendor to propose.
Question 8 - Do you require any F&B such as Lunch or AM and PM coffee Breaks?
Answer 8 – No
Question 9 - Regarding Clause IV. TERMS AND CONDITIONS, Branding and Attribution: All materials must include appropriate U.S. Embassy and Freedom 250 branding.
Could you help us to elaborate on this? Can we get more information on the Freedom 250 Branding? By all materials, does the client mean Conference Materials?
Answer 9 – All conference materials and backdrops if any should have the U.S. Embassy and Freedom 250 branding. Freedom 250 branding information is on the website https://freedom250.org
Question 10 - Regarding the Backdrop design and branding visibility, is there any design or logo that you would want to share with us? Should all the materials, including the conference materials, have this design and branding visibility?
Answer 10 – Both the U.S. Flag and the Freedom 250 logo should be used on all designs. Vendor should provide
2 design options and final design approval will be made by the Embassy.
https://freedom250.org./
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