2026 Chesapeake Getaways Annual Partners Meeting i

The National Park Service Northeast Region is soliciting quotes for venue and meeting support services for the 2026 Chesapeake Gateways Annual Partners Meeting to be held in Charlottesville, Virginia. The procurement covers a comprehensive package including meeting spaces, food and beverage services, hotel accommodations, and event management support for two concurrent events: the Chesapeake Gateways Communities Leadership Academy (60 participants) and the Annual Partner Meeting (120-150 participants). Contractors must provide a Capability Statement demonstrating their ability to meet all technical requirements outlined in the Statement of Work, assign a dedicated Event Manager to serve as primary point of contact, and ensure hotel accommodations meet the GSA federal per diem rate of $136. The government will award a single Firm-Fixed-Price Purchase Order to the lowest-priced, technically acceptable offeror under full and open competition. Quote submissions are due by 12:00 PM ET on September 10, 2025, and must be emailed to the designated contracting officer, with all pricing remaining valid for 90 days from proposal receipt.

This solicitation operates under no set-aside designation and is open to full and open competition, with no incumbent contractors identified in the documentation. The contract performance period spans from February 1, 2026, to February 28, 2026, requiring completion of all work including review and approval by the end of February. Hotel accommodation requirements range from 40-60 rooms on Monday night, scaling up to approximately 150 rooms for Tuesday and Wednesday nights, with participants booking independently at per diem rates. The meeting structure includes a 5-day event format with pre-conference workshops, multiple session tracks, plenary sessions, and site visits, requiring various meeting room configurations including classroom, banquet, and theater-style setups. All services must be performed in Charlottesville, Virginia, with the contractor responsible for providing meeting spaces, audiovisual support (excluding NPS-provided projectors), food and beverage services for breaks and lunches, and comprehensive event coordination through the assigned Event Manager.