Hotel Lodging/Meals/Conference Space for Training in Roanoke, VA - 2029 Nov 28-Nov 30

The Consortium for Advanced Specialization Credentials (CASC) is soliciting bids from hotels only for lodging, meals, and conference space in Roanoke, Virginia for a three-day training program November 28–30, 2029, with bids due October 7, 2026. Third-party event planners and intermediaries are explicitly excluded; only hotels with on-site conference facilities may bid.

The scope requires 135 rooms for two nights (November 28–29), three conference ballrooms with specified seating configurations, one 16-person meeting room, a designated registration area, a secure office/storage room, a complimentary after-hours hospitality suite, eight vendor tables with power access in the lobby, and parking for approximately 160 attendees and staff. The hotel must accommodate receipt and storage of training materials (two pallets) up to three days before the event with no box-handling fees. Complimentary Wi-Fi and wired/Ethernet access are required throughout the facility.

Meal service includes hot breakfasts on two days, one lunch option, and break beverages and refreshments billed on a consumption basis for 150 people daily. Lodging and all meals except the Wednesday evening cocktail dinner must be billed at or below GSA per diem rates; resort fees are prohibited, and service charges may not exceed 20%. The Wednesday dinner for 130 people is not subject to per diem pricing and will be paid directly by a separate private association. The location must offer pedestrian access to dining venues, recreation activities, and services, preferably off heavily trafficked roads.

A separate audiovisual bid will be posted to eVA at a later date; the winning hotel must provide complimentary access to power outlets and house sound at no additional cost. All bids must be submitted electronically through eVA with a viewable total cost displayed in the online item list. The final attendee count will be confirmed prior to the event. eVA Customer Care contact: 1-866-289-7367 or eVACustomerCare@DGS.Virginia.gov.