Meeting Space (Conference Room), Lodging, and A/V Support Services

The Indian Health Service has a requirement that includes the following in Nashville, TN: Meeting Space (Conference Rooms), Loding (Block), and A/V Support Services from 08/21/2023 through 08/24/2023. Details below:

Geographical Requirements:

The meeting hotel would need to meet the following geographic requirements:

• Be located in Nashville, Tennessee
• Be located within a 3-block radius of Broadway Street in downtown Nashville
• Be located near at least one restaurant (within walking distance)

Event Meeting Space Requirements:

Given the expected attendance, the following space requirements need to be met by the hotel:

• Plenary Session:  Classroom style to accommodate up to 200 people = 10,809 sf
• Breakout Sessions x 5 to accommodate 25-30 people each = 3,603 sf
• Registration area available
• Ability to place posters throughout meeting areas
• Provide podium and microphone for each of the rooms
• Total meeting space cost $11,905
• Audio/Visual – prefer on-site for technical assistance cost is estimated at $13,094. 1 large screen in plenary room, 1 screen in each of the 5 breakout rooms.

Lodging Requirements:

The hotel would need to offer the following to meet lodging requirements:

• Offer the government lodging rate of $207 (or less) for the length of the conference
• Provide no attrition clause in the meeting contract
• Offer to hold a room block for at least 160 of the expected attendees for at least up to 30 days prior to the conference
  • Monday night before meeting:                        160 rooms
  • Tuesday night, 1st day of meeting:                  160 rooms
  • Wednesday night, 2nd day of meeting:            160 rooms

Other Requirements:

• Provide complimentary, secure internet either in the conference area or in individual rooms
• Have no limitations for the IHS to bring laptops, projects, and other IT equipment to use for the meeting
• Provide audio-visual support, including screens, even if outsourced to a third party
• Offer on-site restaurant

Qualified parties may submit responses to brendon.moran@ihs.gov by 06/11/2023 at 11:59 PM (EST). Please be advised that this posting is not for the purposes or soliciting a quote or proposal. Any quotes or proposals submitted will not be compensated.