The tender is for the provision of event planning, lodging, catering, and other services for the VA New England Adaptive Winter
Sports Clinic from January 11th to 16th, 2026, at the Hilton Garden Inn in Hanover, Lebanon, New Hampshire. The event planner will be responsible for coordinating lodging, meals, conference space, and audio-visual equipment for up to 175 participants, including veterans and volunteers. The event planner must also coordinate with VA staff and the hotel staff throughout the planning and execution of the event. The event planner must ensure that all lodging and meal costs do not exceed the applicable per diem rates. The hotel must be ADA compliant and provide adequate conference room space with wheelchair access. The event planner must also ensure that the hotel provides a projector and screen for the opening and closing ceremonies. The event planner must coordinate for 10 rooms for advanced party setup volunteers on January 11th, and up to 35 rooms per night from January 12th to 16th. A majority of double rooms configuration. Total volunteer room nights that must be coordinated are up to 150 room nights at the listed per diem rate, without taxes. Additionally, the event coordinator must ensure a room block of 42 self-pay rooms for veterans for their lodging during this event, with all available hotel ADA accessible rooms within this block. Veterans will self-pay for these rooms, which must be provided at the per diem rate for the Lebanon area, applicable taxes. The hotel will offer the discounted, federal per diem rate for up to one day prior and one day after the official adaptive clinic dates. The Hilton Garden Inn, Hanover, Lebanon in New Hampshire is the only hotel in the clinic area that meets all requirements for the event and is completely smoke-free. Participants are welcome to smoke outside in designated areas. The hotel is ADA compliant and all ADA compliance accessible rooms within the hotel must be reserved for the room block for the event. Meeting space requirements the hotel will provide adequate conference room space to accommodate all participants, with wheelchair access and ADA accessibility for event registration, team breakout groups and awards presentations. Audio visual: both
clinics will require full AV setup in the ballroom on Monday evening and Thursday evening before 5pm for our opening and closing ceremonies. Thursday for closing we will present awards and will be showing a slide show and the event coordinator must ensure that the hotel provides a projector and screen for this purpose. The price cost schedule details the costs for room nights, meeting space, breakfasts, dinners, boxed lunches, and gluten-free meals.