2027 Monthly Seminar Request for Proposal

Thank you for your interest in hosting the VSAE Monthly Seminar Series event. VSAE is very appreciative of the properties and facilities that host our events. We have enjoyed being hosted by past properties are excited to share your property with our members.

We have several different hosting opportunities. A representative from your property will have the opportunity to welcome the luncheon audience at the beginning of the program and dine at the VSAE President's table. 

Listed below are the dates for 2027 monthly luncheons & seminars. RFP information for these events follows that information. If you are a Richmond area meeting place without sleeping accommodations, make arrangements with a VSAE member property and provide a letter of agreement with your RFP. 

Submit your proposal form by September 30.

• Friday, January 8 - Luncheon (No longer available)
• March TBD - Seminar & Lunch and Board of Directors Meeting 
  
• October TBD - Seminar & Lunch and Board of Directors Meeting 
• November TBD - Seminar & Lunch and Executive Committee Meeting 

Submit RFP Here

Components of Each Event:

Registration (8:30 am-1:30 pm): 

• Two (2) registration tables with complimentary access to electricity and a trash can by 8:00 A.M.
• Up to five (5) 6-ft tables for partners, charity, and speaker to use during the reception. Will be confirmed prior to event.
• Coat Rack (when applicable)
• Complimentary Wireless and Hardline Internet access for group use.
• Complimentary valet parking for 5 staff, AV tech & 1 speaker.

Seminar for 30-40 (9:30-11:00 am): 

• Crescent rounds of 6
  
• Complimentary podium 
• Beverage service (regular & decaf coffee, hot tea, juice, and water station) by 9:00 A.M.
• Price: $3.00 per person inclusive of tax and gratuity.

• You have the option to host the bar, host the first drink (drink ticket), or offer a cash bar. For cash bar, prices charged to attendees shall be as follows:
  • Alcoholic beverages - $3.00 per beverage inclusive
  • Soft drinks - $1.00 per beverage inclusive
• 1-2 complimentary Bartenders needed, depending on the number of attendees. If needed, cashiers are complimentary.
• Place bars in open area so reception will flow smoothly.
• Feel free to offer a specialty drink for added bit of fun creativity.

Luncheon for 70-100 (11:45 am-1:00 pm):

• Rounds of 8 people
• Complimentary podium and stage
• Water and Iced tea pre-set on each table.
• Plated lunch with a preset salad and dessert. Prefer for main meal to be gluten-free, which will minimize the number of meal alternatives. 
• This is an opportunity for your chef and culinary team to be creative with the entrée. Vegetarian and specialty options may be needed. Dietary needs will be provided prior to event.
• Staff to provide coffee to guests before clearing the room at 12:30 pm.
• Two (2) Reserved tables up front & one (1) in the rear for overflow.
• Price: $21.50 per person inclusive 

Board Room for 18 (1:30-3:00 pm): March and October Board of Director meetings.

• Committee Meeting
• Conference set, 2 extra chairs on perimeter
• Pens, pads, mints, and bottled water at each seat

Board Room for 7 (1:30-3:00 pm): November Executive Committee meeting.

• Committee Meeting
• Conference set, 2 extra chairs on perimeter
• Pens, pads, mints, and bottled water at each seat

Room Block Availability:

• Ten (10) rooms the night before
• Send reservation link two (2) months prior to event.
• Complimentary room for VSAE staff member/speaker, if needed

 Additional Items:

• Guarantees will be provided five business days prior to the event.
• Venue will provide complimentary AV equipment and personnel, or James River Audio Visual Services handles our AV needs. Third party fees will not apply to this event.
• Attrition or room rental charges will not apply to this event.
• Inclusive means the listed price includes gratuities, service charges and taxes.
• Each Monthly Meeting Host will receive a $1,000 Partner level upgrade within their 2027 Partner Program package to assist in reaching the next program level. No goods or services will be exchanged for this amount.

Contact Dana Parker with questions at (804) 747-4971 or [email protected].