Request for Quotations (RFQ)
RFQ # AGO-CVS-1025-6759
*ROUND TWO*
2026 Venue and Services for the
Elder Abuse Awareness Day Conference
Notice of Reissuance
Round Two of this Request for Quote (“RFQ”) is a reissuance of the previous solicitation for a venue and
services for the 2026 World Elder Abuse Awareness Day Conference. The initial solicitation did not result in
a contract award due to proposed pricing significantly exceeding budget estimates for the event.
The Ohio Attorney General’s Office (“AGO”) is issuing Round Two of this RFQ in an effort to obtain
competitive quotes that align more closely with market expectations and the event’s budget parameters.
The AGO has made changes within the specification to reduce costs. We encourage all interested and
qualified vendors to review the updated requirements and submit a proposal that reflects both the scope of
services and a cost-effective approach.
Interested vendors will need to submit/resubmit a response to Round Two to be considered. All original
responses closed with the previous round.
1.0. Organization and Purpose
The Ohio Attorney General’s Office (“AGO”) is seeking quote submissions in response to this Request for
Quotations (“RFQ”) to secure a venue and related services for Attorney General’s World Elder Abuse
Awareness Day Conference to be held in June 2026 in the greater Columbus, Ohio area. This is a one-day
event.
Ohio Attorney General Dave Yost is an elected official who is the Chief Law Officer for the State of Ohio and
its agencies, boards and commissions, pursuant to Ohio Revised Code Chapter 1091. The office consists of
about 1,600 employees in nearly 40 distinct sections that advocate for consumers and victims of crime,
assist the criminal justice community, provide legal counsel for state offices and agencies, and enforce
certain state laws.
Within the AGO, the Crime Victim Services unit serves victims of violent crimes such as rape, assault,
murder, kidnapping, and domestic violence, by aiding victims, training professionals who work with victims,
and supporting crime prevention programs for Ohio’s communities. Unit staff members also train people on
1 Chapter 109 - Ohio Revised Code | Ohio Laws
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a wide range of topics, including victim compensation, elder abuse, domestic violence, sexual assault and
child abuse.
The World Elder Abuse Awareness Day Conference is an annual conference held in Columbus, Ohio that
brings together victim advocates, law enforcement personnel, medical professionals, attorneys, financial-
industry experts and others.
In 2025, the one-day event was held on June 23 and featured six workshops, a morning keynote, and an
afternoon plenary session. Attendees in 2025 came from 50 of Ohio’s 88 counties. More information about
the annual event can be found on the Ohio Attorney General website or by clicking here.
Responders to this RFQ are referred to herein as the “venue”, “bidder,” “offeror,” “supplier,” or “vendor” and
these references may be used interchangeably throughout this RFQ and have the same meaning.
1.1. Outcome Goals
These are the outcomes the AGO expects upon contract completion. Success will be met when:
• The venue offers a welcoming, comfortable, and professional setting that supports learning and
engagement for a minimum of approximately 220 up to 300 attendees. We seek to increase future
attendance in venues that have room for growth.
• The venue supports and assists the Crime Victim Services Section in delivering a well-organized
event, with accessible and clearly marked spaces for breakout sessions and general sessions.
• The venue is responsive and proactively initiates solutions to problems during the planning and
implementation process.
• The venue will work with an audio-visual (AV) services vendor contracted by the AGO. Preference will
be given to a venue capable of providing reliable in-house AV services, equipment and support for
breakout and general sessions.
• The venue can provide meals and accessible parking for a minimum of approximately 220 to 300
guests. Preference will be given to a venue capable of providing in-house catering services as
requested.
• The venue is fully ADA accessible.
1.2. Award Term
The contract is expected to be signed in early 2026, with a negotiated term necessary to complete the
contracted requirements.
Subject to mutual agreement, and appropriation from the Ohio General Assembly, the contract may be
extended, for an additional one (1) year, to accommodate the 2027 World Elder Abuse Awareness Day
Conference.
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2.0. Overview and Required Deliverables
The bidder shall provide a venue to meet the Outcome Goals described above, and the Core Requirements
described within this section for the 2026 World Elder Abuse Awareness Day Conference.
At a minimum, bidders must provide:
• A venue to include both ballroom and large breakout room meeting spaces.
• Audio-visual equipment and services.
• Catering services for 220-300 attendees.
• Availability on one (1) weekday between June 15 and June 29, 2026 (excluding June 19).
Bidders must have a proven track record of hosting medium-scale conferences and demonstrate flexibility
and responsiveness during both planning and execution. The AGO is seeking venues with a verifiable record
of hosting similar events and audiences, and the capacity to provide adequate space and staffing to meet
the AGO’s needs.
2.1. Tentative Event Schedule
June 2026 World Elder Abuse Awareness Day Conference Schedule (subject to change)
8:00 – 9:00 a.m.
Coffee Service, Check-in and Networking
9:00 – 9:30 a.m.
Welcome and Opening Remarks (Ballroom)
9:30 – 10:45 a.m.
Keynote Address (Ballroom)
11:00 a.m. – 12:15 p.m. Morning Session (Breakout Rooms and Ballroom for Workshops 1-3)
12:15 – 1:45 p.m.
Lunch and Networking Time
12:30 p.m.
Housekeeping and Remarks
1:45 – 3:00 p.m.
Plenary Session (Ballroom)
3:00 – 3:15 p.m.
Break
3:15 – 4:30 p.m.
Afternoon Session (Breakout Rooms and Ballroom for Workshops 4-6)
2.2. Core Requirements
Meeting and Event Spaces
• Ballroom / Main Hall for General Sessions: Capacity for a minimum of 220 up to 300 attendees, with
banquet-style seating (8 or 10 per round table), equipped with internet access and electrical service.
The space must include a stage, with a speaker podium and both Ohio and United States flags.
• Breakout Rooms: Capacity for two (2) concurrent sessions of 80-120 participants each. Preferred
setup is theater style. A third concurrent session will be held in the ballroom.
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o If the ballroom can’t accommodate a workshop due to lunch setup or turnaround time, include
pricing and capacity for a third breakout space.
Support Areas
• Registration and Information Area: Easily accessible area near the Ballroom / Main Hall, with room
for 3 to 4 tables. The space must include tables, table linens, two (2) chairs for each table,
electricity, and internet access.
• Exhibitor Area: Space for 6 to 12 exhibitor tables. The space must include tables, table linens, two
(2) chairs for each table, electricity, and internet access. The Exhibitor Tables may be in lobby,
hallway, or areas immediately adjacent to the ballroom or breakout rooms.
• Storage Area: Secure, accessible storage area for conference materials.
• Loading/Unloading Area: Convenient access for staff to load/unload materials.
• Green Room Area: Private space for keynote speakers and VIP guests.
The setup of all Meeting and Event Spaces and Support Areas must be completed by 6:00 a.m. on the date
of the event. A walk-through of the areas must be done with AGO staff to ensure proper setup.
Audio-Visual (AV) Equipment and Services
The AGO is prepared to request pricing for AV equipment and services separately from this solicitation,
however, preference will be given to venues with the ability to provide in-house AV services and equipment,
such as, but not limited to stage and podium wireless microphones, projectors and screens for both the
ballroom and breakout rooms within their quote.
If your venue provides or requires in-house AV services, quotes should provide details of what is available
and related costs.
Past AV equipment needs for the World Elder Abuse Awareness Day Conference included:
2 - Easels
2 - Risers
1 - Microphone, Clip-on Cordless
3 - Microphone, Hand-held Wireless
1 - Dual Projection Ballroom Package: Includes two (2) Projectors, two (2)
1 - Multi-Media Projector
1 - Microphone, Clip-on Cordless
1 - Microphone, Hand-held Wireless
1 - Multi-Media Projector
1 - Microphone, Clip-on Cordless
1 - Microphone, Hand-held Wireless
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For the upcoming 2026 event, as part of the desired staging, there is a need for multiple easels for display
purposes, in or near each of the breakout rooms, lobby spaces, hallways and foyers.
Venues should also specify any standard signage the venue provides for events, including directional
signage, welcome displays, or branded materials. Indicate whether customization is available and if
additional signage support can be arranged upon request.
Food and Beverage
The AGO is prepared to request pricing for catering services separately from this solicitation, however,
preference will be given to venues with the ability to provide in-house food and beverage services within their
quote. If your venue provides or requires in-house catering services, quotes should provide details of what is
available and related costs.
• Catering, up to 300 attendees, including:
o Morning coffee and tea.
o Lunch plated or buffet, to include options for vegan/vegetarian and gluten free attendees.
o Water service for length of conference.
Accessibility and Amenities
• The venue must be fully compliant with the Americans with Disabilities Act (ADA) across all event
spaces to ensure accessibility for all attendees.
• It must provide ample parking to accommodate up to 300 guests.
3.0. Vendor Quote Content and Submission
Vendors must provide information and responses as directed within the Ohio Buys Questionnaire and / or
Item Grid. All responses to this RFQ must include the information listed below to ensure the quote
submission is considered for this opportunity. Any material deviation from the format or information below
or within Ohio Buys may result in rejection of a response.
The vendor’s responses to the information requested will allow for a well-defined comparison of the bids
received. Quotes must be valid for no less than 60 days from the quote due date.
The AGO will evaluate the information submitted based on the bidders demonstrated experience in hosting
medium-scale conferences of similar size and scope as well as the extent to which the proposed venue
meets the AGO’s logistical and functional requirements, including availability of meeting spaces, guest
accommodation, audio-visual services, accessibility, and amenities.
1. Quote. Bidders must provide a complete comprehensive quote. The cost of the Core Requirements listed
in Section 2.2. must be detailed and all fees and pricing included within the quote for review. Bidders
must include and describe all direct and indirect costs associated with the quote, including setup and
support fees for the following:
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
