REQUEST FOR PROPOSAL (RFP)
PSATS Annual Public Works Expo

Each year, PSATS hosts the Public Works Expo, bringing together township, borough, city and county officials, staff, exhibitors, and industry partners for professional development, networking, and collaboration.

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Hotels, convention centers, convention and visitors bureaus, and facilities that wish to submit a proposal must complete this RFP form and submit all requested materials by July 31, 2026.

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Venue:

Contact:

Address

Address Line 1

Address Line 2

City

State

Zip Code

Phone

Email *

The following information should be included in the bid information:

Meeting room plan with square footage and seating capacities
Menus and pricing
Sample local tourism promotional material
Any other information in support of your bid
Pricing for services
Any other costs associated with meeting and conferences

County in which venue is located: *

Proposed Public Works Expo dates: (Our preferred dates August 15 – November 15, 2027)

1st Proposed expo begin date:

1st Proposed expo end date:

2nd Proposed expo begin date:

2nd Proposed expo end date:

3rd Proposed expo begin date:

3rd Proposed expo end date:

Number of sleeping rooms available

At Expo Headquarters for room block:

At Overflow hotel(s) (if applicable):

Number of handicap access, barrier-free design rooms (per hotel):

2027 Single Room rates:

2027 Double Room rates:

2027 Suite Room rates:

Date of most recent renovation of meeting rooms:

Date of most recent renovation of sleeping rooms:

Percent of rooms renovated:

Renovations planned between now and November 2027 to both sleeping and meeting rooms:

Do you anticipate any room rental fees for meeting space (including exhibit hall space)?

If yes, approximate cost:

2027 charges for audio-visual/resources:

Wireless Microphones/speaker systems:

Floor/Table Podium:

Screen:

Power Strip/Extension cord:

Easel:

LCD projector:

Wired Internet hook up:

High Speed Wireless Internet:

seating If

55” Screen TV/Monitor:

Laptop computer:

Channel mixer:

Podium:

A/V Cart with power strip/extension cord:

Flag (US and Pennsylvania):

Is there a preferred AV Provider?

If yes, who is the preferred AV Provider?

If no, must we use a firm approved by your facility?

Are there additional charges if we use our own firm?

If yes, what is the charge?

Capacity of proposed exhibit area

8' x 10' booths:

16’ x 30’ Heavy Equipment Displays:

Proximity of indoor exhibit area to general meeting room area (approximate walking time):

Proximity of outdoor demonstration area to general meeting room area (approximate walking time):

Proximity of outdoor demonstration area to indoor exhibit room area (approximate walking time):

Does the facility have its own pipe and drape vendor for the Exhibit Hall?

If yes, who is the vendor?

If no, must we use a vendor approved by your facility?

Are there additional charges if we use our own vendor?

If yes, what is the charge?

Besides electrical hook up and Internet connection fees, do you anticipate any other per booth charges?

If yes, please explain

Electrical hook up fee (110 v) per booth per day:

Internet connection fee (hardwire minimum 5-10 mbps) per booth per day:

Is your facility a union shop?

Must hotel employees be used to set up pipe and drape for exhibits?

Please explain your "suggested" process if union activity needs to be considered.

If your hotel is a union shop, when does your present contract expire?

Questions on Parking:

Number of Parking Spaces on-site:

In/out privileges?

Typical cost per day:

Number of off-site parking spaces within one block:

Typical cost per day:

Are food trucks permissible?

On-property Restaurants: Name/Seating/Type of Dining

Recreation on property (describe):

Location of swimming pool, tennis courts, and golf (if not on property):

Is your local convention and visitors bureau able to offer PSATS any financial or other assistance to our Expo?

Minimum Concessions Requested

Rooming Concessions

Comp-to-paid ratio minimum 1 for 45 room nights
1 complimentary suite with bedroom and parlor
Group rates 3 days pre/post
4 suite upgrades at group rate
Flexibility to reduce block/F&B minimums 45+ days out

Additional Concessions

Complimentary Wi-Fi (at least 500mbps) throughout for all attendees in meeting space and overnight rooms
No resort fees
Complimentary AV (projector, screen, power and av table) in breakout meeting rooms
Complimentary use of easels, extension cords, power strips
Complimentary use of hard carts/moving carts/pallet jack for loading in and load out

Are these requests acceptable to the venue?

If no, (Please suggest an alternative):

Meeting room plan with square footage and seating capacities