Manager and Supervisor Offsite Meeting Services

The Vendor is required to provide all items detailed on the price schedule for conference participants or submit a response that includes subcontracting for these services.
- Registration area. Must provide a large foyer area for registration. 
- The registration area should be central in proximity to the meeting rooms and in a place that is easily accessible to the conference attendees. 
- This area must have ample storage room for conference materials. 
- Provide a secure room that can be locked and is located close to the registration area and meeting rooms.
- If a geographic area for the conference is defined, distance will be measured using google maps™.
- Provide the state and conference attendees with access to a computer, internet, a printer, copying equipment, and a fax machine, on the lodging premises.
- The conference organizers must have full access to the general session room and access to audio visual equipment provided by the state or the contractor.
- Must make the conference space available to the conference organizers to set up for the conference, beginning at 5:00 pm central time the day before the start of the conference.
- Responsible for setting up all equipment unless otherwise directed by the state. 
- While the equipment is not in use by the state, including during breaks, meals, and overnight, the contractor is solely responsible for the care, custody, and control of all AV equipment, including AV equipment provided by the state.
- Must check all conference rooms no later than thirty (30) minutes prior to the onset of each day’s meeting activity during the conference to ensure that all audio-visual equipment has been tested and is fully functional. 
- Technical support must be available for troubleshooting throughout the duration of the conference.
- Must provide a price list for all AV equipment with their response. 
- Each item should be individually identified and priced.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 11, 2025