Summit Event Hosting and Lodging Services

The Vendor is required to provide summit event hosting and lodging services for include:
- Meeting and general session spaces
1. Main stage / general session room:
• Minimum capacity of 350 attendees. 400 is preferred.
• Final room setup layout (e.g., classroom, theater, or banquet rounds) will be provided by the agency event coordinator to the hotel's event service manager (ESM) no later than 30 days prior to the event start date.
2. Breakout spaces:
• At least three (3) distinct breakout rooms. Final setups are to be determined concurrently with the general session room.
3. Food & beverage (catering)
• Day 1 (Nov 17): breakfast, snack, lunch, and dinner
• Day 2 (Nov 18): breakfast, snack, lunch, and dinner
• Day 3 (Nov 19): breakfast, snack, and lunch
4. Lodging & room block
• Room block: a guaranteed block of 150 guest rooms for the nights of November 16th, 17th, and 18th.
• Reservation method: individual attendees will book and pay for their own rooms directly using either an event-specific group code or a custom booking link provided by the hotel.
• Rate cap agreement: because individual state employees may be booking within this block, the hotel is required to offer room rates aligned with the state travel lodging allowance for park city (summit county), which was $221 for November 2025 and is projected to be similar.
• Attrition rate: a cumulative allowable attrition rate of 20%.
• The agency shall not be penalized or charged any fees if the actual total room nights utilized by attendees reach at least 80% of the total contracted room block.