New York State Contract Reporter #2133814

Venue and Conference Services for 2027 Tug Hill Local Government Conference

The NYS Tug Hill Commission is seeking bids from qualified venues to host the 2027 Tug Hill Local Government Conference, a two-day event for approximately 600 attendees. - Government Buyer: - NYS Tug Hill Commission (New York State agency) - Scope of Procurement: - Venue rental and conference hosting services for a two-day event - Facility must accommodate at least 600 attendees, speakers, and exhibitors - Main meeting/exhibit/food space for up to 600 people - Multiple breakout rooms with capacities ranging from 35 to 140 - Registration space with tables, chairs, and power access - Exhibit space tables (35, with linen if applicable) - Audio/visual equipment and support - On-site catering including: - Buffet breakfast (500 servings) - Buffet lunch (600 servings) - Afternoon coffee breaks (2 gallons and 10 gallons) - Reception for 150 people with 3 stations and cash bar - Hotel room block coordination: - 70 single/double occupancy rooms, at least 30 at or below GSA rates - Rooms available for booking until 28 days before the event - Unique/Notable Requirements: - Venue must be within a 10-mile radius of the Tug Hill Region as defined on the official map - Vendors must provide a sample menu for food items - All ancillary costs must be included in the bid - Guaranteed GSA group rate overnight accommodations required - No set-aside goals for MWBE, SDVOB, or DBE participation - Award based on lowest total from a responsive and responsible vendor - No specific OEMs or mandated vendors; past contracts have been awarded to Turning Stone Resort Casino LLC - Place of Performance: - Venue must be located in or near Jefferson, Lewis, Oneida, or Oswego counties, NY, within the defined Tug Hill Region - NYS Tug Hill Commission office at 317 Washington Street, Watertown, NY, is the contracting office

Description

The NYS Tug Hill Commission is seeking a facility to host the 2027 Tug Hill Local Government Conference, which provides local officials with training, networking opportunities, and access to subject matter experts. The venue must accommodate approximately 600 attendees, speakers, and exhibitors, and support presentations, networking, and meals over two days. The contract term is one year, and the solicitation includes detailed requirements and submission instructions. The conference is a key method for the Commission to fulfill its mandates under Article 37 of Executive Law.

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