New York State Contract Reporter #AB-SW-2026 Capital Conf.

Venue and Services for 2026 Statewide Capital Conference in Ithaca, NY

The New York State Office of Parks, Recreation and Historic Preservation (OPRHP), Capital Program Division, is seeking a venue and related services for its Fall 2026 Statewide Capital Conference in Ithaca, NY. - Venue Requirements: - Main meeting room for up to 130 attendees (banquet style) - At least three breakout rooms (each for 50 people) - Registration area with tables and chairs - Space to host a dinner for all attendees - Catering and Meals: - On-site restaurant or catering for all meals (boxed lunches, plated dinners, buffet breakfasts, lunch and dinner buffets, coffee/snack breaks) - Gluten-free and vegetarian/vegan options required for all meals - Vendors must provide sample menus and fixed prices per meal/break - Alcoholic beverages are excluded - Audio-Visual and Technical Support: - State-of-the-art AV equipment (podiums, projectors, screens, microphones, sound wiring) - Complimentary Wi-Fi for all guests - Onsite technical support during the event - AV must include HDMI connectivity and closed captioning - Staffing and Management: - Dedicated Conference Service Manager required - Wait staff for meal service - Accessibility and Compliance: - Venue must meet accessibility requirements - All gratuity/service fees must be included in pricing - Procurement Details: - Contract awarded to the lowest responsive and responsible bidder meeting all specifications - No specific OEMs or vendors named; prior contracts referenced The Gideon Putnam at Saratoga Spa State Park - Event Duration: - Three-day event; services required for the duration, including setup and teardown

Description

The New York State Office of Parks Recreation and Historic Preservation (OPRHP) is seeking a facility to host its Fall 2026 Statewide Capital Conference in Ithaca, New York. The conference will run for three days, beginning at 11:00 AM on Day One and adjourning at 12:30 PM on Day Three, with up to 130 attendees. The venue must provide multiple meeting rooms, catering services including meals with gluten-free and vegetarian options, audio-visual equipment, Wi-Fi, and a dedicated conference service manager. The solicitation includes detailed requirements for meeting spaces, registration areas, and meal services.

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