New York State Contract Reporter #RFQ-ALB-26-15

Comprehensive Facility, Lodging, Catering, and Conference Services for 2027 RBOA Conference in Saratoga Springs, NY

The New York State Office of Parks, Recreation and Historic Preservation (OPRHP) is seeking bids for a comprehensive facility, lodging, catering, and conference services package to host the 2027 RBOA Conference in Saratoga Springs, NY. - Government Buyer: - New York State Office of Parks, Recreation and Historic Preservation (OPRHP) - Venue and Facility Requirements: - Host venue in Saratoga Springs, NY, accommodating up to 175 attendees - Main meeting room (banquet style), registration area, hospitality store room, and exhibit space - Free parking for all attendees and overnight guests - Complimentary Wi-Fi throughout the facility - Dedicated Conference Service Manager for event coordination - Lodging: - Up to 75 single/double occupancy rooms at GSA rates for two nights - Early check-in and compliance with NYS Travel Rates - Catering and Food Services: - All meals and continuous refreshments for up to 175 attendees per day - Nut-free, gluten-free, and vegan menu options required - Sample menus must be included in the bid - Buffet breakfasts, boxed lunches, afternoon breaks, buffet/plated dinners, and continuous beverage service - Audio-Visual and Technical Support: - State-of-the-art AV equipment: podium, projector, screen, microphones, HDMI connectivity - Onsite technical support throughout the event - Notable Requirements: - Event spans three consecutive weekdays, with three possible date blocks in February and March - Bidders may submit for one or more date blocks - All gratuities and service fees must be included in bids - Past contracts awarded to Embassy Suites, Saratoga Springs, NY - No specific OEMs or technology brands are mandated; opportunity is open to qualified venues and service providers in the Saratoga Springs area.

Description

The NYS Office of Parks Recreation and Historic Preservation (OPRHP) is seeking bids for a facility to host its 2027 RBOA Conference. The event is to be held during one of three consecutive weekday periods: February 9-11, 2027; February 23-25, 2027; or March 2-4, 2027. The conference will accommodate up to 175 attendees and requires facilities including a central conference room, restaurant or catering services, lodging at GSA rates for up to 75 rooms, audio-visual equipment, and free parking. The location must be Saratoga Springs, New York.

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