Minnesota Supplier Systems #2000018628

Hotel Venue, Lodging, Catering, and Meeting Services for MMCAP National Member Conference 2027 & 2028 (Minneapolis-St. Paul Airport Area)

The State of Minnesota is seeking proposals from hotel venues to host the MMCAP National Member Conference in 2027 and 2028 near the Minneapolis-St. Paul Airport. - Government Buyer: - State of Minnesota, Department of Administration, Office of State Procurement - Contact: Erin Snaza - Scope of Work: - Venue must be within 15 miles of Minneapolis-St. Paul (MSP) Airport - Direct contract with hotel venue (no third-party event planners) - Products and Services Requested: - Lodging: Up to 180 single occupancy rooms per night for multiple nights - Meeting Spaces: General session room (200 attendees), 5 breakout rooms, exhibitor/vendor area (60 tables), registration area, lactation/prayer room, dining/boardroom - Catering: Breakfast, lunch, dinner, refreshment breaks, and all-day beverage service for up to 350 attendees - Audio-Visual: Projectors, microphones, sound system, Wi-Fi, AV support - Shuttle Services: If lodging and conference facilities are not co-located - Parking and business center access - Notable Requirements: - Venue must provide all amenities and services as specified (e.g., AV, Wi-Fi, secured storage, lactation/prayer room) - Strict adherence to location and diversity/inclusion commitments - All pricing must be submitted using provided schedules; cancellation policies and fees must be stated in US dollars - Venue must hold appropriate insurance and a Minnesota Department of Human Rights Workforce Certificate - Estimated Attendance: - Approximately 200 guests for three days and 350 guests for one day per event year - No specific OEMs or vendors are named; solicitation is open to qualified hotel venues

Description

This solicitation aims to establish contracts for the MMCAP National Member Conference for the years 2027 and 2028. The event requires a venue within 15 miles of the Minneapolis-St. Paul (MSP) Airport to accommodate meals, lodging rooms, and meeting rooms for approximately 200 guests for three days and 350 guests for one day. The contract prices are firm and will not be adjusted if the number of attendees falls below the estimate. The solicitation includes detailed requirements for lodging, meeting rooms, catering, and cancellation policies. The contract term is anticipated from November 1, 2026, to June 30, 2028, with an option to extend up to 12 months.

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