Minnesota Supplier Systems #2000018740

DNR 2027 Round Table Conference venue and event services

Minnesota is seeking a venue and event services for the Department of Natural Resources’ 2027 Round Table Conference. - Government buyer: State of Minnesota, Department of Administration, Office of State Procurement, on behalf of the Minnesota Department of Natural Resources (DNR). - Scope: Conference venue and event services in the Seven-County Metro Area: Anoka, Carver, Dakota, Hennepin, Ramsey, Scott, or Washington County. The facility must be clean, well maintained, accessible, and large enough for the estimated attendance. - Venue needs: Registration and lobby areas, a General Session Room, four Breakout Session Rooms, and dedicated spaces for young professionals, media, exhibitors, lactation, accommodations, staff, dining, and storage. - Estimated attendance and meals: Approximately 400 attendees. Provide breakfast for 250; lunch and afternoon refreshments for up to 400 each; a reception for up to 350; and all-day beverages for up to 400. Menu options must accommodate dietary needs, including vegan, vegetarian, and gluten-free choices; no nuts or pork are allowed. - AV and technical support: Provide and set up computers, internet, projectors, screens, clickers, monitors, microphones, mixers, and related equipment. Support Teams audio for live captioning in the General Session and Breakout Rooms, with dedicated AV staff and troubleshooting. - Other services: Two security personnel; event setup and organizer access beginning the day before the event; locked storage, registration and facility support, business-center access, parking or shuttle arrangements as required, waste and recycling, and coordination with the State and its live-captioning vendor. Lodging needs are referenced, but no room quantity is provided and the State guarantees no minimum attendance, lodging, or meals. - OEMs and vendors: No OEMs, manufacturers, or prospective vendors are named, and no product part numbers are specified. - Notable procurement considerations: Cost is the largest evaluation factor. The State may inspect the proposed facility. The solicitation references Exhibit C and Supplement 1 for detailed requirements.

Description

The State of Minnesota is seeking proposals to establish a contract for a conference for the Department of Natural Resources’ 2027 Round Table Conference. The scope is detailed in Exhibit C and Supplement 1 of the sample contract; the conference venue must be in the Seven-Metro County Area, and the State may select a clean, well-maintained facility with adequate space. Attendee numbers are estimates, with no guaranteed minimum for lodging rooms or meals. Proposals must be submitted through the SWIFT Supplier Portal by November 9, 2026; email, fax, and printed submissions will not be accepted.

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