New York State Contract Reporter #2140839

New York City Venue and Event Services for SUNY College Fair

SUNY System Administration is seeking a New York City-area venue and event support for a two-day public SUNY College Fair. - Government buyer: State University of New York (SUNY), SUNY System Administration; office identified as System-Wide Procurement. - Scope: Provide a venue for one two-day event, including space for 50 campus booths, a registration area, and public movement among exhibits. - Capacity and setup: The venue must legally accommodate 2,500 people and supply or make available 80 skirted tables. It must also provide two separate workshop rooms, each seating 250 theater-style, with audiovisual equipment on site or easy setup for outside equipment. - Accessibility and amenities: ADA accessibility, convenient access to public transportation, and either on-site catering or permission for outside caterers are required. - Schedule needs: Setup access begins at 7:00 a.m. on Day 1; public hours run 9:00 a.m.–7:30 p.m. on Day 1 and 9:00 a.m.–3:00 p.m. on Day 2, with teardown completed by 4:00 p.m. on Day 2. The event is planned for two consecutive days within the specified fall scheduling window. - Requested response details: Available two-day date blocks; itemized all-inclusive pricing for space, tables and chairs, audiovisual, security, cleaning, labor, and service charges; floor plans; catering options and pricing; nearby transit lines; and deposit and cancellation terms. - OEMs and vendors: No commercial OEMs, vendors, or product brands are named. SUNY is the government buyer, not a vendor. - Notable procurement consideration: Proposals are evaluated for best value; the venue must meet the specified capacity, room configuration, accessibility, and event-service requirements.

Description

SUNY System Administration seeks a New York City-area venue for a two-day SUNY College Fair on consecutive days between September 20 and October 29, 2027. The venue must accommodate 2,500 people, provide space for 50 campus booths using 80 skirted tables, two workshop rooms seating 250 each, a registration area, and the stated accessibility, catering, and transit requirements. Responses must include available date blocks, itemized all-inclusive pricing, floor plans, catering details, nearby transit lines, and deposit and cancellation terms, and are due by email on December 3, 2026, at 12:00 p.m. ET. SUNY will make an award based on best value under its discretionary purchasing authority and reserves the right to make no award.

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