Specifications include, but are not limited to: Lodging Lodging rooms must be provided at the applicable state rate of $85.00 a night or better. All applicable taxes should be included in costs. A rooming list will be provided to Hotel approximately two (2) weeks prior to the event; all participants on the rooming list must be direct billed. Hotel must collect credit cards to guarantee the self-pay rooms. Tuesday • Block of five (5) rooms • All cost to be included in this quote Wednesday • Block of 40 rooms • Cost of 20 rooms to be included in this quote • 20 remaining rooms will be self-pay Physical Layout Requirements for both Wednesday & Thursday: • A ballroom with a capacity of approximately 5,700-6,000 square feet of unobstructed column-free meeting space. • One half of the room must be set in a U-shape for 21 and must include a podium at the open end of U for speakers and guests to address the Board members. • The other half of the ballroom must be set theatre style for a minimum of 80 people. • Seat spacing must be in accordance with fire marshal regulations and industry standards. • Meeting space should be large enough to accommodate 1-2 registration tables and a beverage table at the rear of the room. • The hotel must provide flags of the United States of America and the State of Illinois. Audio / Visual Services Requirements for both Wednesday &Thursday: • A minimum of ten (10) Push-to-Talk microphones must be set at the U table with appropriate sound mixer(s), reverberation (feedback) minimization devices, and amplification devices/speakers for voices of the Board members to be heard by all in attendance. • Podium must include one (1) gooseneck microphone with connection to a speaker system for amplification. • Sufficient electrical service and power strips (if necessary) to allow Board members to power laptops, phones, and other devices during the duration of the Board Meeting. • Sufficient broadband width to allow internet access and the ability to log into WIFI for the duration of the Board Meeting. • An LCD projector with at least 3,000 lumens, 8ft tripod screen with all necessary power packs, cabling, and AV cart. ILETSB will provide laptop. • All labor for A/V setup and breakdown must be included in the quote. • No price increase will be accepted unless mutually agreed upon by both parties. Optional – It is desirable for vendor to have the ability to record the meeting from the sound system and provide ILETSB with the recording on a portable device (i.e. thumb drive) at the conclusion of the meeting. Pricing for recording must be entered into Line item #2 of Bidbuy. The recording price will not be factored into the overall lowest price. ILETSB reserves the right to decide if a recording will be provided by the vendor. Catering Wednesday • Hotel shall provide a beverage service table, including coffee, tea, and water for approximately 75 people. • Any Service Charges must be included in quote. Thursday • Hotel shall provide a buffet-style breakfast in a private banquet room. • The buffet breakfast will accommodate approximately 75 people from 7:30 AM – 9:00 AM. • Shall include, but not limited to, eggs, bacon, potatoes, toast, fruit, pastries, coffee, and juice options. • Board Meeting will require beverage service consisting of coffee, tea, and water commencing at 9:00 AM. • Any Service Charges must be included in quote. Parking All quotes must include parking costs for each overnight room reservation as well as an additional 25 parking spaces for geographically local Board members, ILETSB staff, and members of the general public, not requiring overnight accommodations. Hotel must indicate if the parking lot/garage is subject to a subcontract agreement. Financial Hotel must agree to direct bill the guest rooms provided on the rooming list as well as F&B to a Master Account. Payment will be made in accordance with State requirements. Board is willing to provide applicable credit applications and taxexempt documentation upon request. Hotel shall not require a deposit and may not include any attrition clause with the use agreement.
