Year portion of the contract and for an estimated 5 rooms per night for 13 nights for the 2025 MN State Fair Event Lodging portion of the contract. The State will provide the Contractor final confirmation of Single Occupancy rooms, with an option for additional person(s) per room, no later than Friday, July 25, 2025. These numbers are ESTIMATES ONLY and IS NOT a guarantee. Additional or fewer rooms/nights may be required. The bidding Vendor is not guaranteed a certain number of guest rooms per night, nor does the existence of a Contract guarantee any particular volume or frequency of guest rooms needed per night. The Contractor must provide written notification to the State seven (7) calendar days prior to releasing the room block. After providing written notice and the expiration of the final room confirmation deadline, the Contractor may release the rooms and will no longer be responsible to hold the block of rooms. Check-In. If rooms are not available for the required check-in time, the Contractor must provide a secure room to store luggage until the rooms are ready. Check-Out. The Contractor must provide a secure room for MSL staff to store luggage in between check-out and the end of the State Fair activities. After awarding the contract, the Contractor and the State may agree to a late checkout. Late Arrivals. All room reservations must be guaranteed for late arrival and shall be held for the entire day (11:59:59 pm of the day of reserved arrival). No first night's room/tax to be required for deposit in order to secure this. The charges (room & tax only) for all the rooms are to be direct billed to the MSL after the last employee’s departure date. Meal Availability. The State requires either continental breakfast and/or the option to purchase breakfast on site. Distance. The State requires distance from hotel to MSL Headquarters Must Not exceed 10 miles roundtrip.
