1. Lodging 1.1. Room Block. The State will provide the Contractor final confirmation of rooms at least ten (10) calendar days prior to the conference date. 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. 1.2. 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. 1.3. Check-Out. The Contractor must provide a secure room for conference attendees to store luggage in between check-out and the end of the conference activities. After awarding the contract, the Contractor and the State may agree to a late checkout. 2. Conference Facilities 2.1. The Contractor must be able to provide all items detailed on the price schedule for conference participants or submit a response that includes subcontracting for these services. If a geographic area for the conference is defined, distance will be measured using Google Maps™. 2.2. Location. The lodging facility, conference facility, and parking must be within one-quarter (¼) mile of each other or the Contractor must be able to provide shuttle services to and from the sites at no additional cost to the State. If shuttle services are required, the State prefers that the Contractor provide shuttles free of charge, but if the Contractor does charge for shuttles, the cost, per attendee, per day, must be included on the Price Schedule. 2.3. Parking Facilities. The Contractor must provide ample room for attendees to park. The State prefers that the Contractor provide parking onsite either free of charge or provide parking vouchers. If the Contractor does charge for parking, the cost, per vehicle, per day, must be included on the Price Schedule. If main parking is in a ramp, clearance must allow a minimum height of 7 feet. 2.4. Business Center. The Contractor must provide the State and conference attendees with access to a business center/coordination room with internet and a printer on the meeting facility premises nearby the general session room. 3. Event Set Up 3.1. The Contractor shall ensure access to the State’s Program Representative and his/her designee ahead of scheduled meetings/events to complete meeting set-up and prep work in accordance with event needs. 3.1.1. Access to requested meeting spaces on Tuesday, December 9, 2025 shall be made available no later than 7:00 a.m. CT on that day. 3.1.2. Access to meetings and event spaces required on Wednesday, December 10, 2025 shall be made available as early as 4:00 p.m. but not later than 6:00 p.m. of the preceding day 3.2. The Contractor shall ensure each space is suitably equipped, accessible, and properly maintained to facilitate the intended session(s). Any additional requirements for conference space requirements and/or needs must be communicated and approved in writing by both Parties in advance. 4. Meeting Room Requirements 4.1. If requested by the State on Exhibit C, Supplement 1, the Contractor must provide meeting rooms that meet the following requirements. Meeting rooms must be located in a private or semi-private area as indicated in the contract. The State has the sole discretion to determine whether the privacy of a room is acceptable. 4.2. Registration Area. The Contractor must provide a large foyer area for registration. The registration area should be central in proximity to the meeting rooms and in a place that is easily accessible to the conference attendees. This area must have ample storage room for conference materials. The Contractor must provide a secure room that can be locked and is located close to the registration area and meeting rooms. 4.3. General Session Room. The Contractor must provide the State with a General Session Room as described in Exhibit C, Supplement 1. 4.4. Breakout Session Rooms. The Contractor must provide the State with Breakout Session Room(s) as described in Exhibit C, Supplement 1. Breakout Session Rooms must be within proximity of each other and have limited sound transfer to adjacent rooms when microphones are in use. The Contractor must have either a Wi-Fi or hardwired internet connection. 4.5. Meeting Rooms. The Contractor must provide the State with meeting rooms as described in Exhibit C, Supplement 1. These areas must be private. 4.6. Lactation Room. The Contractor must provide the State with a Lactation Room as described in Exhibit C, Supplement 1. This area must be private, within proximity of the meeting rooms, and in a place that is easily accessible to the conference attendees. 4.7. Quiet Room. The Contractor must provide the State with a Quiet Room as described in Exhibit C, Supplement 1. This area must be private, within proximity of the meeting rooms, and in a place that is easily accessible to the conference attendees. 4.8. Staff Office Room. The Contractor must provide the State with a staff office room as described in Exhibit C, Supplement 1. This area must be private and within proximity of the meeting rooms. 4.9. Individual Bathroom. The Contractor must provide the State with bathroom facilities as described in Exhibit C, Supplement 1. This area must be private, within proximity of the meeting rooms, and in a place that is easily accessible to the conference attendees. 4.10.Dining Room. The Contractor must provide the State with a Dining Room as described in Exhibit C, Supplement 1. This area must be within proximity of the meeting rooms and in a place that is easily accessible to the conference attendees.
