Specifications include, but are not limited to: Lodging Room Block. The State will provide the Contractor final confirmation of rooms at least thirty (30) 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. 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 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. Conference Facilities Responders 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. Location. The lodging facility, conference facility, and parking must be within one-quarter (¼) mile of each other or the Responder 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. 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. Business Center. The Contractor must provide the State and conference attendees with access to a computer, internet, a printer, copying equipment, and a fax machine, on the lodging premises. Event Set Up The Contractor must make the conference space available to the conference organizers to set up for the conference, beginning at 5:00 PM Central Time on the day before the start of the conference. The conference organizers must have full access to the general session and breakout rooms, and access to audio visual equipment provided by the State or the Contractor. Meeting Room Requirements If requested by the State on Exhibit C – Attachment 1, the Contractor must provide meeting rooms that meet the following requirements. Meeting rooms must be located in a private or semi-private area. Responders must indicate in their response which rooms, if any, are not fully private. The State has the sole discretion to determine whether the privacy of a room is acceptable. 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. Exhibit C – Attachment 1. Breakout Session Rooms. The Contractor must provide the State with Breakout Session Room(s) as described in Exhibit C – Attachment 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. Exhibitors’ Area. The Contractor must provide the State with an Exhibitors’ Area as described in Exhibit C – Attachment 1. This area must be within proximity of the meeting rooms. Mother’s Room. The Contractor must provide the State with a Mothers’ Room as described in Exhibit C – Attachment 1. This area must be within proximity of the meeting rooms and in a place that is easily accessible to the conference attendees. This room must be in a private space that is not a restroom, with a lockable door, a comfortable chair, and an electrical outlet. Prayer Room. The Contractor must provide the State with a Prayer Room as described in Exhibit C – Attachment 1. This area must be within proximity of the meeting rooms and in a place that is easily accessible to the conference attendees. Dining Room. The Contractor must provide the State with a Dining Room as described in Exhibit C – Attachment 1. This area must be within proximity of the meeting rooms and in a place that is easily accessible to the conference attendees. Meals and Refreshment Breaks The Contractor must provide the State with meals and breaks as described in Exhibit C – Attachment 1. All food and drink examples provided detail minimum standards with regard to substance and menu offerings and shall be better defined after the contract is awarded. By submitting a response, the responder agrees to meet or exceed the provided menu examples and standards. The State has the sole discretion to determine whether a menu offered meets or exceeds the provided examples. All entrees must be labeled, and any foods containing peanuts, tree nuts, or other common food allergens must be clearly labeled. A low-fat/low-cholesterol and a vegetarian option must be included with all meals. The State may require the Contractor to meet reasonable special food requests (e.g., diabetic, gluten free, or dairy free). Special food requests will be submitted by the State no later than one week prior to the conference. The Contractor must contact the agency contact to initiate this process. All meals that are set as a buffet style must include the option of people revisiting the line multiple times at no additional cost or head count.