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: 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™.; 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.; 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.; Meeting Room Requirements: 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. 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.; General Session Room. The Contractor must provide the State with a General Session Room as described in Exhibit C, Supplement 1.; 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.; Meals and Refreshment Breaks: The Contractor must provide the State with meals and breaks as described in Exhibit C, Supplement 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. The Contractor 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.; When an attendee has a special food request, they will work directly with the venue which will accommodate the special food request.