Specifications include, but are not limited to: LODGING Room Block. The State will provide the Contractor final confirmation of rooms at least fifteen (15) calendar days prior to the event 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 event attendees to store luggage in between check-out and the end of the event 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 event 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, event 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 in one (1) parking lot or parking facility. All parking must include in and out privileges for attendees for entire duration of the event. 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 event 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 event space available to the organizers to set up for the event, beginning at 3:00 PM Central Time on the day before the start of the conference. The event organizers must have full access to the general session room, and access to audio visual equipment provided by the State or the Contractor. 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.