A. The required services to be provided are for hotel/meeting space, services, and accommodations, for four consecutive business days (excluding federal and state holidays), in the selected months, between April 2026 through June 2026. B. DFPS Contract Oversight and Support Division is planning a ”DFPS Statewide Contracting Meeting” to enhance knowledge of contracting requirements, policies and procedures and share best practices across program areas. C. The Schedule for the Meeting will be as follows: 1. Overnight guests will begin arriving (guestroom check-in) on the day prior to Meeting Day 1. 2. Meeting Day 1 a. 7:00am to 12:00pm – Preparation, registration set-up, Meeting room set-up. b. 8:00am to 5:00pm – Meetings in designated breakout rooms. c. 1:00pm to 5:00pm – Registration starts and participants must access the registration and Meeting areas. 3. Meeting Day 2 a. 8:00am to 5:00pm – Exhibitors set-up, Opening General Session, Meetings in breakout rooms. i. Eight (8) skirted 6 ft tables with two (2) chairs in the foyer space will be needed for the exhibitors. 4. Meeting Day 3 a. 8:00am to 5:00pm – Meeting sessions in breakout rooms. b. Mid-morning – recognition ceremony in ballroom/large Meeting room. c. 8:00am to 5:00pm – Meeting sessions in remaining Meeting rooms. 5. Meeting Day 4 8:00am to 2:00pm – Closing Session, Meeting sessions in breakout rooms, Wrap-up/tear down. D. Meeting Space Requirements. The Contractor shall ensure the Meeting space will meet the following requirements: 1. Contractor shall provide Meeting spaces, services, and lodging in the same facility for the above referenced Meeting dates. 2. Contractor shall provide signage for the designated Meeting spaces, for the duration of the Meeting. 3. Pre-registration area available the first day, between 1:00pm to 5:00pm or as agreed upon with the hotel. Contractor shall: a. Provide an area for Meeting registration that is at least 20 feet by 60 feet; b. Include at least three (3) skirted tables with at least two (2) chairs per table; and c. The Meeting registration space must be in an area accessible to Meeting activities. 4. Contractor shall provide a Welcome Reception area designed to encourage relationship building and networking on the evening of the first day, time to be determined at a later date.
