Conference- Culturally Responsive Arts Education

The purpose of this solicitation is to establish a Contract(s) for the Culturally Responsive Arts Education Action + Learning Cohort Training Series. The number of attendees is an estimate only. The State does not guarantee a minimum number of lodging rooms or meals. Prices submitted in response are firm and will not be adjusted if the number of attendees falls below the estimate.
This event requires a location within the seven (7) county metro areas (Anoka, Carver, Dakota, Hennepin, Ramsey, Scott, or Washington County).
Required Dates: September 24-25, 2024; January 29-30; 2025, April 21-22, 2024; June 23-26, 2025 (no alternative dates)
Single Room Lodging is the estimated need for up to 40: September 24-25, 2024; January 29-30; 2025, April 21-22, 2024; June 23-26, 2025 (no alternative dates)
Catering estimates up to 65- breakfast, lunch, all day beverage service.
Conference venue needs to be able to accommodate 65 in general session room and up to 25 in breakout session room.
Bid amounts for meeting space and AV rental should be provided in final cost with any discounts already included in price at the time of bid on price schedule.
Breakout Rooms must be private rooms with main meeting space being used as one and technology capable.
Cancellation Policy. State on the Price Schedule in dollar amounts any charges that could be applied if the conference is cancelled for any reason other than for insufficient funding per Exhibit A, Paragraph 3.3. If no charge is indicated on the Price Schedule, the State will not pay any cancellation fee. The cancellation fee includes all cost associated with lodging, meeting rooms, catering, audio visual equipment, and all other expenses that may be incurred by the Contractor under the Contract Terms. If the conference is cancelled, the State reserves the right to reschedule a new conference date upon mutually agreement with the Contractor.
THIS IS A FORMAL EVENT/SOLICITATION. Responders must submit their bids on the Supplier Portal. No non-electronic or e-mail responses will be accepted. The response must be submitted no later than the date and time called for in the Finish Time in the Event Details. Your bid is not submitted until you select the ‘Submit Bid’ button. You will receive a confirmation message when your bid has been submitted. Print and save your confirmation. Responders needing help with registration and/or assistance with navigating the SWIFT System may contact the Vendor Assistance Helpdesk at: +1 (555) 000-0000, Option #1, then Option #1 again.