This bid is for a two-day conference venue with catering and lodging in Sangamon, McLean, Peoria, or Champaign County, Illinois.
Due
December 1, 2026
18 days left
Location
Champaign County, IL
Illinois
Posted on
BidBuy
Notice ID
27-494DOT-FINAD-B-54694
Please quote a two-day conference with venue, catering, and lodging for about 500 attendees in Sangamon, McLean, Peoria, or Champaign County, Illinois.
Dates: Two consecutive business days, Tuesday to Friday, between February 24 and April 8, 2027, excluding holidays and the week of March 1.
Event space: Banquet room seating 500, six breakout rooms seating 75 each, exhibitor space for 75 vendors with tables, dividers, and power, two secure storage rooms, and a registration area for 2 to 4 lines.
Technology: Presentation A/V equipment, microphones, sound systems, attendee Wi-Fi, wired internet in all event rooms, and onsite A/V and IT support.
Meals: Daily breakfast for 350, plated lunch for 500, and afternoon refreshments for 500, plus a VIP breakfast for 50 on Day 2; vegetarian and gluten-free options, lunches with protein and pasta choices and no pork.
Reception: Day 1 reception for 500 with two hot stations, one cold station, three appetizer displays, four à la carte items, a cash bar, a beverage station, and free soft drinks and water.
Lodging: Guest-paid room blocks of 150 rooms for the night before Day 1 and the night of Day 1, and 50 rooms for the night of Day 2, plus one facilitator suite for all three nights.
Please confirm availability and send your quote by December 1, 2026.
The original documents
Deadline: December 1, 2026
See the original on www.bidbuy.illinois.gov
Bidding it yourself? Get the full package and submit on BidBuy before December 1, 2026.
What they need
DatesTwo consecutive business days, Tuesday–Friday, between February 24 and April 8, 2027, excluding holidays and the week of March 1.
Event spaceMain banquet room seating 500; six breakout rooms seating 75 each; exhibitor space for 75 vendors with tables, dividers, and power; two secure storage rooms; registration area for 2–4 lines; and business center access.
TechnologyPresentation A/V equipment, microphones, sound systems, attendee Wi-Fi, wired internet in all event rooms, and onsite A/V and IT support.
MealsBreakfast for 350 each day, an additional VIP buffet breakfast for 50 on Day 2, plated lunches for 500 each day, and afternoon refreshments for 500 each day. Include vegetarian and gluten-free options; lunches require protein and pasta choices with no pork.
Day 1 receptionTwo hot stations for 500; one cold station, three appetizer displays, and four à la carte items for 200 per item; cash bar, beverage station, and complimentary soft drinks and water.
LodgingGuest-paid room blocks of 150 rooms each for the night before Day 1 and the night of Day 1, plus 50 rooms for the night of Day 2. Quote the discounted room rate separately and include one facilitator suite for all three nights in the event total.
Venue servicesAccessible facilities, setup and teardown, dedicated event coordinator, onsite cleaning and maintenance staff, and complimentary or fully validated parking for all attendees.
PricingProvide itemized venue, catering, and suite costs, proposed menus, and per-person meal pricing, including all service charges.
Past history: who won IT Services & Software work in Illinois
Recent federal contract awards (federal buyers) in the same industry in Illinois, from USAspending.gov. These are comparable jobs, not earlier rounds of this exact solicitation.
Typical award:$38K to $97Kmiddle half of 14 recent awards · median $96K
Who won
Amount
Buyer
Date
Motorola Solutions, INC.Title: FY26, stto, motorola, $462,700.00, tech equipment requestor: daniel a hill aft#: 2026-ST-0201 itja#: IT…
XL Eagle