This bid is for meeting space, catering, and overnight lodging for approximately 25 guests at a two-day retreat within 30 miles of 4160 Patterson Avenue, Baltimore, Maryland 21215.
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What the job is
Dates: December 17–18, 2026, preferred, with two hours of meeting room access the day before for setup.
Facility: ADA-compliant venue with free on-site parking requiring no shuttle, plus complimentary printing and copying.
Meeting space: One large private room accommodating full-group and breakout seating, additional staff tables, and meal service; padded chairs with lumbar support, adjustable lighting and temperature, and a visible wall clock.
AV and supplies: Two large screens or TVs, one projector capable of playing web videos, 10 wireless handheld microphones, podium, room speakers, hybrid-session or recording equipment, secure high-speed Wi-Fi, six power strips, two extension cords, and two large double-sided whiteboards.
Catering: Day One plated dinner from 5–6 p.m. with three comparably priced entrée choices; Day Two hot and cold breakfast from 7–8:30 a.m. and buffet lunch from noon–1 p.m.; snacks and refreshments both days. Include kosher, vegan, vegetarian, and gluten-free options, plus coffee, tea, water, breakfast juices, and lunch iced tea and lemonade.
Lodging: Courtesy block of 25 single-occupancy rooms for one night, each with secure Wi-Fi, TV, desk, mini refrigerator, iron and ironing board, individual temperature controls, hair dryer, and coffee machine.
Support: Dedicated event coordinator and on-site technical support throughout the event.
Quote details: Itemize lodging, meeting room rental, food and beverages per person per meal, AV, service charges, gratuities, and other fees. Include a floor plan, room capacity, food and beverage minimums, and cancellation or rescheduling terms.
XL Eagle