This bid is for conference facilities, catering, AV, and lodging for a Stabilization Pond Seminar on May 4–6, 2027. The venue must be within 25 miles of one of these locations: 10 Civic Center Plaza, Mankato, MN 56001; 201 4th St. SE, Rochester, MN 55904; 100 N. Broadway St., New Ulm, MN 56073; or 1
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What the job is
Training space: Private room, minimum 1,800 sq. ft., for 35 people at round tables at least 5 feet in diameter, four per table. Required May 4–5, 7:30 a.m.–5:00 p.m., and May 6, 7:30 a.m.–11:30 a.m.
Exam space: Private room, minimum 1,800 sq. ft., for 50 people on May 6, 12:30–5:00 p.m. Seat two per 8-foot rectangular table, one per 6-foot rectangular table, or three per 5-foot round table. The training room may be reused if suitable.
Setup and registration: Access May 3, 2:00–5:00 p.m.; secure storage; registration area with two 8-foot tables and two chairs; podium or presenter table and four 8-foot training support tables.
AV: Minimum 8-by-10-foot screen, handheld microphone, mixer and sound system, Wi-Fi, front-of-room power, equipment setup, and on-site technical support.
Lodging: 20 single-occupancy rooms for three nights, checking in May 3 and out May 6: five staff rooms and 15 individually booked attendee rooms. Staff check-in begins at noon.
Catering: Buffet continental breakfast and lunch for 40 each day. Breakfast available 7:30–10:30 a.m.; lunch at noon May 4–5 and 11:30 a.m. May 6, in a separate nearby dining area. Lunch includes salad, two meats, potatoes, two vegetables, rolls, dessert, and beverages; include vegetarian and low-fat options.
Beverage service: Water, regular and decaf coffee, lemonade, and hot and iced tea for 40; May 4–5, 7:00 a.m.–5:00 p.m., and May 6, 7:00 a.m.–12:30 p.m.
Parking and access: 50 parking spaces daily; lodging, meeting space, and parking within 0.1 mile of each other or shuttle service provided. Parking ramps require 13-foot clearance.
Quote details: Itemize room rental, AV, catering, lodging rates, parking, shuttle charges, taxes, gratuities, and all fees. Include cancellation charges and room layout diagrams.
XL Eagle