This bid is for conference facilities, catering, AV, and lodging for May 25, 2027. The venue must be within 25 miles of one of these locations: 1201 7th St S, St. Cloud, MN 56301; 1408 Lake St S, Forest Lake, MN 55025; or 411 W 1st St, Duluth, MN 55802.
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Meeting space: Private room, minimum 1,800 sq. ft., for 87 people classroom-style, May 25, 7:30 a.m.–5:00 p.m. Seat three per 8-foot table or two per 6-foot table; tables must be at least 28 inches wide. Include a podium/head table and four 8-foot support tables.
Setup and registration: Setup access May 24, 2:00–5:00 p.m.; registration area May 25, 6:30 a.m.–5:00 p.m., with two 8-foot tables, two chairs, Wi-Fi, and nearby locked storage.
AV: Minimum 8-by-10-foot screen, microphone, sound system, Wi-Fi, front-of-room power, and technical support. Include pricing for a projector and any separate IBP training room.
Catering: For 87 people: continental breakfast available 7:30–10:30 a.m.; buffet lunch at noon in a separate nearby area seating everyone at once, with salad, two meats, potatoes, two vegetables, rolls, dessert, and beverages; water, regular/decaf coffee, lemonade, and iced/hot tea from 7:00 a.m.–5:00 p.m. Include vegetarian and low-fat options.
Lodging: 47 single-occupancy rooms for May 24–25: seven staff rooms and a 40-room block booked individually. Staff check-in begins at noon.
Parking and access: Parking for 87 vehicles; minimum 13-foot clearance if using a ramp. Lodging, meeting space, and parking must be within 0.1 mile of each other or have shuttle service.
Quote details: Itemize room rental, AV, catering, lodging, parking/shuttle costs, taxes, and service charges. Include room layouts and cancellation fees.
The basics
Due
October 30, 2026 12 days left
Where
Minnesota
Posted on
guest.supplier.systems.state.mn.us
Solicitation
2000018654
What the solicitation documents require
We read the solicitation documents for this bid (19 documents, 246 pages). Each item shows the file and page it came from. Check the original documents and any addenda before you bid.
How to submit
Log in to the State of Minnesota Supplier Portal, download the Price Schedule attachment(s), update them, and upload the completed file(s) with the bid response. (Respond to a Price Schedule, p. 1)
Pricing format
If the event includes a Price Schedule attachment, it must be completed and submitted as part of the bid response. (Respond to a Price Schedule, p. 1)
XL Eagle