This bid is for conference meeting rooms, catering, and lodging at a non-casino venue within 35 miles of 422 Laurel Street, Brainerd, MN 56401.
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What the job is
Dates and attendance: April 7–9, 2027, and April 26–28, 2028; approximately 250 attendees per event. Setup access required from 2:00 PM the day before each event.
Lodging: Single occupancy: 5 rooms April 6–9, 2027, plus 250 rooms April 7–9, 2027; 5 rooms April 25–28, 2028, plus 250 rooms April 26–28, 2028. Quantities are estimates without guaranteed minimums.
Meeting space: Private general session room seating 250 classroom-style; four concurrent private breakout spaces seating 60–75 each, accommodating 250 total. The general session room may count as one breakout space. Exclusive 24-hour access throughout each conference.
Supporting areas: Private registration area at least 50 × 50 feet accommodating 350 people, secure storage with 24-hour access, two 10 × 10-foot exhibitor spaces, and separate semi-private buffet dining space away from the pool. Private mothers’ and prayer rooms available upon request.
AV and internet: General session: stage, podium, two LCD projectors with wireless presenters, two approximately 12 × 12-foot screens, one handheld and two lavalier microphones, mixer, and speakers. Each breakout space needs a podium, instructor table, projector, screen, handheld and lavalier microphones, and sound equipment. Include Wi-Fi, electrical access, setup, and on-site technical support.
Catering per event: For 250 people: two buffet breakfasts, one buffet lunch, two buffet dinners, two morning breaks, two afternoon breaks, and three days of refreshed coffee, tea, soda, and water. Lunch and dinner buffets need two meat choices, salad, potatoes, two vegetables, rolls, and dessert. Include vegetarian and low-fat options and dietary accommodations.
Parking and transport: Ample parking; lodging, meeting facilities, and parking within ¼ mile of one another, or shuttle service provided. List parking availability and any parking or shuttle charges.
Pricing: Itemize each year separately, including room rates, meeting space, AV, catering, taxes, gratuities, surcharges, and cancellation fees in dollar amounts.
XL Eagle