This bid is for conference venue, catering, and AV services in Minnesota’s seven-county Twin Cities metro area: Anoka, Carver, Dakota, Hennepin, Ramsey, Scott, or Washington County.
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You send a priceOne number, before November 9, 2026.
We bid itXL Eagle submits the bid as the main contractor.
You do the workIf it is awarded, you do the job as our subcontractor.
Date and access: January 29, 2027, or alternatively February 5, 2027, for approximately 400 attendees. Event spaces available 5:30 a.m.–9:00 p.m., with setup access 5:00–10:00 p.m. the prior evening and secure overnight storage.
Main spaces: General session room seating 400 at round tables of eight, four separate concurrent breakout rooms seating 140 each, and a 5,000-square-foot foyer with registration and four exhibitor tables.
Additional rooms: Staff office for 30, media room for 30, young professionals room for 65, accommodation room for six, and a private lockable lactation room with refrigerator. Accessible layouts and individual or gender-neutral restrooms required.
AV and support: Computers, projectors, dual screens, microphones, mixers, internet, stage, podium, and confidence monitor. Dedicated AV staff in all five session rooms, Teams audio integration for live captioning, and a 2–3-hour captioning test approximately one week beforehand. Please price two projectors per session room.
Catering: Buffet breakfast for 250, buffet lunch and afternoon snacks for 400, buffet reception for 350 with at least four hot and four cold selections, and beverages for 400 from 7:30 a.m.–8:00 p.m. Include vegan, vegetarian, gluten-free, low-fat, and low-carbohydrate options; no nuts or pork.
Parking and security: Parking for 400 vehicles within one-quarter mile or with shuttle service; two security personnel from 6:00 a.m.–6:00 p.m.
Pricing: Itemize room rental, catering, AV, staffing, parking, taxes, service charges, and cancellation fees. Attendance estimates are not guaranteed.
The basics
Due
November 9, 2026 19 days left
Where
Minnesota
Posted on
guest.supplier.systems.state.mn.us
Solicitation
G0210-2000018740
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.
Due date and time
QUICK REFERENCE GUIDE Updated September 14, 2025 Verify Event Dates: End Date and Delivery Due Date When an event is created, it will have an End Date when bidding closes on the event (Verify Event Due Date, p. 1)
How to submit
If suppliers submit bid responses to this type of event, they need to log in to the State of Minnesota Supplier Portal, download the Price Schedule attachment(s), update the Price Schedule information, and upload the completed Price Schedule file(s) as part of their bid response (Respond to a Price Schedule, p. 1)
QUICK REFERENCE GUIDE Updated September 14, 2025 Respond to a Price Schedule Type of Event Some Strategic Sourcing events may include Price Schedule attachments (Respond to a Price Schedule, p. 1)
A Price Schedule is a document that is sometimes used to gather detailed pricing information or options (Respond to a Price Schedule, p. 1)
If suppliers submit bid responses to this type of event, they need to log in to the State of Minnesota Supplier Portal, download the Price Schedule attachment(s), update the Price Schedule information, and upload the completed Price Schedule file(s) as part of their bid response (Respond to a Price Schedule, p. 1)
submit bid responses to this type of event, they need to log in to the State of Minnesota Supplier Portal, download the Price Schedule attachment(s), update the Price Schedule information, and upload the completed Price Schedule file(s) as part of their bid response (Respond to a Price Schedule, p. 1)
XL Eagle