This bid is for conference venue, lodging, and catering services within 35 miles of 422 Laurel Street, Brainerd, MN 56401.
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What the job is
Dates: April 28–30, 2027 (preferred) or May 12–14, 2027; plus April 5–7, 2028. Setup access required from 2 PM the day before each conference.
Venue: Non-casino facility for approximately 355 attendees, with a private classroom-style meeting room seating 350, exclusive conference space access throughout the event, and a separate semi-private buffet dining area.
Lodging: Five single-occupancy rooms beginning the day before each conference, plus 350 single-occupancy rooms beginning Day 1; all checking out on Day 3. Check-in required at 2 PM the day before and noon on Day 1.
Supporting space: Private registration area at least 50 × 50 feet, nearby lockable storage with 24-hour access, two 10 × 10-foot exhibitor spaces with electricity and Wi-Fi, and lactation and prayer rooms upon request.
Catering: Breakfast for five on Day 1 and 355 on Days 2–3; lunch for 355 on Day 2; dinners for 355 on Days 1–2. Include morning breaks on Days 2–3, afternoon breaks on Days 1–2, and all-day beverages for 355 each day. Provide vegetarian, low-fat, and special dietary options.
AV: Approximately 12 × 12-foot projection screens, LCD projectors, podium microphone, lavalier and handheld microphones, speakers, Wi-Fi, and onsite technical support.
Access and pricing: Accessible facilities and ample parking; lodging, meeting space, and parking within ¼ mile of each other or shuttle service provided. Itemize lodging, space, catering, AV, parking, shuttle costs, taxes, fees, and cancellation charges. Rates must remain firm if attendance decreases; no minimum quantities are guaranteed.
XL Eagle