Capital Conference Services

The government authority located in Ithaca, New York is seeking a vendor to provide facility and conference services for its Fall 2026 Statewide Capital Conference. The agency needs to solve the logistical challenge of hosting up to 130 statewide facility managers for a three-day event. The conference will begin at 11:00 AM on Day One and adjourn at 12:30 PM on Day Three, with participants arriving and departing at those respective times. The requested scope of work covers a facility that contains one centrally located main registration area equipped with two tables. The venue must provide one main meeting room suitable for 130 seated attendees and multiple instructors in a classroom seating arrangement, alongside three separate breakout rooms available for all three days. The agency requires a dining space capable of hosting a dinner for a minimum of 130 attendees in a single room. The facility must supply complimentary Wi-Fi for guests and conference attendees, as well as state-of-the-art onsite audio-visual equipment and technical support. Required audio-visual equipment includes podiums, projectors, screens, wireless microphones, lapel microphones, and sound wiring. The performance of the work will take place offsite at the selected facility. Eligibility is restricted to onshore organizations based in the United States. The agency is looking for proposals to establish the budget for these services. Bidders must submit all questions regarding this opportunity no later than June 1, 2026.