Capital Conference Services

The government authority located in Ithaca, New York is seeking a vendor to provide capital conference services and a facility to host 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 with adequate space to conduct the conference, including 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 breakout rooms that are separate from the main meeting room for all three days. The facility must also have the capability to host a dinner for a minimum of 130 attendees in a single room. The agency requires the facility to provide complimentary Wi-Fi for guests and conference attendees. The scope also includes state-of-the-art onsite audio-visual equipment and technical support, featuring podiums, projectors, screens, wireless microphones, lapel microphones, and wiring for sound. Eligible bidders must be onshore USA organizations. The performance of the work will take place offsite at the vendor-provided facility. The agency is looking for proposals to determine the budget for these services. Bidders must submit all questions no later than June 1, 2026.