2026 Annual Meeting Host Facility

Empire State University is seeking to host our annual University Meeting in the Saratoga Springs, NY area. We are looking for a facility that can provide overnight accommodations, meeting, and banquet accommodations for the specifications and dates listed below.

Summary of Requirements:

Adequate meeting rooms and meal service for up to 500 participants and overnight accommodations for up to 400 for 3 nights (60 rooms for the first night, and 170 rooms each for Nights #2 and #3). Hotel or immediately adjacent facility must provide one main meeting room for 500, supplemental (breakout) meeting rooms for up to 12 simultaneous sessions with an average attendance of 50 people, rooms equipped with broadband internet capability, and audio-visual equipment. Facilities must permit participants to move immediately from breakout sessions to a plenary session, to meals.

Additional Requests:

• Lodging at the state per diem rate
• Parking for all participants
• Complimentary internet access in meeting and guest rooms

• Table(s) set-up for Registration during the entire conference

The specific requirements are listed in the IFB document.

The results of this IFB will be used to award a contract to a vendor determined to be most qualified to meet SUNY Empire’s needs as described in this IFB.

This procurement's communications are restricted under NYS Finance Law 139j. You may only contact the designated primary contact on this advertisement for information. Please send all inquiries via email.

The IFB and response forms are attached to this advertisement. Please make all inquiries by email and only with the designated contact indicated in this advertisement.

SUNY Empire reserves the right to award no contract.

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