TBR SOAR Event 2027, 2028, & 2029

TENNESSEE BOARD OF REGENTS

TBR SOAR Event

March 2027, 2028 & 2029

Request for Quotation (RFQ-TBR) 26-0040

Specifications

_________________________________________________________________

The Tennessee Board of Regents (TBR) is holding the organization’s annual Statewide Outstanding Achievement Recognition (SOAR) event in March 2027, 2028 and 2029. The SOAR event will include a meet and greet reception, a plated honors luncheon with program, a hospitality suite with a cocktail reception hour, and a plated awards dinner with program. TBR is requesting submissions from venues within one (1) mile of the Tennessee State Capitol or within (3) miles of our system office located at 1 Bridgestone Park, Nashville, TN 37214 that can provide the following requirements:

Bid Deadline

Date/Time: Due Date 05/29/2026, 3:00pm Central Time

Submit bids electrically via email to procurement.travel@tbr.edu

Subject line: “Bid for RFQ-TBR 26-0040

Attn: Jennie Schuller: (615) 366-4411

NOTE: Bids must include authorized signature. Bids without authorized

signature will be rejected.

Questions: Deadline for Questions to this RFQ is 05/15/2026, 4:30pm Central Time

No Questions will be entertained after this date. Written questions regarding this

quotation should be emailed to procurement.travel@tbr.edu .

Preferred Dates:

2027: February 22-24, 2027 or March 22-24, 2027

2028: February 28-March 1, 2028 or March 20-22, 2028

2029: February 26-28, 2029 or March 19-21, 2029

Alternative Dates:

2027: March 29-31, 2027

2028: March 27-29, 2028

2029: March 26-28, 2029

Event Requirements:

Lodging

• Pre-event: Approximately 75 rooms (Standard Double or Single King)

• Event Day 1: Approximately 110 rooms (Standard Double Queen or Single King)

• Event Day 2: Approximately 110 rooms (Standard Double Queen or Single King)

Reservation Note: TBR requests that 75 rooms on Day 1 and 2 be held as TBD and added to the group bill. The group bill will include the 75 rooms, parking for these 75 guests, meeting space, additional charges, and BEO expenses. TBR will work with sales staff to assign the 75 rooms to the appropriate parties. All other reservations will be made through an external link provided by the hotel. Parties making the reservation will pay for their own lodging and parking.

Event Space Needs:

• TBR Staff Workroom

o Available starting at 7:00 a.m.-11:00 p.m. on Day 1 and 2

o Setup conference style for 12 people.

o This room must be locked overnight.

• Event Equipment & Supplies Room within close proximity to staff workroom

o Available from 7:00 a.m.-11 p.m. on Days 1 and 2

o Equal to the size of the staff workroom listed above.

o Setup: One (1) roundtable

• Meeting space for 60 from 8:00 a.m.-6 p.m. on Days 1 and 2

o A/V need: podium, microphone, projector, screen, side table for AV tech, and internet access

o Setup: Six (6) rounds of 10

• Meeting space for 75 from 9:00 a.m.-6:00 p.m. on Day 2

o This room will be used for a hospitality suite where we will plan to provide a continental breakfast, snacks/beverages throughout the day, and a cocktail hour for special guests.

o The setup will be a mixture of high tops/bistros & regular rounds of 10.

• Reception/Lounge Space for 250 on Day 1 for meet and greet with scattered food and beverages stations

o Reception from 5:00-7:00 p.m.

o High Tops/Bistros & Regular Rounds of 10 or Lounge Seating

o Access to space for décor set up needed by 3:00 pm

• 1 Ballroom for 400 guests, multiple events from 7 a.m. -11 p.m. (2 events)

o Access to the ballroom starting at 1:00 p.m. on Day 1 for set up and testing and access from 7:00 a.m-11:00 p.m. on Day 2.

o Lunch: 350 people on Day 2

• Plated or buffet meal from 11:30 a.m.– 1:30 pm

• 35 rounds of 10 seats

o Dinner: 400 people on Day 2

• Plated meal from 6:30 – 8:30 p.m.

• 40 rounds of 10 seats

Technical Production Specifications

Schedule:

• Set Day: 1:00 PM – 10:00 PM

• Event Day: 7:00 AM – 9:00 PM

• Main Events:

o Luncheon (11:30 AM-1:30 PM)

o Awards Dinner (6:30-8:30 PM)

Audio:

o General Setup: Hard-wired internet access, all skirting, all power/connection cables, and two (2) A/V technician tables located in the back of room with connection point for all equipment for both main events. Three(3) 6’x24” tables for awards on stage for lunch and three (3) high top rounds for awards off stage for dinner.

o Mixing & Input: Digital/analog hybrid mixing console with a minimum of 12 discrete input channels, professional-grade gooseneck podium microphones, and high-frequency diversity wireless handheld systems (including dedicated channels for musical reinforcement).

o PA System: Integrated sound reinforcement system including a multi-cabinet powered main assembly with adjustable stands and dedicated front-fill/delay speakers to ensure uniform SPL (Sound Pressure Level) throughout the venue.

o Band Support: Direct boxes, boom arms, and stage monitors.

o Interfaces: Laptop audio interfaces for media playback.

Video:

o Projection: Two projectors for portrait screens, one projector for the center screen, including specialized lenses and projector stands.

o Screens: Two 7' x 13' portrait screens and one 11' x 20' center screen.

o Switching & Monitoring: High-definition (HD) multi-input digital video switcher with integrated recording and streaming capabilities, dual 43" confidence monitors (one for main presenters, one for the band), and a long-range RF professional presentation remote system with dual-computer sync capability.

o Client will provide a camera and operator. The operator will require an HDMI-to-SDI conversion to tie into the system.

Lighting & Rigging:

o Fixtures: Comprehensive LED lighting system including wireless up lights, linear wash fixtures, and fixed-lens profile spots for stage illumination.

o Support: Light trees with weighted bases, black box truss for screens, and steel base plates.

Scenic:

o Main Stage: A 16’x32 stage with circular thrust (if available) that is ADA accessible.

o Band Stage (Right): 8’x12 stage with 4 mics with stands, and 4 instrument input connections.

o Photo Op Stage (Left): 8’x12 stage that is ADA accessible.

o Drapery: Black truss valences, banner draping (16'), and standard 16' pipe and drape sections.

o Banners: Installation of 14 college banners in alpha order in front of draping for dinner only.

Labor Requirements:

o Setup/Strike: Dedicated crews for setup and strike.

o Show Ops: On-site Audio Engineer, Video Engineer, and Audio Assistant for the main events.

• General event space such as a foyer or lobby for event registration, t-shirt giveaway, silent auction, and photobooth setup to include adequate power connections.

o Setup: 6 tables

o The setup on Day 1 is needed from 1:00 pm – 7:00 pm

o The setup on Day 2 is needed from 7:00 am – 9:00 pm

o Meeting space will be needed from 8:00 am – 6:00 pm

Parking:

• Include the parking options (valet/self) and costs (daily/overnight) in the submission

• Include if the hotel has a shuttle that can be reserved for local attractions.

Additional Needs:

• Access to WIFI/internet service and copier during event

• Hotel sales staff contact information:

Name: ______________________

Phone No.: ______________________

Fax No.: ______________________

Email Address:______________________

Name: ______________________

Phone No.: ______________________

Fax No.: ______________________

Email Address:______________________

Name: ______________________

Phone No.: ______________________

Fax No.: ______________________

Email Address:______________________

PRICING (if there is no charge for an item listed, please indicate below):

2027

Dates:_________________________

Guest Room Rates:
Standard Room Rate (Double Queen or single King)	$ /night
TBR is Sales Tax Exempt. Specify any other tax on the lines below:
(occupancy tax)	$ /night
(city tax)	$ /night
(any other tax or fee associated with the room charge)	$ /night
Total Standard Room Cost:	$
Standard Suite Room Rate	$ /night
TBR is Sales Tax Exempt. Specify any other tax on the lines below:
(occupancy tax)	$ /night
(city tax)	$ /night
(any other tax or fee associated with the room charge)	$ /night
Total Room Cost for Suite:	$
OFFERED ATTRITION RATE: (80 % is expected)
Meeting Space: Please list any fees associated with requested space. If include with minimum food & beverage, please indicate it is complimentary or waived with F&B.
Ballroom (Day one)	$
Ballroom (Day two)	$
Meeting Room (50 people) (Day two)	$
Meeting room for staff workspace (Day one)	$
Meeting room for staff workspace (Day two)	$
Total Cost of Meeting Space:	$
Additional Costs:
Availability of business center on-site	$ /day
Parking Rates	$ /day
Shuttle service to area attractions	$ /day
Please list any other applicable charges, service charges, fees (description as well as cost):
	$
	$
	$
Total other applicable charges
	$

Food Service: (Please provide average costs )
Breakfast buffet
Plated lunch
Plated dinner
Service Charge	$
Food and beverage minimum	$

PRICING (if there is no charge for an item listed, please indicate below):

2028

Dates:_________________________

Guest Room Rates:
Standard Room Rate (Double Queen or single King)	$ /night
TBR is Sales Tax Exempt. Specify any other tax on the lines below:
(occupancy tax)	$ /night
(city tax)	$ /night
(any other tax or fee associated with the room charge)	$ /night
Total Standard Room Cost:	$
Standard Suite Room Rate	$ /night
TBR is Sales Tax Exempt. Specify any other tax on the lines below:
(occupancy tax)	$ /night
(city tax)	$ /night
(any other tax or fee associated with the room charge)	$ /night
Total Room Cost for Suite:	$
OFFERED ATTRITION RATE: (80 % is expected)
Meeting Space: Please list any fees associated with requested space. If include with minimum food & beverage, please indicate it is complimentary or waived with F&B.
Ballroom (Day one)	$
Ballroom (Day two)	$
Meeting Room (50 people) (Day two)	$
Meeting room for staff workspace (Day one)	$
Meeting room for staff workspace (Day two)	$
Total Cost of Meeting Space:	$
Additional Costs:
Availability of business center on-site	$ /day
Parking Rates	$ /day
Shuttle service to area attractions	$ /day
Please list any other applicable charges, service charges, fees (description as well as cost):
	$
	$
	$
Total other applicable charges
	$

Food Service: (Please provide average costs )
Breakfast buffet
Plated lunch
Plated dinner
Service Charge	$
Food and beverage minimum	$

PRICING (if there is no charge for an item listed, please indicate below):

2029

Dates:_________________________

Guest Room Rates:
Standard Room Rate (Double Queen or single King)	$ /night
TBR is Sales Tax Exempt. Specify any other tax on the lines below:
(occupancy tax)	$ /night
(city tax)	$ /night
(any other tax or fee associated with the room charge)	$ /night
Total Standard Room Cost:	$
Standard Suite Room Rate	$ /night
TBR is Sales Tax Exempt. Specify any other tax on the lines below:
(occupancy tax)	$ /night
(city tax)	$ /night
(any other tax or fee associated with the room charge)	$ /night
Total Room Cost for Suite:	$
OFFERED ATTRITION RATE: (80 % is expected)
Meeting Space: Please list any fees associated with requested space. If include with minimum food & beverage, please indicate it is complimentary or waived with F&B.
Ballroom (Day one)	$
Ballroom (Day two)	$
Meeting Room (50 people) (Day two)	$
Meeting room for staff workspace (Day one)	$
Meeting room for staff workspace (Day two)	$
Total Cost of Meeting Space:	$
Additional Costs:
Availability of business center on-site	$ /day
Parking Rates	$ /day
Shuttle service to area attractions	$ /day
Please list any other applicable charges, service charges, fees (description as well as cost):
	$
	$
	$
Total other applicable charges
	$

Food Service: (Please provide average costs )
Breakfast buffet
Plated lunch
Plated dinner
Service Charge	$
Food and beverage minimum	$

*Current banquet menus and current A/V price list must be included with proposal.

The hotel property is asked to send a copy of their hotel agreement with their request for quotation submittal. Award will be based on successful negotiation of the terms and conditions of the hotel agreement. Failure to submit your hotel agreement will bind the hotel to Tennessee Board of Regents standard agreement.

__________________________________ ____________________________________________

(Print Name of Bidding Firm) (Print Name of Contact Person)

__________________________________ _____________________________________________

(Address) (Phone Number)

__________________________________ _____________________________________________

(City, State, Zip) (Email Address)

__________________________________ _____________________________________________

(Authorized Signature) (Date)

CONTRACT

BY AND BETWEEN

TENNESSEE BOARD OF REGENTS

AND

[CONTRACTOR NAME]

This Contract is entered into this __ day of ________, 20__ by and between [INSTITUTION NAME] (hereinafter referred to as the “Institution”) and [CONTRACTOR LEGAL ENTITY NAME], (hereinafter referred to as the “Contractor”), is for the purpose of providing [SHORT DESCRIPTION OF THE SERVICE], as further defined in the "SCOPE OF SERVICES".

The Contractor is [AN INDIVIDUAL / A FOR-PROFIT CORPORATION / A NONPROFIT CORPORATION / A SPECIAL PURPOSE CORPORATION OR ASSOCIATION / A FRATERNAL OR PATRIOTIC ORGANIZATION / A PARTNERSHIP / A JOINT VENTURE / A LIMITED LIABILITY COMPANY] with its principal location being:

[ADDRESS]

The Contractor’s place of incorporation or organization is [STATE OF ORGANIZATION].

A. SCOPE OF SERVICES:

A.1. TBR SOAR Event 2027, 2028, & 2029

B. CONTRACT TERM:

B.1. Contract Term. This Contract shall be effective for the period commencing on July 1,2026 and ending on June 30, 2027. The Institution shall have no obligation for services rendered by the Contractor which are not performed within the specified period.

B.2. Term Extension. The Institution reserves the right to extend this Contract for an additional period or periods of time representing increments of no more than one year and a total contract term of no more than five (5) years, provided that the Institution notifies the Contractor in writing of its intention to do so at least thirty (30) days prior to the Contract expiration date. An extension of the term of this Contract will be effected through an amendment to the Contract. If the extension of the Contract necessitates additional funding beyond that which was included in the original Contract, the increase in the Institution’s maximum liability will also be effected through an amendment to the Contract and shall be based upon rates provided for in the original Contract.

C. PAYMENT TERMS AND CONDITIONS:

C.1. Maximum Liability. In no event shall the maximum liability of the Institution under this Contract exceed [WRITTEN DOLLAR AMOUNT] [$NUMBER AMOUNT]. The Service Rates in Section C.3 include, but are not limited to, all applicable taxes, fees, overheads, and all other direct and indirect costs incurred or to be incurred by the Contractor. The maximum liability represents available funds for payment to the Contractor and does not guarantee payment of any such funds to the Contractor under this Contract unless the Institution requests work and the Contractor performs the work.

C.2. Compensation Firm. The Service Rates and the Maximum Liability of the Institution under this Contract are firm for the duration of the Contract and are not subject to escalation for any reason unless this Contract is amended.

C.3. Payment Methodology. The Contractor shall be compensated based on the Service Rates herein for units of service authorized by the Institution in a total amount not to exceed the Contract Maximum Liability established in Section C.1. The Contractor’s compensation shall be contingent upon the satisfactory completion of units of service or project milestones listed below. The Contractor shall be compensated based upon the following Service Rates:

SERVICE UNIT/MILESTONE [DUE DATE]	AMOUNT
[SERVICE UNIT/MILESTONE EVENT]	$[NUMBER AMOUNT]
[SERVICE UNIT/MILESTONE EVENT]	$[NUMBER AMOUNT]

The Contractor shall submit monthly invoices, in form and substance acceptable to the Institution with all of the necessary supporting documentation, prior to any payment. Such invoices shall be submitted for completed units of service or project milestones for the amount stipulated.

C.4. Travel Compensation. [PICK ONE OF THESE OPTIONS]

The Contractor shall not be compensated or reimbursed for travel, meals, or lodging.

[OR]

Compensation to the Contractor for travel, meals and/or lodging in connection to work performed under this Contract shall be in the amount of actual cost to the Contractor, subject to the maximum amounts and limitations specified in the State Comprehensive Travel Regulations and pursuant to TBR Travel Policy, as they may be amended from time to time. [YOU SHOULD MAKE THIS DECISION BEFORE THE RFP IS ISSUED]

C.5. Payment of Invoice. The payment of an invoice by the Institution shall not prejudice the Institution's right to object to or question any invoice or matter in relation thereto. Such payment by the Institution shall neither be construed as acceptance of any part of the work or service provided nor as an approval of any of the amounts invoiced therein.

To ensure payment is made in a timely manner, the Contractor shall submit ALL invoices for the Institution’s System Office and the Tennessee Colleges of Applied Technology (TCATs) electronically to payables.vendors@tbr.edu . Contractor agrees that no payment shall be made until the Contractor is officially registered through the Institution’s Vendor Portal and provide all registration information requirements.

C.6. Invoice Reductions. The Contractor's invoice shall be subject to reduction for amounts included in any invoice or payment theretofore made which are determined by the Institution, on the basis of audits conducted in accordance with the terms of this Contract, not to constitute proper remuneration for compensable services.

C.7. Deductions. The Institution reserves the right to deduct from amounts which are or shall become due and payable to the Contractor under this or any Contract between the Contractor and the Institution any amounts which are or shall become due and payable to the Institution by the Contractor.

C.8. Retention of Final Payment. An amount of [WRITTEN DOLLAR AMOUNT] [$NUMBER AMOUNT], representing [WRITTEN NUMBER] percent [NUMBER %] of the maximum total compensation payable under this Contract, shall be withheld by the Institution until [WRITTEN NUMBER] [NUMBER] days after final completion of the services to be performed by the Contractor under this Contract.[THIS MAY BE DELETED IF NOT APPLICABLE]

D. STANDARD TERMS AND CONDITIONS:

D.1. Required Approvals. The Institution is not bound by this Contract until it is approved by the appropriate officials in accordance with applicable Tennessee laws and regulations.

D.2. Modification and Amendment. This Contract may be modified only by a written amendment executed by all parties hereto and approved by the appropriate officials in accordance with applicable Tennessee state laws and regulations.

D.3. Ethnicity. This Contract shall not be executed until the Contractor has completed the Minority/Ethnicity Form.

D.4. Termination for Convenience. The Institution may terminate this Contract, in whole or in part, without cause for any reason. Termination under this Section D. 4 shall not be deemed a Breach of Contract by the Institution. The Institution shall give the Contractor at least [WRITTEN NUMBER] [NUMBER] days written notice before the effective termination date. The Contractor shall be entitled to receive compensation for satisfactory, authorized service completed as of the termination date, but in no event shall the Institution be liable to the Contractor for compensation for any service which has not been rendered. Upon such termination, the Contractor shall have no right to any actual general, special, incidental, consequential, or any other damages whatsoever of any description or amount based upon such termination.

D.5. Termination for Cause. If the Contractor fails to perform its obligations under this Contract in a timely or proper manner, or if the Contractor violates any term of this Contract, the Institution shall have the right to immediately terminate the Contract and withhold payments in excess of fair compensation for completed services; provided, however, Institution shall have the option to give Contractor written notice and a specified period of time in which to cure. Notwithstanding the above, the Contractor shall not be relieved of liability to the Institution for damages sustained by virtue of any breach of this Contract by the Contractor.

D.6. Subcontracting. The Contractor shall not assign this Contract or enter into a subcontract for any of the services performed under this Contract without obtaining the prior written approval of the Institution. If such subcontracts are approved by the Institution, they shall contain, at a minimum, sections of this Contract pertaining to "Conflicts of Interest" and "Nondiscrimination". Notwithstanding any use of approved subcontractors, the Contractor shall be the prime contractor and shall be responsible for all work performed.

D.7. Conflicts of Interest. The Contractor warrants that no part of the total Contract amount shall be paid directly or indirectly to an employee or official of the State of Tennessee as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Contractor in connection with any work contemplated or performed relative to this Contract.

D.8. Nondiscrimination. The Contractor hereby agrees, warrants, and assures that no person shall be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of this Contract or in the employment practices of the Contractor on the grounds of disability, age, race, color, religion, sex, veteran status, national origin, or any other classification protected by Federal, or State constitutional or statutory law. The Contractor shall, upon request, show proof of such nondiscrimination and shall post in conspicuous places, available to all employees and applicants, notices of nondiscrimination.

D.9. Records. The Contractor shall maintain documentation for all charges against the Institution under this Contract. The books, records, and documents of the Contractor, insofar as they relate to work performed or money received under this Contract, shall be maintained for a period of five (5) full years from the date of the final payment and shall be subject to audit at any reasonable time and upon reasonable notice by the Institution, the Comptroller of the Treasury, or their duly appointed representatives. The financial statements shall be prepared in accordance with generally accepted accounting principles.

D.10. Monitoring. The Contractor’s activities conducted and records maintained pursuant to this Contract shall be subject to monitoring and evaluation by the Institution, the Comptroller of the Treasury, or their duly appointed representatives.

D.11. Progress Reports. The Contractor shall submit brief, periodic, progress reports to the Institution as requested. [OR SPECIFY TIME PERIOD – MONTHLY, QUARTERLY, SEMI-ANNUALLY, ANNUALLY, ETC.]

D.12. Strict Performance. Failure by any party to this Contract to insist in any one or more cases upon the strict performance of any of the terms, covenants, conditions, or provisions of this Contract shall not be construed as a waiver or relinquishment of any such term, covenant, condition, or provision. No term or condition of this Contract shall be held to be waived, modified, or deleted except by a written amendment signed by the parties hereto.

D.13. Independent Contractor. The parties hereto, in the performance of this Contract, shall not act as employees, partners, joint venturers, or associates of one another. It is expressly acknowledged by the parties hereto that the parties are independent contracting entities and that nothing in this Contract shall be construed to create an employer/employee relationship or to allow either to exercise control or direction over the manner or method by which the other transacts its business affairs or provides its usual services. The employees or agents of one party shall not be deemed or construed to be the employees or agents of the other party for any purpose whatsoever.

The Contractor, being an independent contractor and not an employee of the Institution, agrees to carry adequate public liability and other appropriate forms of insurance on the Contractor’s employees, and to pay all applicable taxes incident to this Contract.

OR

The Contractor, being an independent contractor and not an employee of the Institution, agrees to carry public liability insurance, issued by a carrier licensed to do business in the State of Tennessee, in the amount of at least one million dollars per occurrence, with an endorsement naming the Institution as an additional insured under the policy, and any other forms of insurance required by law, including, but not limited to workers compensation insurance. The Contractor shall provide proof of all insurance required under this section prior to execution of this Contract. Contractor shall pay applicable taxes incident to this Contract.

[If the contract calls for the Contractor to do work on the property of the Institution or to do acts on behalf of the Institution that have any risk of injury to others, choose the second option]

D.14. Institution Liability. The Institution shall have no liability except as specifically provided in this Contract.

D.15. Force Majeure. The obligations of the parties to this Contract are subject to prevention by causes beyond the parties’ control that could not be avoided by the exercise of due care including, but not limited to, acts of God, riots, wars, epidemics or any other similar cause.

D.16. State and Federal Compliance. The Contractor shall comply with all applicable State and Federal laws and regulations, including Institution policies and guidelines in the performance of this Contract.

D.17. Governing Law. This Contract shall be governed by and construed in accordance with the laws of the State of Tennessee. The Contractor agrees that it will be subject to the exclusive jurisdiction of the Tennessee Claims Commission in actions that may arise under this Contract. The Contractor acknowledges and agrees that any rights or claims against the Institution or its employees hereunder, and any remedies arising therefrom, shall be subject to and limited to those rights and remedies, if any, available under Tennessee Code Annotated, Sections 9-8-101 through 9-8-407.

D.18. Severability. If any terms or conditions of this Contract are held to be invalid or unenforceable as a matter of law, the other terms and conditions hereof shall not be affected thereby and shall remain in full force and effect. To this end, the terms and conditions of this Contract are declared severable.

D.19. Headings. Section headings of this Contract are for reference purposes only and shall not be construed as part of this Contract.

E. ADDITIONAL TERMS AND CONDITIONS:

E.1. Communications and Contacts.

The Institution:
Carol Tomlinson
Tennessee Board of Regents
1 Bridgestone Park
615-366-4470


The Contractor:
[NAME AND TITLE OF CONTRACTOR CONTACT PERSON]
[CONTRACTOR NAME]
[ADDRESS]
[TELEPHONE NUMBER]
[FACSIMILE NUMBER]

All instructions, notices, consents, demands, or other communications shall be sent in a manner that verifies proof of delivery. Any communication by facsimile transmission shall also be sent by United States mail on the same date as the facsimile transmission. All communications which relate to any changes to the Contract shall not be considered effective until agreed to, in writing, by both parties.

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