2025 UI - Annual staff training/conference

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The State of Minnesota is seeking an event venue to host and cater a two-day training conference for staff on September 17th and 18th of 2025 (Or a possible alternative date; please refer to the attached exhibit). This event is estimated to have about 175 attendees per day. The number of attendees is an estimate only. This event requires a venue with at least one (1) General Session Room and three (3) Breakout Session Rooms. Breakfast and Lunch service is provided to all attendees, as well as two snack and refreshment breaks and all-day beverage service. The State does not guarantee a minimum number of meals. The contract prices shall not be adjusted if the number of attendees falls below the estimate.

The venue must be within 10 miles of the Unemployment Insurance Headquarters, 180 East 5th Street, St. Paul, MN 55102. It must also be accessible by car and public transportation (city bus or light rail) and within a 20-minute commute from downtown St. Paul. The Public Transportation stop must be within three (3) blocks of the venue.

The event facility and parking must be within one-quarter (¼) mile of each other - Shuttle services are not allowed for this event. If Valet parking, gratuity must be included in total cost.

This Solicitation aims to establish a Contract for a conference as detailed in Exhibit C, including Exhibit C – Supplement 1 of the Sample Contract. The number of attendees is an estimate only. The State does not guarantee a minimum number of lodging rooms or meals. The contract prices shall not be adjusted if the number of attendees falls below the estimate.

The State reserves the right to award this conference to a clean, well-maintained, adequate-space facility located in the State of Minnesota. If a geographic area for the conference is defined, distance will be measured using Google Maps™.

THIS IS A FORMAL BID. FAX, E-MAIL, NON-ELECTRONIC RESPONSES WILL NOT BE ACCEPTED. The response must be submitted electronically in the SWIFT Supplier Portal no later than the date and time called for in the Finish Time in the Event Details.

All questions regarding this solicitation’s terms, conditions, or specifications must be directed to the buyer Karthi Anandakumar via email at karthi.Anandakumar@state.mn.us.

If you need assistance locating or downloading any of the solicitation documents or assistance downloading your response, contact the Help Desk at 651-201-8100 option 1.

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