Specifications include, but are not limited to: Hotel Specifications and Mandatory Requirements: Must be available for two (2) successive days in January or February 2025 chosen from the following in order of preference: 1. January 29-30, 2025 2. February 26-27, 2025 3. February 19-20, 2025 (Holiday Week for State Employees) 4. February 5-6, 2025 (OPTIONAL LANGUAGE: If the Vendor’s availability dates are not stated above, the Vendor can still send their bid by indicating their availability dates, as long as the dates are two (2) successive days and not including State holidays and weekends in February or March 2025.) Must be located in Springfield, Illinois. Must have onsite catering to provide the following: Note: When sending your quote, attach a breakdown of menu to be served at the two-day Conference. 1. Refreshments for Breaks – Afternoon Break for both days between Breakout Sessions – Day 1- soft pretzels with cheese- Day 2- assorted popcorn (cheese, butter, caramel) and mixed nuts. Drinks both days to include coffee, tea or water for approximately 350 people for each day. Refreshments to be set up in the networking area. 2. Networking Appetizers for 1st Day only at the Exhibitor Area in the evening with the following: a.) Two Hot Food Stations for approximately 350 people b.) One Cold Food Station (for 175 people per item) c.) Three Appetizer Displays (for 175 people per item) d.) Four A La Carte Items (for 175 people per item) e.) Cash bar and beverage station f.) Complimentary water stations for guests g.) Complimentary soft drinks for guests 3. Breakfast for both days – a.) General (Continental Breakfast for approximately 200 people)- to include eggs, meat (bacon and sausage), potatoes, fresh fruit, assorted breads. b.) Both breakfasts include drinks (choice of juice, coffee, tea and/or water). 4. Luncheon for 1st Day – Sit Down/Plated Luncheon – 2 Options for main dish (protein and pasta dish), Garden salad with two choices of dressings, water, iced tea, coffee, and dessert with choices of pie or cake with a vegetarian option and gluten free option for approximately 400 people 5. VIP Breakfast for 2nd Day only – Sit down/Plated Breakfast buffet-style – Choice of bacon or sausage, scrambled eggs, potatoes, biscuits and gravy, fresh fruit plate with yogurt, Danish or muffin, butter, selection of jams and jellies; choice of juice, milk, coffee, tea and/or water with vegetarian option and gluten free option for approximately 50 people. 6. Luncheon for 2nd Day – Sit down/Plated Luncheon – 2 Options for main dish (protein and pasta dish), Garden salad with two choices of dressings, water, iced tea, coffee, and dessert with choices of pie or cake with a vegetarian option and gluten free option for approximately 400 people.
