Specifications include, but are not limited to: The purpose of this Solicitation is 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 invites responders to submit a proposal even if they can only accommodate one of the years; please clearly indicate in your response if this is the case. The State reserves the right to score and award each year individually. Agency: Minnesota Bureau of Criminal Apprehension Conference Name: 2023 BCA Death and Missing Persons Investigation Conference Date(s): 2023: April 12-14, 2023 2024: April 10-12, 2024 Alternative date(s) (if any): none Approximate number of attendees (including organizers and committee members): 350 (for each event) Limitations on geographic location: Responder must be located within 35-miles of the Post Office located at 422 Laurel Street, Brainerd, MN 56401. Lodging Dates: April 11-13, 2023 Number of rooms per night: Day Zero (Tuesday) Single Occupancy: 25 Day One (Wednesday) Single Occupancy: 325 and Double Occupancy: 25 Day Two (Thursday) Single Occupancy: 325 and Double Occupancy: 25 Dates: April 9-11, 2024 Number of rooms per night: Day Zero (Tuesday) Single Occupancy: 25 Day One (Wednesday) Single Occupancy: 325 and Double Occupancy: 25 Day Two (Thursday) Single Occupancy: 325 and Double Occupancy: 25 Check in: For Committee Members will be on: Tuesday at 2:00 PM For Attendees will begin on: Wednesday at 12:00 noon Event Schedule All conference meeting rooms, including any Registration Area, General Session, or Exhibitor Area, must be available exclusively to the State 24-hours per day, for the entire duration of the conference. Day Zero (Tuesday): The Contractor must make the conference space available to the conference organizers and exhibitors beginning at 2:00 PM on Tuesday to bring materials and set up before the start of the conference. Conference Day 1 (Wednesday): All Day Beverage Service 7:00 AM – 8:00 AM Breakfast (for committee members) 11:00 AM – 12:00 PM Registration 12:00 PM – 1:30 PM General Session 1:30 PM – 1:45 PM Afternoon Break. The State requires that the break food and beverages be provided until 2:30 PM, or until they are gone, whichever is earlier 1:45 PM – 5:00 PM General Session 6:00 PM – 7:00 PM Dinner Conference Day 2 (Thursday): All Day Beverage Service 7:00 AM – 8:00 AM Breakfast 8:00 AM – 9:45 AM General Session or up to four (4) concurrent Breakout Sessions 9:45 AM – 10:00 AM Morning Break. The State requires that the break food and beverages be provided until 10:45 AM, or until they are gone, whichever is earlier 10:00 AM-11:45 AM General Session or up to four (4) concurrent Breakout Sessions 11:45 AM – 1:00 PM Lunch 1:00 PM – 2:45 PM General Session or up to four (4) concurrent Breakout Sessions 2:45 PM – 3:00 PM Afternoon Break. The State requires that the break food and beverages be provided until 3:45 PM, or until they are gone, whichever is earlier 3:00 PM – 5:00 PM General Session up to four (4) concurrent Breakout Sessions 6:00 PM – 7:00 PM Dinner Conference Day 3 (Friday): All Day Beverage Service 7:00 AM – 8:00 AM Breakfast 8:00 AM – 9:30 AM General Session 9:30 AM – 9:45 AM Morning Break. The State requires that the break food and beverages be provided until 10:30 AM, or until they are gone, whichever is earlier 9:45 AM-1:00 PM General Session
