2025 TWE & TOY Banquet RFQ Amendment.pdf

ILLINOIS STATE BOARD OF EDUCATION

R E Q U E S T F O R Q U O T E Quotes are due by the time and date specified in Bid Buy.

AGENCY: Illinois State Board of Education ADDRESS: 100 North First Street CITY: Springfield, IL 62777-0001 CONTACT: Staci Hardin

PHONE: 217-557-5837

FAX: 217 557-5839

EMAIL: shardin@isbe.net

Item # Specifications and Requirements:

1 Conference space within a hotel or within walking distance of a hotel in Central Illinois for the

Illinois State Board of Education, Teacher of the Year Banquet. Preferred locations are Bloomington, Normal, Peoria, Champaign, and Springfield.

Meeting Date: May 17, 2025, 4PM-9:30PM

The expected number of attendees is expected to be no less than 700, not to exceed 1050.

Agency will provide final count 14 days prior to event. Final cost will be based on final count.

2 Physical Layout:

-From 4PM-9:30PM One meeting room for ISBE staff and volunteers to use for supply storage, breaks, and dinner during the event. Banquet-style seating.

Estimated attendance – 30

-From 4PM-9:30PM One meeting room for student performer volunteers to use for supply storage, breaks, and dinner during the event. Banquet-style seating.

Estimated attendance – 30

-From 4PM-9:30PM Teacher of the Year/Those Who Excel Banquet Registration Adjacent space for registration process and signage near main entrance to direct guests for easy navigation. There should be 8 small registration tables (with linens and seating for 2 at each table) spread throughout. There should also be an area for attendees to take photos in front of a backdrop/step-and-repeat Estimated attendance – 700 - 1,050 People

-From 4PM-9:30PM Banquet room for dinner service, seating for 10 at each round table; linens on each table. There should also be floor space for student performances (groups of approximately 15 students).

There should be a stage area with a podium where awardees will be recognized. Stage accessibility in the main ballroom for awardees to receive their award and take a picture with the superintendent. This will require an entrance and exit ramp from the main floor to the stage to allow awardees with disabilities or in wheelchairs access to the stage.

Estimated attendance – 700 - 1,050 People

3 Audiovisual Equipment Needed within the Space:

(1) Use of (4) Flying Projectors in the Ballroom mailto:shardin@isbe.net

(4) Ballroom Drop Down Screen

(1) Standing Podium

(1) Handheld Wireless Microphone Lighting for the student performers; Projection of student performances on screens;

Microphones to amplify performance.

8-10 headset walkie talkies

4 Catering:

Dinner Banquet (non-agency staff)–Plated Dinner: 1 protein (chicken), salad, starch side, vegetable, bread/roll and dessert item that must be approved by ISBE. Water, Tea, Lemonade.

Venue must offer alternative replacement such as vegetarian option or gluten free options.

Student Dinner – 30 guests – assorted deli sandwiches and veggie/fruit tray Staff/Volunteer Dinner – 30 guests – assorted deli sandwiches and veggie/fruit tray

5 Location/transportation:

Parking should be complimentary

6 Lodging Must be state rate or lower and a room block for 230 rooms Hotel Rooms paid by individuals – 230 rooms Hotel Rooms direct billed – 30

7 Service/Staffing Charges: ISBE is not subject to taxes and that all service charges, rental fees, etc must be built into the cost of the respective item--catering, equipment rental, etc.

Please enter your quote below as an all-inclusive price to provide all required supplies and services.

ROOM RENTAL TOTAL: $

TABLE RENTAL TOTAL: $

BEVERAGE TOTAL: $

CATERING TOTAL FOR 1050 ATTENDEES: $

CATERING PRICE PER PLATE OVER 1050 ATTENDEES: $

Rates must be inclusive of any service charges. Taxes cannot be applied.

Award will be made to responsive bidder with lowest total price.

Note to Vendor: The quote must be valid for 160 days from date of submission and include all expenses. We reserve the right to reject all offers and to reject individual offers for failure to meet any requirement. The selected vendor must be able to provide all required supplies and services and offer the lowest price.

Vendor Name:

Signature: Date:

Printed Name:

Title: *IF THIS FORM IS NOT FILLED

OUT IN ITS ENTIRETY THE QUOTE MAY BE DISQUALIFIED