2025 TWETOY Banquet RFQ~4.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 Reception. Preferred locations are Bloomington, Normal, Peoria, Champaign, and Springfield. Vendor will need to be onsite during the event.

Meeting Date: May 17, 2025, 4PM-9:30PM (date is fixed)

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. At a minimum, we need 2 break rooms. One room will be used for approximately 30 ISBE staff/volunteers and one room will be used for student performers and their chaperones, approximately 40 people. ISBE staff/volunteers and student performers will not attend the seated meal in the banquet room. They will instead be provided a meal service in their respective break rooms.

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

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, ISBE will provide most of the printed signage, including welcome signs, directional signs, table signs, and stage signs. Venue will need to provide its own signate regarding the cash bar to display cost and payment options for attendees. ISBE will bring and assemble their own Step-and-Repeat photo backdrops. These backdrops are approximately 10’x10’. One will be placed on the stage to provide a backdrop for the podium and three others will be placed around the banquet room or adjacent hallway for photobooth opportunities for attendees.All items needed will be brought with ISBE staff (not shipped to location) and if there is a place to store items the night before, that would be favorable.

Estimated attendance – 700 - 1,050 People mailto:shardin@isbe.net

Banquet room for dinner service, seating for 10 at each round table; linens provided by venue on each table. ISBE would be in favor of utilizing any non-perishable decor that the vendor has available (e.g., faux floral centerpieces, votive candles, etc.). ISBE will also have its own decor to add to the tables. 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.

The student performer groups have included choirs, bands, or dance performances. The performances will take place on the floor (do not need to be on the stage). They may need microphones, chairs, and spotlighting, depending on the type of performers chosen. Performances should be projected up onto the main screens in the room. The stage only needs to be a few feet off the ground and large enough for a podium and a space for awardees to individually come up onto the stage to greet the state superintendent and take a photo. In the past, the stage was 16’x16’. The stage also needs to be wheelchair accessible.

Estimated attendance – 700 - 1,050 People

3 Audiovisual Equipment Needed within the Space:

(1) Use of (4) Flying Projectors in the Ballroom

(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 for coordinating run of show During attendee check-in, open cash bar, and meal service, the full lighting in the room should be up. During the programming, lights should be dimmed with spotlights/overhead lighting on either the speaker at the podium, the student performers, or the awardees on the stage. Venue should provide AV staff to manage lighting and sound cues throughout evening programming.

Sound is needed for any videos or PowerPoints.

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. Self-serve water stations are fine. No additional beverages needed for staff/student rooms.

5 Location/transportation:

Parking should be complimentary

6 Lodging Must be $110 or lower and a room block for a total of 200 rooms Hotel Rooms paid by individuals – 170 Hotel Rooms direct billed – 30 standard rooms

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