2027 TOY Banquet RFQ~1.docx

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 BidBuy.

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

Preferred Meeting Date: April 24, 2027 Alternate Meeting Date: April 17, 2027, or May 1, 2027

The event itself will take place from 4 p.m. to 9:30 p.m. ISBE staff will need access to the event space at 5:00 p.m. the evening prior to set up, due to the size of the event.

The 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.

4 p.m. - 9:30 p.m. - Small Meeting Room 1 One meeting room for ISBE staff and volunteers to use for supply storage, breaks, and dinner during the event. Banquet-style seating. Room set up should be completed by 5 p.m. the evening before the event and ISBE staff will need access to the space the evening prior to event at 5 p.m. to begin set up.

Estimated attendance: 30

4 p.m. - 9:30 p.m. - Small Meeting Room 2 A second meeting room for student performer volunteers to use for supply storage, breaks, and dinner during the event. Banquet-style seating. Room set up should be completed by 5 p.m. the evening before the event and ISBE staff will need access to the space the evening prior to event at 5 p.m. to begin set up.

Estimated attendance: 30

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4 p.m. - 9:30 p.m. - Small Meeting Room 3 A third meeting room for guests to use for breaks or accommodation needs during the event. Room should have small seating and table space. Will only need access to this space during event from 4 p.m. - 9:30 p.m. No prior set up needed.

Estimated attendance: 15

4 p.m. - 6 p.m.: Banquet Check-In & Cash Bar Large hallway or space for registration process. There should be 9 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. The cash bar will be needed during check-in process and for the duration of the event (4 p.m. - 9:30 p.m.). Any charges for service/servers should be included in quote. Room set up should be completed by 5 p.m. the evening before the event and ISBE staff will need access to the space the evening prior to event at 5 p.m. to begin set up.

Estimated attendance: 700 - 1,050 People

6 p.m. - 9:30 p.m.: Recognition Banquet Ballroom set up for dinner service, seating for 10 at each round table; linens on each table. There should also be floor space for student performances (two groups of approximately 15 students). There should be a stage area with a podium and microphone where awardees will be recognized. Stage should have the ability to be accessible via wheelchair. There will also need to be ample room to line up awardees before being called up on stage. This step can happen in a nearby hallway or staging area adjacent to ballroom. Ballroom set up should be completed by 5 p.m. the evening before the event, and ISBE staff will need access to the space the evening before the event at 5 p.m. to begin their set up.

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 signage 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 a secure place to store items the night before is favorable.

Estimated attendance: 700 - 1,050 People

(4) Flying Projectors in the Ballroom

(4) Ballroom Drop Down Screens

(1) Standing Podium

(2) Handheld Wireless Microphones

(4) Floor microphones for amplifying student performers

(1) Video Switcher

(1) Audio Mixing device

(1) Laptop dedicated for text display

(1) Laptop for MP4 Video Playback

(1) Tablet or Laptop for music playlist playback

(1) Video Camera with Zoom, Monitor, and SDI Output for Video Switcher

(2) Risers (one for camera and operator, one large enough for table and 2 operators) 8-10 headset walkie talkies for coordinating run of show

Room PA System that would allow for playing music and videos throughout room.

Lighting throughout the room; will need to light up the student performers; will need to light up the stage and podium. During attendee check-in, open cash bar, and meal service, the full lighting in the event room should be up. During the programming, lights should be dimmed with spotlights/overhead lighting on the speaker at the podium.

Ability to project student performers and speakers up onto the projector screens.

Wi-Fi access will be needed for ISBE staff for duration of the event.

Venue should provide AV staff to manage lighting and sound cues throughout programming (technical director, audio operator, text operator, camera operator, room/stage assistant, equipment setup/support staff).

All AV equipment should be set up before event for purposes of sound checks and video testing (approximately 12 p.m.).

The AV charges should include any service charges/fees.

Dinner Banquet Plated Dinner: 1 meat (preferably chicken), salad, starch side, vegetable, bread/roll and dessert. Water, Tea, Lemonade. Venue must offer alternative replacement such as vegetarian and gluten-free options.

Student Dinner: 30 guests – assorted deli sandwiches and veggie/fruit tray, ice water station

Staff/Volunteer Dinner: 30 guests – assorted deli sandwiches and veggie/fruit tray, dessert, ice water station throughout event

Cash Bar (4 p.m. - 9:30 p.m.)

Available for guests to purchase throughout check-in and event.

Soda/Water Bottle Bar: (4 p.m. - 9:30 p.m.)

Free for guests, will be billed to ISBE. A cost estimate for this expense should be built into final BOA. It is preferred that this bar be separate from the cash bar, so that guests do not have to stand in line to pay.

Estimated attendance: 700-1050 guests.

Service charges/fees should be included in total catering costs. ISBE is tax-exempt.

Location/transportation:

Parking should be complimentary for ISBE staff or volunteers staying at hotel.

We need a room block of 230 rooms that will be paid by the individuals. We will need 30 rooms for ISBE staff charged to the master account/direct-billed.

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

ROOM RENTAL, TABLE RENTAL, A/V, BEVERAGE TOTAL: $_____________________

CATERING TOTAL FOR 1050 ATTENDEES: $_____________________________________

CATERING PRICE PER PLATE OVER 1050 ATTENDEES: $_________________________

Vendor will be awarded based on the total of the room rental, table rental, a/v, beverage total, the catering total for 1050 attendees, and the price per plate of 1050 attendees.

Note to Vendor: The quote must be valid for 180 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. The quote needs to include any fees and/or service charges. ISBE is tax-exempt. No third-party vendors.

Vendor Name: _________________________________________________________________________