Conference_Price_Schedule_2027.xlsx

XLSX spreadsheet 24 KB Posted Aug 31, 2026

Attached to: Conference: MMCAP National Member
Solicitation number: 2000018628
Issued by: Minnesota

About this file

Written by GovTribe AI · Sep 16, 2026

This is a Price Schedule for the MMCAP National Member Conference 2027, a solicitation by the State of Minnesota to establish a contract for conference services in the Minneapolis-St. Paul area. The State seeks a single venue within 15 miles of MSP Airport capable of providing lodging, meals, and meeting rooms for approximately 200 guests over three days and 350 guests for one day. The conference dates are either April 4-8, 2027, or April 11-15, 2027, with lodging check-in on April 4 or April 11 and check-out on April 8 or April 15. The facility must accommodate 40 single-occupancy rooms on Sunday and 180 rooms Monday through Wednesday. Required meeting spaces include a registration area, general session room with audio-visual equipment, five breakout session rooms, an exhibitor/vendor area with 60 tables, and a private boardroom for Sunday evening. All meeting spaces must include tables, chairs, electrical access, Wi-Fi, and appropriate audio-visual equipment.

The price schedule requires contractors to specify firm pricing for all services, including room charges, taxes, surcharges, shuttle services if required, and parking. Catering requirements include Sunday dinner for 20 attendees; multiple meals throughout Monday, Tuesday, and Wednesday with varying attendance levels ranging from 25 to 350 attendees; Thursday breakfast for 200 attendees; and all-day beverage service throughout the conference. The State does not guarantee minimum lodging room or meal quantities, and all prices submitted are firm and non-adjustable if attendance falls below estimates. Contractors must clearly state cancellation fees in United States currency for both general services and lodging, with specific fee schedules for cancellation notice periods ranging from 117 days prior to less than 24 hours before the conference dates. The State explicitly reserves the right to determine no cancellation fees apply if none are specified and will not reimburse any costs omitted from the price schedule.

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Other files

File	Type	Posted
Conference__MMCAP_National_Member.pdf	PDF	Aug 31, 2026
Attachments_A-F.pdf	PDF	Aug 31, 2026
conference_RFP.pdf	PDF	Aug 31, 2026
Sample_Contract_and_Exhibits.pdf	PDF	Aug 31, 2026
Addendum_1.pdf	PDF	Aug 31, 2026
Conference_Price_Schedule_2028.xlsx	XLSX spreadsheet	Aug 31, 2026

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Sheet1

Name of the Conference:	MMCAP National Member Conference
Date(s) of the Conference:	April 4-8, 2027, OR April 11-15, 2027
Responding Company Name:

SEE EXHIBIT C AND EXHIBIT C, SUPPLEMENT 1 FOR DETAILS
LODGING
	Check-in Date:	April 4, 2027, OR April 11, 2027
	Check-out Date:	April 8, 2027, OR April 15, 2027

Single Occupancy
	Number of Rooms	40	Sunday
	Number of Rooms	180	Monday-Wednesday	Dates

(check the date(s) being proposed)

	PRICE
Room Charge (per room/night)		April 4-8, 2027
Tax (per room/night)		April 11-15, 2027
Total Cost (per room/night)	$0.00

SHUTTLE SERVICES

The lodging facility, conference facility, and parking must be within one-quarter (¼) mile of each other or the Contractor must be able to provide shuttle services to and from the sites at no additional cost to the State. If shuttle services are required, the State prefers that the Contractor provide shuttles free of charge, but if the Contractor does charge for shuttles, the cost, per attendee, per day, must be listed below.

Are Shuttle Services Required?

Yes

If yes, price per attendee/day

ADDITIONAL PROPERTIES

Please list here the addresses of any additional properties or facilities included in offer. Add additional lines if necessary.

PARKING
	Number of spots/day available
	Price per day per car

MEETING ROOMS
Registration Area		Quantity	Price Per Day	# Days	# Rooms	Extended Price
1	8' Skirted Tables	2		4	1	$0.00
2	Chairs	4		4	1	$0.00
3	Electrical Access	1		4	1	$0.00
4	Wi-Fi Access	1		4	1	$0.00
5	Room Charge	1		4	1	$0.00
6	Surcharge	1		4	1	$0.00
7	Taxes	1		4	1	$0.00
					TOTAL	$0.00

General Session Room		Quantity	Price Per Day	# Days	# Rooms	Extended Price
1	Stage	1		4	1	$0.00
2	Standing Podium	1		4	1	$0.00
3	Risers for Podium	1		4	1	$0.00
4	Tables and Chairs for Attendees	200		4	1	$0.00
5	Instructor Table	1		4	1	$0.00
6	LCD Projector with Wireless Presenter	1		4	1	$0.00
7	Large Screen	2		4	1	$0.00
8	Microphone (Handheld)	1		4	1	$0.00
9	Microphone (Lavalier)	1		4	1	$0.00
10	Mixer System	1		4	1	$0.00
11	Sound Equipment	1		4	1	$0.00
12	Electrical Access	1		4	1	$0.00
13	Wi-Fi Access	1		4	1	$0.00
14	Room Charge	1		4	1	$0.00
15	Surcharge	1		4	1	$0.00
16	Taxes	1		4	1	$0.00
					TOTAL	$0.00
	The General Session Room MAY be used for meals, breaks, and one breakout room.

Breakout Session Room(s)		Quantity	Price Per Day	# Days	# Rooms	Extended Price
1	Instructor Table	1		2	5	$0.00
2	Tables and Chairs for Attendees	45		2	5	$0.00
3	Electrical Access	1		2	5	$0.00
4	Wi-Fi Access	1		2	5	$0.00
5	Room Charge	1		2	5	$0.00
6	Surcharge	1		2	5	$0.00
7	Taxes	1		2	5	$0.00
					TOTAL	$0.00

Exhibitor/Vendor Area		Quantity	Price Per Day	# Days	# Rooms	Extended Price
1	Tables (6' or 8' linen Skirted)	60		1	1	$0.00
2	Chairs (2 per Table)	60		1	1	$0.00
3	Electrical Access	1		1	1	$0.00
4	Wi-Fi Access	1		1	1	$0.00
5	Room Charge	1		1	1	$0.00
6	Surcharge	1		1	1	$0.00
7	Taxes	1		1	1	$0.00
					TOTAL	$0.00

Lactation/ Prayer Room
1	Electrical Access			1		4	1	$0.00
2	Wi-Fi Access			1		4	1	$0.00
3	Room Charge			1		4	1	$0.00
4	Surcharge			1		4	1	$0.00
5	Taxes			1		4	1	$0.00
							TOTAL	$0.00
Private boardroom (Sunday evening only)
	Table and Chairs for 20			1		1	1	$0.00
	Electrical Access			1		1	1	$0.00
	Wi-Fi Access			1		1	1	$0.00
	Room Charge			1		1	1	$0.00
	Surcharge			1		1	1	$0.00
	Taxes			1		1	1	$0.00
							TOTAL	$0.00
CATERING
	Sunday
	Number of Attendees		20
	Number of Days		1
				Per Person
	Food
	Gratuity
	Tax
	Total			$0.00
	Monday
Breakfast					Afternoon Break
Number of Attendees		25			Number of Attendees		200
Number of Days		1			Number of Days		1
			Per Person					Per Person
Food					Food
Gratuity					Gratuity
Tax					Tax
Total			$0.00		Total			$0.00

Morning Break			Dinner
Number of Attendees	30		Number of Attendees	200
Number of Days	1		Number of Days	1
		Per Person			Per Person
Food			Food
Gratuity			Gratuity
Tax			Tax
Total		$0.00	Total		$0.00

Lunch				All-Day Beverage Service
Number of Attendees		35		Number of Attendees	200
Number of Days		1		Number of Days	1
			Per Person			Per Person
Food				Beverage
Gratuity				Gratuity
Tax				Tax
Total			$0.00	Total		$0.00
	Tuesday
Breakfast				Afternoon Break
Number of Attendees		200		Number of Attendees	200
Number of Days		1		Number of Days	1
			Per Person			Per Person
Food				Food
Gratuity				Gratuity
Tax				Tax
Total			$0.00	Total		$0.00

Morning Break			Dinner (Not needed Tuesday PM)
Number of Attendees	200		Number of Attendees	0
Number of Days	1		Number of Days	0
		Per Person			Per Person
Food			Food
Gratuity			Gratuity
Tax			Tax
Total		$0.00	Total		$0.00

Lunch			All-Day Beverage Service
Number of Attendees	200		Number of Attendees	200
Number of Days	1		Number of Days	1
		Per Person			Per Person
Food			Beverage
Gratuity			Gratuity
Tax			Tax
Total		$0.00	Total		$0.00

	Wednesday	180 Attendees and 120 Vendor Reps
Breakfast				Afternoon Break
Number of Attendees		350		Number of Attendees	200
Number of Days		1		Number of Days	1
			Per Person			Per Person
Food				Food
Gratuity				Gratuity
Tax				Tax
Total			$0.00	Total		$0.00

Morning Break			Dinner for Attendees Only
Number of Attendees	350		Number of Attendees	200
Number of Days	1		Number of Days	1
		Per Person			Per Person
Food			Food
Gratuity			Gratuity
Tax			Tax
Total		$0.00	Total		$0.00

Lunch				All-Day Beverage Service
Lunch				All-Day Beverage Service
Number of Attendees		350		Number of Attendees	350
Number of Days		1		Number of Days	1
			Per Person			Per Person
Food				Beverage
Gratuity				Gratuity
Tax				Tax
Total			$0.00	Total		$0.00
	Thursday
Breakfast				Half-Day Beverage Service
Number of Attendees		200		Number of Attendees	20
Number of Days		1		Number of Days	1
			Per Person			Per Person
Food				Food
Gratuity				Gratuity
Tax				Tax
Total			$0.00	Total		$0.00

All charges must be listed on this spreadsheet. The State will NOT pay for anything that is not included on this spreadsheet. Responder can add lines to this spreadsheet if necessary

CANCELLATION POLICY. Stated below, in dollar amounts, are any charges that could be applied if the conference is cancelled for any reason other than non appropriation. If no charge is indicated below, the State will determine that the Contractor will not charge the cancellation fee.

Any fee stated must be stated in United States currency. The State will realize as a zero amount any fee stated as a formula or percentage or other fee not specifically stated in United States currency.

Conference Date Cancellation Notice (all services except lodging)
	Received Prior to First Program Dates	Cancellation Fee
	Between 117 and 60 days	$
	Between 59 and 46 days	$
	Between 45 and 31 days	$
	Between 30 and 15 days	$
	Between 14 days and 0 days	$

Lodging Cancellation Notice
State below your cancellation fee, per reservation, if the conference is cancelled for any reason other than non appropriation.
	Received Prior to First Program Dates	Cancellation Fee
	Between 30 and 15 days	$
	Between 14 and 3 days	$
	Between 72 and 48 hours	$
	Between 48 and 24 hours	$
	Less than 24 hours	$

The Contractor agrees that it will not seek any additional costs or fees. The Contractor understands that in the event that the conference is cancelled, the State agency is responsible for paying the cancellation fees.

&"-,Bold"Exhibit D, Price Schedule

&10RFP Exhibit D Price Schedule (Rev. 11.05.2021)

File details come from the government source that posted it. Updated Sep 16, 2026.