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Sheet1
| | Name of the Conference: | Annual Fall Statewide Interpretive Meeting |
| | Date(s) of the Conference: | October 29 - 31, 2024 |
| | Responding Company Name: | |
| SEE EXHIBIT C AND EXHIBIT C, SUPPLEMENT 1 FOR DETAILS | | | |
| LODGING | | | |
| Check-in Date: | October 29, 2024 (possibly a few Oct 28) | |
| Check-out Date: | October 31, 2024 | |
| Single Occupancy (two nights with some prior night) | | | |
| Number of Rooms | 40 | Dates |
(check the date(s) being bid)
| PRICE | |
| Room Charge (per room/night) | | October 29 -31, 2024 |
| Tax (per room/night) | | |
| Total Cost (per room/night) | $0.00 | |
| Double Occupancy | | |
| Number of Rooms | |
| | PRICE |
| Room Charge (per room/night) | |
| Tax (per room/night) | |
| 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 |
| No |
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 | 1 | | 1 | 1 | $0.00 |
| 2 | Chairs | 3 | | 1 | 1 | $0.00 |
| 4 | Electrical Access | | | | | $0.00 |
| 5 | Wi-Fi Access | 1 | | 1 | 1 | $0.00 |
| 6 | Room Charge | 1 | | 1 | 1 | $0.00 |
| 7 | Surcharge | 1 | | 1 | 1 | $0.00 |
| 8 | Taxes | 1 | | 1 | 1 | $0.00 |
| | | | | TOTAL | $0.00 |
| General Session Room | | Quantity | Price Per Day | # Days | # Rooms | Extended Price |
| 1 | Stage | | | | | $0.00 |
| 2 | Standing Podium | | | | | $0.00 |
| 3 | Risers for Podium | | | | | $0.00 |
| 4 | Tables and Chairs for Attendees | 1 | | 3 | 1 | $0.00 |
| 5 | Instructor Table | 1 | | 3 | 1 | $0.00 |
| 6 | LCD Projector with Wireless Presenter | 1 | | 3 | 1 | $0.00 |
| 7 | Large Screen | 1 | | 3 | 1 | $0.00 |
| 8 | Microphone (with Table Stand) | | | | | $0.00 |
| 9 | Microphone (with Floor Stand) | | | | | $0.00 |
| 10 | Microphone (Handheld) | 1 | | 3 | 1 | $0.00 |
| 11 | Microphone (Lavalier) | | | | | $0.00 |
| 12 | Mixer System | 1 | | 3 | 1 | $0.00 |
| 13 | Sound Equipment | 1 | | 3 | 1 | $0.00 |
| 14 | Flipcharts and stands | 2 | | 3 | 1 | $0.00 |
| 15 | Electrical Access | | | | | $0.00 |
| 16 | Wi-Fi Access for all | 1 | | 3 | 1 | $0.00 |
| 17 | Room Charge | 1 | | 3 | 1 | $0.00 |
| 18 | Surcharge | 1 | | 3 | 1 | $0.00 |
| 19 | Taxes | 1 | | 3 | 1 | $0.00 |
| | | | | TOTAL | $0.00 |
| The General Session Room MAY or MAY NOT be used towards the total of Breakout Session Room(s) needed. | | | | | |
| If allowed, the General Session Room will count for: | | | | # of Breakout Session Rooms | |
| Breakout Session Room(s) | | Quantity | Price Per Day | # Days | # Rooms | Extended Price |
| 1 | Standing Podium | | | | | $0.00 |
| 2 | Instructor Table | | | | | $0.00 |
| 3 | Rear Table for Handouts | | | | | $0.00 |
| 4 | Tables and Chairs for Attendees | | | | | $0.00 |
| 5 | LCD Projector with Wireless Presenter | | | | | $0.00 |
| 6 | Large Screen | | | | | $0.00 |
| 7 | Flipchart Stand | | | | | $0.00 |
| 8 | Microphone (with Table Stand) | | | | | $0.00 |
| 9 | Microphone (with Floor Stand) | | | | | $0.00 |
| 10 | Microphone (Handheld) | | | | | $0.00 |
| 11 | Microphone (Lavalier) | | | | | $0.00 |
| 12 | Mixer System | | | | | $0.00 |
| 13 | Sound Equipment | | | | | $0.00 |
| 14 | Easel for Signage | | | | | $0.00 |
| 15 | Electrical Access | | | | | $0.00 |
| 16 | Wi-Fi Access | | | | | $0.00 |
| 17 | Room Charge | | | | | $0.00 |
| 18 | Surcharge | | | | | $0.00 |
| 19 | Taxes | | | | | $0.00 |
| | | | | TOTAL | $0.00 |
| Exhibitor/Vendor Area | | Quantity | Price Per Day | # Days | # Rooms | Extended Price |
| 1 | Tables (8' Skirted) | | | | | $0.00 |
| 2 | Chairs (per Table) | | | | | $0.00 |
| 3 | Linens for Tables | | | | | $0.00 |
| 4 | Piping and Draping | | | | | $0.00 |
| 5 | Electrical Access | | | | | $0.00 |
| 6 | Wi-Fi Access | | | | | $0.00 |
| 7 | Room Charge | | | | | $0.00 |
| 8 | Surcharge | | | | | $0.00 |
| 9 | Taxes | | | | | $0.00 |
| | | | | TOTAL | $0.00 |
| CATERING | | | | |
| Breakfast if no free continental available | | | Afternoon Break | |
| Number of Attendees | 40 | | Number of Attendees | |
| Number of Days | 2 | | Number of Days | |
| | Per Person | | Per Person |
| Food | | | Food | |
| Gratuity | | | Gratuity | |
| Tax | | | Tax | |
| Total | | $0.00 | Total | $0.00 |
| Morning Break | | Dinner | |
| Number of Attendees | | Number of Attendees | |
| Number of Days | | Number of Days | |
| Per Person | | Per Person |
| Food | | Food | |
| Gratuity | | Gratuity | |
| Tax | | Tax | |
| Total | $0.00 | Total | $0.00 |
| Lunch Day 1 Buffet | | | All-Day Beverage Service | |
| Number of Attendees | 40 | | Number of Attendees | |
| Number of Days | 1 | | Number of Days | |
| | Per Person | | Per Person |
| Food | | | Beverage | |
| Gratuity | | | Gratuity | |
| Tax | | | Tax | |
| Total | | $0.00 | Total | $0.00 |
| Lunch Day 2 Bag Lunches | | |
| Number of Attendees | 40 | |
| Number of Days | 1 | |
| | Per Person |
| Food | | |
| Gratuity | | |
| Tax | | |
| 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)