RFQ - 2026 CCE Conference - B-50248.docx

Illinois Student Assistance Commission (ISAC)

Request for Quote (RFQ) for Conference Venue & Catering, Ref #: GS-2026-133 Quote submission deadline: Wednesday, December 17, 2025 at 12:00 P.M.

AGENCY: Illinois Student Assistance Commission

ADDRESS: 1755 Lake Cook Road Deerfield, IL 60015

Brief Description: The Illinois Student Assistance Commission (ISAC) is seeking quotes from vendors to provide a conference space with catering for our 2026 College Changes Everything® (CCE) Conference. The number of attendees is anticipated to be up to 600. Please refer to the following minimum specifications and requirements for further detail. Please fill out the pricing table and include this RFQ document as an attachment to your bid in Bidbuy. No sub-contracting or third-party vendors allowed.

· Location: Conference Center must be located within 25 miles from Tinley Park, Illinois

Date: The CCE conference will be held on Thursday, July 16, 2026, with morning registration/check-in set-up starting at 7 am, and conference will conclude at 4:30 pm. *ISAC will need access to the venue exhibit space the day before event for set-up.

· One (1) main ballroom for plenary sessions and for sit-down meals (e.g., continental breakfast and lunch)

· Room set up with round tables with 8 to 10 chairs to seat 8-10 people to accommodate up to 600 people for meals, with tablecloths/linens on each table

· Ten (10) separate break out session rooms

· Room set up with podium and speaker microphone. Each room must accommodate seating for 75 people theater style

· One (1) open room to be used as exhibit space

· Room size approximately 16,000 square feet

· Up to 10 high-top tables

· One (1) initial entry room for registration/sign-in purposes.

· Room set up with 4 long tables

· 14 Projectors

· 14 Screens

· 15 Microphones

· 11 Podiums

· 14 Power Strips

· All cables/cords essential to above processes will also be required to be supplied by venue

· Wi-Fi access with capability for guest sign-in for attendees

The following food items listed, or similar, are acceptable:

· Breakfast – Buffet: muffins, Danish, croissants, fruit, yogurt, fruit preserves, and butter. Drinks: Water, Orange juice, coffee, decaf, and hot tea.

· Lunch – Buffet: Pizza, pasta, salad, and breadsticks. Drinks: Water, Tea, and Coffee.

· Both Breakfast and Lunch shall include vegetarian options

· Food service and clean up to be provided by venue

· It is preferred if the vendor provides food and drink from an onsite kitchen facility and not subcontract

Parking should be complimentary to allow for 600 attendees

To be completed by vendor:

Grand Total

Name of venue:

Venue Address:

Notes to Vendor: All Quoted prices must be valid for 30 days from date of submission. All prices must include shipping and handling charges. No price increase will be accepted. In the event of a price decrease, the agency is guaranteed to receive the lowest price. We reserve the right to reject all offers; to reject individual offers for failure to meet any requirement; to award based on lowest price by item, part or portion of an item, group of items, or total; and to waive minor defects. Vendor may attach separate page describing their proposal for equipment or services.

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