RFQ-Tobacco Conference June FY20r.docx

ILLINOIS DEPARTMENT OF PUBLIC HEALTH

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.

Conference room in Springfield, Illinois for the Illinois Department of Public Health, Tobacco-Free Communities Grantee Meeting.

Meeting Dates: Two-day meeting in the month of June 2020. Dates can be a Tuesday – Wednesday or Wednesday – Thursday.

Day 1: 12:00 p.m. – 5:00 p.m.

Day 2: 7:30 a.m.- 3:00 p.m.

The expected number of attendees is 110.

Physical Layout:

Day 1-- Registration space outside the meeting room from 10:30 a.m. – 5:00 p.m. Two draped registration tables with two chairs and a waste basket.

Main Plenary Room – 12:00 p.m. – 5:00 p.m. Covered round tables with crescent round seating for 110 people. Four covered draped vendor tables in the rear of the meeting room.

Afternoon snack served at 2:45 p.m. in main plenary room for 110 people.

One Break Out room – 11:30 a.m. – 4:00 p.m. with 8 round tables, seating for 50 people.

Day 2-- Registration space outside the meeting room from 7:00 a.m. – 3:00 p.m. Two draped registration tables with two chairs and a waste basket.

Continental breakfast served inside plenary room from 7:30 a.m. – 8:30 a.m.

Main Plenary Room – 7:00 a.m. – 4:00 p.m. with draped round tables with crescent round seating for 110 people. Four covered draped vendor tables in the rear of the meeting room.

Buffet luncheon served inside plenary room from 12:30 p.m. to 1:30 p.m.

Audiovisual:

Day 1--Main Plenary Room with AV including LCD projector, laptop, cables, cart, extension cords if needed, screen large enough to accommodate 110 people, two wireless microphones.

One Break Out room – 11:30 a.m. – 4:00 p.m. One Microphone needed.

Day 2--Main Plenary Room with AV including LCD projector, laptop, cables, cart, extension cords if needed, screen large enough to accommodate 110 people, two wireless microphones.

Catering:

Day 1-- Afternoon snack for 110 people served at 2:45 p.m. in plenary room. Afternoon snack: brownies, assorted fruits and vegetables served with water. There will be no continental breakfast or buffet luncheon served.

Day 2-- Continental Breakfast -7:30 a.m. – 8:30 a.m. for 110 people in plenary room.

We consider continental breakfast to be the cheapest option available.

Day 2–Buffet luncheon 12:30 p.m.-1:30 p.m. for 110 people in plenary room. Buffet luncheon must consist of a chicken entrée, 2 starches, 2 vegetables, brownies and cookies. A vegetarian and vegan entrée option must be available for the same price. Final counts of the types of entrées needed will be provided prior to the event.

There will be no afternoon snack served on day 2.

Location/transportation:

The venue must be in Springfield, IL.

Lodging--June 2020 Day 1, Block of at least 80 rooms to be paid by individual attendees (cost not included in this quote).

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

VENDOR’S QUOTE TOTAL: $______________________________

BID DATES: ___________________________________________

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.

Vendor Name: _________________________________________________________________________

*IF THIS FORM IS NOT FILLED OUT IN ITS ENTIRETY THE QUOTE MAY BE DISQUALIFIED