Banquet Facility with Tables & Chairs for up to 150 People with a Mid-Day Lunch Buffet

The New Hampshire Fish and Game Department is seeking a banquet facility in Cheshire County to host the annual Hunter Education Volunteer Instructor Recognition and Training Event in 2026. The procurement is structured as an Invitation to Bid (ITB) for a venue capable of accommodating approximately 150 attendees during a single day between May and June 2026, with event hours from 7:00 AM to 3:00 PM. The selected facility must provide comprehensive catering services, including a mid-day lunch buffet with specific menu requirements such as two entree options, side salads, sides, desserts, and beverages, along with all necessary serving equipment. Vendors are required to submit a detailed proposal breakdown, including a description of services, itemized food costs, hall/room rental fees, total cost per person, and any additional service fees. The bid solicitation requires potential bidders to demonstrate audio/visual capabilities and meet specific documentation requirements. The Request for Proposal (RFP) closes on September 24, 2025, at 3:00 PM, with bids to be submitted via email or mail to the Hunter Education Office in Concord, NH.

The procurement does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. Vendors must provide several documentation elements within one month of the RFP closing, including signed contract copies, a Certificate of Good Standing, a notarized Certificate of Authority/Vote, and proof of commercial general liability insurance with coverage of at least $1,000,000 per occurrence. The state is exempt from rooms and meals tax, and the final contract cost will be determined on a per-person pricing basis. The contract period extends from state approval through June 30, 2026. While specific budget ranges are not explicitly stated, the procurement suggests a comprehensive catering and venue solution for a one-day event serving 150 attendees, which would likely involve a total budget in the mid-to-high four-figure range depending on per-person catering and facility rental costs.