SEDI Summit Event Hosting & Lodging

The State of Utah Division of Purchasing, conducting procurement on behalf of the Office of Data Privacy, is requesting bids for SEDI Summit event hosting, catering, and lodging services under IFB with proposals due July 7, 2026. Award will be made to the single lowest-cost responsive and responsible vendor.

The event will be held November 17–19 in Park City, Utah and will accommodate 350 to 400 attendees. The selected vendor must be a full-service hospitality and conference facility with a minimum of three years' experience hosting large-scale corporate or government policy conferences. The scope includes a dedicated 150-room lodging block, a main general session room with minimum capacity of 350 attendees, at least three distinct breakout rooms, sponsor table space for 15 tables, and comprehensive catering across all three days.

Catering pricing is capped at $92 per person per day for November 17–18 and $54 per person for November 19, per state per diem guidelines. Guest room rates are capped at $221 per night (GSA/State travel allowance for Park City) and are self-pay by attendees using a group code or custom booking link. The vendor must provide high-bandwidth Wi-Fi for 400 concurrent users and coordinate high-definition audiovisual infrastructure including wireless microphones, audio mixers, projection screens, and sound systems across all meeting spaces. A 20% cumulative attrition rate applies to the room block with no penalties if actual room nights utilized reach at least 80% of contracted total. Service fees and gratuity may not exceed 25% of total cost. Master Account billing covers only venue rentals, AV infrastructure, and scheduled catered meals; individual room charges and incidentals are excluded.

The State of Utah is tax-exempt from all sales taxes on venue rental, audiovisual services, and master-billed catering meals under Form TC-721. Vendors must complete all yellow-highlighted cells in the cost sheet or face disqualification as unresponsive. All pricing submissions become contractual pricing and must include all expenses except audiovisual services, which will be determined after a meeting space is awarded. Vendors must certify compliance with Utah Code Annotated 63G-6a and Administrative Code R33, including anti-boycott provisions under UCA 63G-27 and forced-labor restrictions. Responses must be submitted through the U3P online system by the deadline.