SEDI Summit Event Hosting & Lodging

The State of Utah Division of Purchasing is requesting bids for venue hosting, catering, and lodging services for the SEDI Summit under IFB, with bids due July 17, 2026. The event runs November 17–19 in Park City, Utah and will award to a single lowest-cost responsive and responsible vendor.

The scope requires a full-service hotel capable of accommodating 350 to 400 concurrent attendees with a guaranteed lodging block of 150 rooms per night for November 16–18. The vendor must demonstrate a minimum of three years' experience hosting large-scale corporate or government conferences. The main general session room must accommodate at least 350 attendees; the venue must provide at least three distinct breakout rooms, high-bandwidth Wi-Fi supporting 400 concurrent users, and comprehensive audio-visual equipment including projection screens, 24 wireless microphones, audio mixers, and sound systems. The State reserves the right to use in-house AV services or a preferred third-party vendor, with associated coordination or patch fees to be detailed in the vendor's quote.

Full catering is required for breakfast, snacks, lunch, and dinner on November 17–18, and breakfast, snack, and lunch on November 19. Per-person meal costs are capped at $92 for days one and two and $54 for day three, exclusive of taxes and service fees. Service fees and gratuities may not exceed 25% of costs. Individual attendees book and pay for their own rooms at rates capped at the GSA/State travel lodging allowance of $221 per night for Park City; lodging costs are excluded from bid evaluation. The contract allows a cumulative 20 percent attrition rate without penalty. The State is tax-exempt; vendors must accept Form TC-721 for venue, AV, and master-billed catering meals.

Vendors must complete all highlighted yellow cells in the attached cost sheet to remain responsive. An itemized draft invoice must be submitted within 14 business days post-event. All vendors must comply with Utah Code Annotated anti-boycott provisions, restricted foreign entity requirements, and E-Verify employment verification. Pricing is public information unless a Claim of Business Confidentiality is properly submitted with a redacted response.