SP Venue for Illinois Conference on Volunteerism & Administration (ICOVA) in Chicago IL on 10/8-9/26

The State of Illinois, through its Chief Procurement Office for General Services, is soliciting proposals for a venue to host the Illinois Conference on Volunteerism & Administration (ICOVA) in Chicago on October 8–9, 2026, with proposals due June 29, 2026.

The venue must accommodate 200 attendees and be fully handicap accessible. Required amenities include tables and chairs, breakout rooms, buffet-style lunch service with beverages, complimentary coffee, tea, and water throughout the event, and audio/visual equipment with on-site technical support. The venue must offer convenient access to public transportation and available parking.

The State retains the right to terminate the contract for convenience with thirty days' notice without penalty, or immediately for cause if performance jeopardizes health or safety or violates material contract provisions. Vendors must maintain general commercial liability insurance of $1 million per occurrence and $2 million annual aggregate, auto liability insurance of $1 million, and workers' compensation insurance as required by law, with the State named as additional insured. Prior written approval is required before engaging any subcontractors. Payment follows the State Prompt Payment Act, with invoices due no later than July 31 following the service period; the State deducts a $15 fee from the first payment for contracts of $1,000 or more under designated procurement code sections and retains the right to offset payments against any state debts. The contract is contingent upon appropriation of funds and subject to the Illinois Freedom of Information Act. Vendors must maintain books and records for three years, or five years if federal funds are used.