Conference Venue Services

Overview

Education, Training & Libraries

Albany, New York, United StatesPosted about 2 months agoDeadline: April 7th, 2026

Fit Score

Settle Intelligence

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SUMMARY

Seeking a venue in New York that offers comprehensive conference services, including AV support and full-service catering for up to 160 attendees.

KEY REQUIREMENTS

Proposals must include all costs, including service charges, administrative fees, and parking
Provide guest rooms for a minimum of 125 attendees
Provide food and beverage for 125 to 160 people, with a detailed cost breakdown per meal per person
Meet government per diem rates for meals and incidentals
Provide audio-visual and technical equipment
Provide function space according to the event agenda
Accept payment for rooms based on provided rooming list
Ensure individuals are responsible for their own incidental charges
Offer the lowest overall cost within per diem rates

BUDGET

Estimate

$120,000 – $180,000

TIMELINE

The annual staff training is scheduled for April 26th, 2027 to April 29th, 2027.

Day 1 (April 26th, 2027) includes a cocktail hour and networking activity.

Day 2 (April 27th, 2027) includes breakfast, breakout sessions, a break, and a lunch buffet.

Day 3 (April 28th, 2027) includes breakfast, breakout sessions, breaks with exhibits and sponsors, a lunch buffet, a cocktail hour, and a plated dinner with staff awards.

Day 4 (April 29th, 2027) includes breakfast, breakout sessions, and a boxed/to-go lunch.

Alternative proposed dates include April 19th, 2027 – April 21st, 2027; May 3rd, 2027 – May 5th, 2027; and May 10th, 2027 – May 12th, 2027.

Issuing Agency

NYSBDC

Organization overview and procurement intelligence available on paid plans.

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DESCRIPTION

This RFP seeks vendors to provide conference venue services for an event hosting approximately 120 to 160 attendees. The selected venue will need to accommodate all audio–visual and technical equipment requests, working closely with planning staff to ensure all technical requirements are met efficiently.

Additionally, the vendor must provide catering services, including food and beverage for breakfast, breaks, and dinner. The selected partner should assist in selecting appropriate buffet or menu items and make arrangements to ensure that food service enhances the overall success of the event. Attention to detail in both AV and catering coordination is essential.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.