Description
The Texas Parks and Wildlife Department is seeking proposals for the rental of a conference facility to host a 3-day meeting for approximately 75 attendees. The facility should provide standard hotel lodging, training/meeting space, dining room, and meals. The meeting will include educational and training opportunities for Wildlife senior staff. The facility should be located within the State of Texas, with preferred locations including San Antonio, Dallas-Fort Worth, Corpus Christi, and other minor metro areas. The contract term will commence on the date of award and automatically expire upon the delivery date agreed upon and final acceptance by TPWD.
• The facility should provide a dedicated secure working room with wireless connectivity, tables, and chairs for approximately 10 planning staff.
• The facility should provide meeting/training room space to include tables and chairs to seat approximately 75 participants in classroom style.
• The facility should provide high-speed internet for conference A/V needs and wireless internet access for multiple computers.
• The facility should provide a map of the facility and specify the location/drop off area for supplies.
• The facility should provide complimentary Wi-Fi for participants in guest rooms.
• The facility should provide public gathering space for after-hours socializing.
• The facility should provide on-site parking for 75 vehicles at no additional cost.
• The facility should provide secure storage area available throughout the conference.
• The facility should provide registration area on Tuesday.
• The facility should provide primary meeting room that must seat 75 people in classroom style, and available Tuesday through Thursday.
• The facility should provide welcome reception facility for social gathering.
• The facility should provide 24-hour meeting room access to allow for set up by staff.
• The facility should provide meeting room equipment and technology, including Wi-Fi internet, speaker podiums, tables, chairs, and linens/table covers.
• The facility should provide meeting room audio and video services, including full audio and video labor services, room sound system, and stage equipment.
• The facility should meet ADA requirements.