Description
The Office of the Public Defender is seeking a hotel conference center to host its annual training conference for approximately 600 employees. The conference will take place in May or May-June 2026 and will require a main conference room, workshop session rooms, catering services, and audio-visual equipment. The selected vendor will be responsible for providing all necessary services and equipment to ensure a successful event.
• Conference to be held in May or May-June of 2026
• Conference to take place in a strategic location in the state of Maryland
• Approximately 600 employees will attend from every jurisdiction in the State
• Almost all attendees will require lodging and food
• A combination of single, double, king, and suite rooms with kitchens
• Catering services required
• Nearby restaurants and local entertainment options
• A green room starting on the Saturday before the training
• Negotiated comp rooms provided per negotiated number of paid rooms
• Designated space for registration near the main hall
• Nearby beach, pool, or waterway preferred
• Free parking for all attendees on every day of the conference
• On Sunday morning, starting at 12:30 pm, we will need coffee/water/hot and iced tea for 250 people
• On Sunday morning, we need a continental breakfast for 50 people starting at 10:00 am.
• On Sunday afternoon, we will need a snack break for 350 people
• On Monday morning, we will need a continental breakfast for 350 people
• On Monday afternoon, we will need lunch for 450 people – two locations, one for a group of 80 people for a luncheon meeting, and the others to be seated in a separate location.
• On Monday evening, we will need a banquet dinner for 500-600.
• On Monday, we will need a coffee/hot and iced tea/water break in the am and pm, and a snack break in the pm
• On Tuesday morning, we will need a continental breakfast for 250
• On Tuesday, we will need a coffee/hot and iced tea/water break in the am.
• COVID Safety Plan: Due to unforeseen challenges with the COVID pandemic, the site needs a well-developed COVID safety plan and cleaning protocols; and the terms of the contract must be flexible in case the Governor issues a statewide ban on in-person training by state organizations.