SUNY Empire State University is seeking to host our 2024 Fall Academic Conference within 35 miles of Saratoga Springs, NY. We are looking for a facility that can provide overnight, meeting, and banquet accommodations for the specifications listed below for three consecutive business days/two nights in October or November 2024 (excluding 10/14, 10/31, 11/5, 11/11, and 11/25-29). Please provide available dates in your response.

The event requires a facility that can accommodate up to 220 attendees at one time, overnight accommodations of 100-125 rooms, meeting rooms, and banquet/catering needs.

Summary of Requirements:

• Facility that can accommodate up to 220 people at one time
• Ballroom for meals to accommodate up to 220
• Meeting room for general session, theater style to accommodate 220 (preferably separate from the meal room)
• Up to 6 workshop areas to accommodate +/- 30 people in theater and/or classroom-style
• The facility must have either onsite catering or allow for catering by outside
• Space to accommodate all day registration and additional information tables

Additional Requests:

• Lodging at the state per diem rate
• Group will be permitted to bring in their own A/V without penalty
• Free parking for all participants
• Complimentary internet access in meeting and guest rooms

Terms of the resulting contract will include Exhibits A and B, attached to this advertisement.

When contacting SUNY Empire, please submit your inquiries by e-mail to the contact listed on this ad.

SUNY intends to make an award under our discretionary authority, pursuant to NYS Education Law 355(5)(a), which is up to $125,000, for the above noted commodity/product or service. A sealed bid will not be held. If you are interested in providing a proposal for the above commodity/product or service, you must contact the appropriately designated Campus contact in this advertisement within 15 business days of this Advertisement notice.