Conference Venue, Catering, and Event Support

Background
Integral Care is a community-based organization providing behavioral health and intellectual/developmental disabilities services in Travis County, Texas. The agency aims to enhance workforce development and employee engagement through its Annual Employee Training Conference, scheduled for February 10-11, 2027, in Austin, Texas. This event is designed to support professional development for approximately 500-600 staff members.

Work Details
The selected vendor will provide comprehensive event services including:
- Event planning coordination and onsite staffing
- A large plenary space and a minimum of five breakout rooms
- Indoor restrooms and adequate circulation space
- Dedicated exhibitor area for at least ten vendors
- Complimentary or fully validated parking for all attendees
- Catering services for lunch, beverages, and snacks with accommodations for dietary needs
- Audiovisual equipment, technical support, and all required furniture and setup
- Participation in pre-event walkthroughs, menu tastings, and post-event debriefs.
Proposals must include tiered pricing options (premium, standard, cost-conscious) and an itemized rate sheet.

Period of Performance
The contract will cover the planning, preparation, and execution of the event from the date of award until the conclusion of the conference on February 11, 2027.

Place of Performance
Austin, Texas.

Bidder Requirements
Proposers must demonstrate experience in hosting similar large-scale professional events. They must comply with all applicable federal, state, county, and local laws and regulations. Successful Proposers must maintain insurance coverage as specified in the RFP.