Request for Proposal (RFP) No. 2844 - Conference Space Rental for Secretary of State Election Law Seminar

Background
The Office of the Texas Secretary of State (SOS) is seeking competitive bids to establish a contract for conference space rental for a one-day election law seminar for county party chairs in 2025. The SOS is the chief election officer for the State of Texas and provides assistance and advice to county chairs on the proper conduct of elections, which includes hosting seminars.

The seminar aims to provide educational workshops and networking opportunities to promote excellence in achieving the mission of the SOS.

Work Details
The contractor will provide a venue that can accommodate approximately 500 attendees for the County Chair Seminar, scheduled for either September 26 or October 3, 2025. The venue must include:
- A general session meeting space set up to accommodate at least 500 people.
- An Automated External Defibrillator (AED) on site with trained staff.
- Complimentary valet parking for key officials and discounted parking for attendees.
- A staff legal/attorney room accommodating 20 people.
- Registration setup including tables, chairs, wastebaskets, water stations, power strips, wired internet connections, and easels.
- Main ballroom requirements include ADA compliance, podium with microphones, flags, projector carts, large screens, and audio interface.
- Food and beverage service including morning and afternoon breaks.

Period of Performance
The contract will commence upon issuance of a Notice of Award by the SOS and will end at 11:59 PM (CT) on December 31, 2025. The contract is not subject to renewal.

Place of Performance
The conference must be held in a venue located within the Austin-Round Rock-Georgetown metropolitan statistical area.