Conference Venue, Catering, and Event Support

Integral Care is soliciting proposals from qualified venues to host its Annual Employee Training Conference, a two‑day professional development event scheduled for February 10–11, 2027, in Austin, Texas. The conference will serve approximately 500–600 staff, with up to 600 attendees per day, and requires a fully ADA‑compliant facility capable of supporting plenary sessions, multiple concurrent breakout rooms, exhibitor space, onsite catering, audiovisual services, and event‑day operational support. 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, and cost‑conscious), an itemized rate sheet, and all required documentation as outlined in the RFP. Responses must be submitted electronically by the published deadline.
Class/Item Code: 97130-Hotel/Motel Accommodations (Incl. Lodges, Resorts, Bed/Breakfast Inns, Etc.) Rental Or Lease; 97145-Office Space Rental Or Lease; 97155-Parking Spaces In A Parking Lot Or Garage, Rental Or Lease; 95878-Property Management Services; 96337-Fees, Conference/Convention; 97165-Room Rental Or Lease For Conferences, Seminars, Etc.; 97170-Storage Space Rental Or Lease; 96115-Concessions, Catering, Vending: Mobile And Stationary (See Class 905 For Airport Concessions); 96219-Cafeteria And Restaurant Services; 91890-*Strategic Technology Planning And Consulting Services; 96269-*Personnel Services, Temporary; 96200-Miscellaneous Services, No. 2 (Not Otherwise Classified); 96260-Party, Holiday, and Event Decorating and Planning Services;
Agency/TX SmartBuy Member #: R2270
Contact: Christina Lundy | Christina.lundy@integralcare.org | (737) 424-4349