RFQ 1127027 B - Meeting Space & Services - Yukon River Panel Meeting

The Alaska Department of Fish and Game (ADF&G) is seeking competitive quotations to provide meeting space, breakout rooms, beverage service, audio/visual equipment, and lodging support for the Yukon River Panel special session in Fairbanks, Alaska, scheduled for November 16‑19, 2026 (four days). Vendors must supply an ADA‑accessible main meeting room for ~60 attendees, a breakout room for ~25 attendees, continuous coffee/tea service, required AV gear (projector, screen, podium, microphones, power accessories), and a block of hotel rooms for up to 40 participants for four nights (Nov 15‑19). All costs must be included in the quote; the state will apply Alaska‑bidder preferences and may award to the lowest responsive bidder. • Event dates: Nov 16‑19 2026 (meeting) plus lodging nights Nov 15‑19. • Location: Fairbanks, AK. • Required spaces: Main room ≈ 1,000 sq ft, tables/chairs with linens, power outlets; breakout room ≈ 25 people. • Services: Coffee/tea, hot/cold water, AV equipment (projector, screen, podium, mic, power strips). • Lodging: Block of up to 40 rooms for four nights; room rates to be quoted (not part of price evaluation). • Submission deadline: 9/17/2026 2:00 PM AKST (electronic email). • Preference: 5% Alaska‑bidder preference plus possible veteran/military/disabled preferences.