Request for Proposal - Catering and/or Venue Services

Request for Proposal – Catering and/or Venue Services
 
The Marion Chamber of Commerce Membership Committee hosts the Monthly Membership Luncheons February-December each year at noon on the second Tuesday. The Committee is seeking quotes for catering and venue services for this event which hosts approximately 100 guests with an event speaker/presentation.
A request for proposal for this project can be submitted by members in good standing with the Marion Chamber of Commerce and quotes will be based on the following details:

• Catering services:
  • Ability to provide catering services for the second Tuesday of a month or month(s) at noon (September – December 2017 and February – December 2018). Please break your RFP down to each month’s availability and cost. The Membership Committee would ideally like to rotate the catering of the Membership Luncheons to several members so your availability for all months is not necessary.
  • A lunch menu with per person quotes for buffet-style or full service. Please include options and the TOTAL COST PER PERSON for each option (must include tax and gratuity). Drinks included.
  • The TOTAL cost should be broken down as a cost-per-person with 100 people in attendance. The maximum cost would be $12/person but we would like to be able to offer a quality lunch at a lower cost. All tax and gratuity must be included in the FINAL TOTAL cost-per-person breakdown. 
  • The typical range of attendance at luncheons is 70-120 people. Please know that the attendance will vary throughout the year. A final RSVP count will be given to the caterer and host location 24 hours prior to the luncheon. Those who have not RSVPd will be required to pay a higher cost to the Marion Chamber at the time of the luncheon. The Chamber will handle all payments.
• Venue services:
  • The Pavilion and Celebrations Event Center have offered to host our monthly luncheons in 2017 and 2018 at no cost to the Chamber to use their facility and provide the following services:
    • Ability to provide location availability for the second Tuesday of a month or months at noon (September – December 2017 and February – December 2018). The Membership Committee would ideally like to rotate the location of the Membership Luncheons to several members so your availability for all months is not necessary.
    • Set-up and tear-down of the event, including all table linens and place settings.
    • Venue which seats more than 120 people.
    • Rounds of either 8 or 10 per table with linens.
    • 1 registration table, 1 sponsor table and 1 extra table (all with linens) and 6 chairs with wastebasket.
    • Podium and microphone.
    • Sound system is not necessary since the Marion Chamber of Commerce does have its own, but it is helpful to have this.
    • Room usage from 11 a.m. to 1:30 p.m.
  • If you would like to host a Membership Luncheon as well at no cost to the Chamber, please submit the dates you are available to host the events and state your ability to provide the services listed above at no cost to the Chamber.

 
TIMELINES
• Deadline to submit RFP – July 14 at 4 p.m.
• RFP will be considered by the Membership Committee no later than July 14 at 4 p.m.
• Chosen RFP provider will be contacted no later than July 18 at 4 p.m.
• Confirm event bookings and menu by July 18 at 4 p.m.
 
DETAILS
This contract will be in effect until delivery date, timelines can be adjusted with approval from both parties upon awarding of the agreement. The contract for this project will be assigned to one company or more companies who will be responsible for providing catering and venue services.
 
NOTE
* Lowest bid does not guarantee awarding of the contract.
 
Submittions
Please submit proposals to: Marion Chamber of Commerce, Membership Committee, (in person) 2305 West Main, Marion, IL 62959 or (by mail) Marion Chamber of Commerce, Membership Committee, PO Box 307, Marion, IL 62959 or (by email) director@marionillinois.com or (by fax) (618) 997-4665. The deadline to submit an RFP is July 14 at 4 p.m. No proposal received after this date and time will be accepted.