How to bid on Event/Meeting Space rental for the Department of Fish and Game

What the agency is buying

The Massachusetts Department of Fish and Game needs to rent meeting spaces across the state. These spaces will be used for public hearings and various meetings, including those for the Atlantic States Marine Fisheries Commission. This opportunity is for vendors who can provide suitable large meeting rooms when state facilities are not available.

Key dates and deadlines

This solicitation was published on September 10, 2025. The deadline for submitting your quote is September 08, 2028, at 5:00 PM ET. All quotes must be submitted by this time to be considered.

Who this opportunity suits

This opportunity is suitable for businesses that own or manage event and meeting spaces in various locations across Massachusetts. Firms in the environmental sector or those with experience hosting public gatherings may find this particularly relevant. The agency is looking for vendors who can provide large meeting rooms as needed.

How to respond

You can access the full bid documents on the COMMBUYS procurement portal. Viewing the original source and downloading documents does not require an account. To submit an electronic quote, you will need to register for a free COMMBUYS vendor account. Alternatively, follow any specific submission directions provided within the bid documents if you do not wish to quote electronically.

The point of contact for this solicitation is Whitney Sargent, reachable at [email protected].

Tips for a competitive response

When preparing your response, clearly outline the types of meeting spaces you can provide, including capacity and available amenities. Detail your geographic reach within Massachusetts, as the agency requires spaces in discrete locations. Emphasize any experience you have in hosting public hearings or large stakeholder meetings, as this aligns with the agency's needs.

Ensure your pricing structure is clear and competitive. Review all requirements in the solicitation carefully to confirm your proposed spaces meet the agency's specific needs for public gatherings. Submitting your quote well before the deadline is always recommended to avoid any last-minute technical issues.