A/V Service

The Vendor is required to provide audiovisual (a/v) production services for the upcoming mega conference to be held at the mobile convention center.
- Equipment must meet or exceed the detailed specifications in the spreadsheet.
- Provide 6 a/v techs per day as floaters to support concurrent breakout sessions, a/v issues, and dedicated engineers for lighting in the grand ballroom, to include provide camera operators, projectionists, and breakout support techs.
- Provide delivery, set up, and tear down for all rooms.
- The conference starts on July 20, 2026, with the opening session at 1:30 pm.
- Set up will occur on Sunday, July 19, 2026.
- They will have Monday morning, July 20th, to address any issues that may arise
- Breakdown will occur after the conference on Friday, July 24th, the last session ends at 11:15 am.
- The supplier will have until the end of the day to break down.
- Minimum $1,000,000 COI and must have the mobile conference center named as an additional insured.
- Staff availability from 7:00 am – 5:00 pm
- Suppliers will submit their cost proposal on the attached excel spreadsheet by line item.
- The total cost from the spreadsheet must be entered into the unit price field of the pricing grid in state buys.
- This will be a one-time purchase, with the department issuing a purchase order.
- Supplier on-site staff must wear uniform shirts or shirts with the supplier logo for department staff to easily identify the awarded supplier.