Staging and Audio Visual Services

The vendor is required to provide planning activities and event set-up through tear-down of the supplied audio-visual equipment and staging.
- Breakout Sessions
• Lavalier microphones
• LCD Data Projectors
• Screens
• Laptops with Power Point
• Audio system/Speakers
• Desk top or stand-up podiums
• Podium microphone stands
• Podium microphones
• Wireless handheld microphones
• Wireless power point remotes – with pointer
• Eight (8) 20 amp circuits
a. For each breakout session, the selected contractor must provide and ensure the following:
• All set-ups must be completed on Sunday, September 28th.
o Courses and events planned for Sunday require an early morning set-up and a scheduled rehearsal to test equipment.
o Courses and events planned for Monday and beyond can be set up later in the day on Sunday and a rehearsal time must be scheduled to test all the remaining equipment.
• All sound is monitored during the breakout sessions.
• All AV related equipment for breakout sessions including laptops, power point presentations, microphones, and audio is operational and properly managed.
• Safety guidelines and all venue policies are adhered to.
• During each day of the event, as part of the necessary staging, there is a need for a total of 25 easels for display purposes, in or near each of the breakout rooms, lobby spaces, hallways and foyers.
• Some workshops may need to be video recorded.
- Ballroom Sessions
• Podium
• Podium microphone stand
• Podium microphone
• Wireless handheld microphone
• Laptop with Power Point
• Stage lighting (lighting equipment)
• Backdrop and up-lighting for stage (scenic)
• Stage Risers 12’x32’x2’ (stage with steps in front and on both sides)
• 2 large screens
• 1 projector
• Sound system/speakers
a. The following services are required during the ballroom sessions:
• Video recording of the Opening Remarks and the Awards Ceremony.
• Displaying power points and videos on big screen(s) as requested.
• Projection of what is taking place on the stage on the big screen(s).
b. For the ballroom sessions, the selected contractor must provide and ensure the following:
• Proper lighting for optimal stage viewing.
• All sound is monitored during the ceremony so that every guest feels as though they are in the front row.
• Music, slideshows, and videos prior to, during, and after the event are coordinated.
• Video production is set up in a manner that speakers are seen via the large screen(s).
• Set-up for Monday’s Welcome and Opening Remarks must be completed on Sunday, September 28th and the rehearsal time must be scheduled on Sunday to test all equipment.
• Safety guidelines and all venue policies are adhered to.
• All AV-related equipment for events taking place in the ballroom is operational and properly managed.  - Special Speakers
• For the 1:00 to 2:30 p.m. and the 4:30 to 6:00 p.m. sessions, a small riser and a podium with an operational microphone may be needed for the speaker and provide projection of the speaker to a large screen.
• The contractor must provide projection of the speaker to a large screen.
- Questions/Inquires Deadline: July 3, 2025