Live Video Production and Streaming for Commencement Services

The vendor is required to provide full-service, multi-camera, live-switched video production and streaming services for the 2025-26 academic year with two (2) ceremonies in the fall and two (2) in the spring.
- The selected supplier will be responsible for capturing, broadcasting, and delivering high-quality video content with embedded open captions, graphics, and venue display integration.
- Event dates:
• Wednesday, December 10, 2025 – 12pm and 4pm
• Sunday, may 3, 2026 – 12pm and 4pm a. Pre-production
• Participate in an in-person, pre-event walk-through at addition financial arena (date TBD). 
• Determine the location to setup equipment in addition financial arena. 
• Conduct technical planning, scouting, and coordination meetings with college and the addition financial arena team as needed.
• Determine and test a signal flow utilizing the arena’s existing fiber and SDI patches. 
• Coordinate with existing audio supplier to receive a line feed from their system and mix it with additional microphones to provide a fuller sound. 
• Coordinate and complete a test stream utilizing college’s YouTube channel at least fourteen (14) days before the event. 
• Coordinate with college existing captioning supplier for embedded captions. 
• Coordinate with addition financial arena staff regarding load-in and load-out timelines.
o Load-in is not possible prior to the previous day’s event load-out, typically around 8pm.
b. Production services (event day)
• Provide multi-camera video coverage.
o Two (2) long lens PTZ cameras positioned at the back of the event floor.
o Static wide-angle camera at concourse level.
o Two (2) roaming wireless cameras on event floor.
o Two (2) PTZ cameras at front of stage to capture graduate’s names being called and shaking hands with the president.
• Ensure audio feed is working as intended with arena supplier.
• Deliver a switched video feed with embedded open captions to both the in-venue videoboard and projectors and college’s YouTube channel.
• Provide all required video, audio, and communication systems.
• Ensure all internet feeds function at the required speeds and have additional backups in case of any issues.
• Provide a full crew to ensure a production value at or above previous ceremonies (available on college’s website).
• Provide a client monitor for college staff to monitor the stream. c. Deliverables
• Clean recording (no captions) of both ceremonies, delivered via SSD within three (3) days of the event.
• Live streamed video with open captions to college YouTube channel.
• Live captioned video feed to arena videoboard and projectors.
- Questions/Inquires Deadline: July 31, 2025