Event Production Services

The vendor is required to provide event production services on an as-needed basis.
a. Service categories
1. Creative development and direction:
•    Décor (stage and room)
•    Custom signage and banners
•    Custom display units
•    Pipe and drape
•    Graphic design – includes event logo creation
2. Rental supplies and equipment:
•    Stage and risers
•    Tents
•    Rope and stanchions
•    Safety or ADA compliance equipment
•    Chairs
•    Conference tables (6 ft.)
•    Linens
•    Pipe and drape
3. Production services and av equipment:
•    video creation and production, includes animation and motion graphics
•    Video cameras and monitors
•    Microphones, speakers and audio feed
•    Projection equipment and screen
•    Lighting: lamps and light sources
•    Teleprompter
•    Online virtual platforms (zoom webinar)
•    Webcasting capabilities and equipment
•    Full production crew (audio/video/lighting/producer/director,
•    Webcast tech – onsite and virtual
•    Zoom webinar license up to 3,000 attendees 
4. Other services:
•    Event project management to coordinate with agency event manager
•    Technical director
•    Voice over talent
b. Scheduled events for 2025 – 2026
1. Town hall – hybrid event
•    Include video and audio production services that may include video recording, stage and lighting design, onsite production services, pre- and post-production services such as editing, lower thirds and open captioning. 
•    Full production crew, including but not limited to audio, video, lighting, producer, director, and webcast tech, onsite and virtual. 
•    Zoom webinar platform to view event via livestream, audience Q&A, and reporting dashboard. post-event editing (includes close captioning) of event recording within 48 hours. 
•    Collaborating with overseas production companies in Europe and Asia, which may involve overcoming language barriers, understanding differences in production equipment, and adept to pre- and post-production planning and deliverables within various time zones.
2. Homecoming – hybrid event
•    Include video and audio production services that may include event project management (project staffing), video recording, lighting, pre- and post-production services, such as editing, lower thirds and open captioning. 
•    Interactive virtual platform to view event via livestream, live chat, and reporting dashboard. 
•    Stage design and event décor.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 25, 2025