Special Event Stage and Sound Equipment Rental Services

The vendor is required to provide special event stage and sound equipment rental services for include:
a. Audio equipment: there shall be 2 complete, independent systems that may be used.
1. System 1 - shall be used on the great lawn:
• The system must be able to adequately cover a crowd of approximately 15,000 people.
• The system must be a line array speaker system (no small format line arrays).
• The line array system must be flown (no ground stacking will be allowed).
• The system shall provide press feeds to a video truck. the video truck belongs to city
• Additional satellite speakers shall be required for the back half of the great lawn to provide additional coverage.
• The stage will have two (2) podiums. each podium shall have two (2) microphones; a primary microphone and a secondary (back up) microphone.
• The contractor shall provide microphones to cover the commencement band.
• An estimated total of 24 microphones shall be needed.
• One (1) digital front of house mixer with at least 24 channels.
• The contractor shall utilize cable ramps for any and all cables crossing walkways.
• The contractor shall provide staff to assist with the event, at the labor rates specified in response to this solicitation.
2. System 2 - shall be used in the freeman center, in the event of a rain out:
• The contractor shall provide a line array system to cover the university freeman center.
• The line array system must be flown.
• An estimated total of 16 microphones shall be needed.
• The contractor shall utilize cable ramps for any and all cables crossing walkways.
• The contractor shall provide staff to assist with the event, at the labor rates specified in response to this solicitation.
• This system shall be utilized in the event of a rain out for the candlelight ceremony
b. Staging on the great lawn:
• Provide staging to be 24’ x 48’ x 4’ with the last 4 feet to be raised 2 feet higher than the rest of the stage.
• Provide new black skirt for the front and sides of the stage (no faded materials and no visible rips will be accepted).
• Two (2) walkway ramps, one on either side of the stage, shall be set up.
• These ramps shall be ADA compliant.
• The set up shall be completed 3 days prior to commencement.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 05, 2025