Event Production Services

The Vendor is required to provide campus various event production services (“Services”) that will be held on campuses and/or off campuses locations and/or virtually.
- Creative Development and Direction:
•    Contractors shall provide Scenery, Staging, and Display Materials.
•    Examples include:
1.    Décor (Stage and Room)
2.    Custom Signage/Banners
3.    Custom Display Units
4.    Pipe and Drape
5.    Graphic Design – Includes Event Logo Creation
- Rental Supplies and Equipment:
•    Provide all necessary rental supplies and equipment, including:
1.    Stage/Risers
2.    Tents
3.    Rope and Stanchions
4.    Safety or ADA Compliance Equipment
5.    Chairs
6.    Conference Tables (6 ft.)
7.    Linens
8.    Pipe and Drape 
- Production Services and AV Equipment:
•    Must provide audio and video equipment and production services, including:
1.    Video Creation/Production, includes Animation/Motion Graphics
2.    Video Cameras and Monitors
3.    Microphones, Speakers/Audio Feed
4.    Projection Equipment and Screen
5.    Lighting: Lamps and Light Sources
6.    Teleprompter
7.    Online Virtual Platforms (Zoom Webinar)
8.    Webcasting Capabilities and Equipment
9.    Full Production Crew (Audio/Video/Lighting/Producer/Director,
10.    Webcast Tech – Onsite and Virtual
11.    Zoom Webinar License up to 3,000 attendees 
- Services required 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/deliverables within various time zones.
- Event Location: Online & Onsite (Stateside and Overseas)
- Attendees: 1000, with 900 online and up to 75 in-person
- Event Time: Two times a year, typically Fall and Spring
- Services required 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.
- Services required include staging, décor, and set design for Commencement stage and for celebration room. 
- Multi-day video and audio production services that may include sound, confidence monitors, screens, lighting, and livestream.
- Production services that may include stage and lighting, event decor. 
- Full Production Crew (Audio/Video/Lighting/Producer/Director) Graphic design that may include event logo creation, Video services that may include animation/motion graphics, lower thirds. 
- Creation and management of attendee gamification.

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