Live Production Services

The Vendor is required to provide to ensure the seamless production and live streaming of our convocation ceremonies.
- Work includes, but is not limited to:
•    Technical production, including audio, visual, and lighting
•    Livestreaming and recording
•    Set up and dismantle services
•    Event planning support
- This is the official occasion where degrees and diplomas are conferred, signifying the successful completion of their challenging programs.
- It's important to remember that while graduation refers to the act of completing your degree requirements, convocation is the dignified event that formally honours that accomplishment.
- Additionally, throughout the year, we host donor events ranging from intimate gatherings to grand celebrations that welcome 200 to 500 guests.
- Live Streaming and Recording: Comprehensive capabilities for high quality live streaming and event recording.
•    Live streaming shall be done with 4k cameras
•    Streaming at a minimum of 1080p
•    Streaming server to have a maximum of 25 seconds of latency
•    Minimum of four (4) broadcast-style cameras with long lenses and digital zoom capabilities.
•    Live video mixing from different camera angles
•    Equipment to record, encode and transmit the livestreaming, including cables.
•    Real-time cloud transcoding
•    RTMP Ingest server located in state
•    Livestreaming of all convocation ceremonies online via the university website, from beginning to end, and live on YouTube.
- Lighting: 
•    Full-service lighting solutions tailored to enhance the ambiance and visibility of the ceremonies.
•    All lighting is to be from a running track and directed from a wide angle.
•    Stage lighting for full edge to edge of stage (for a minimum stage size of 40’ x 30’) with key light for lectern locations and area.
•    Skilled lighting operator familiar with live video production. It is expected that the lighting will consist of current technologies.
•    Lighting fixtures to be colour corrected to match house LED lighting.
- Audio: 
•    Flown public address (PA) system.
•    Shall consist of a 3-way stereo, actively powered speaker system and an application to provide full range.
•    Undistorted sound to every seat/viewing area in the venue. Line array L-Acoustic Kara II with SB 18 sub (or equivalent).
•    Front fill speakers, two (2) L-Acoustic A10 wide-stage fold-back speakers (or equivalent), six (6) L-Acoustic K8 (or equivalent), for platform party.
•    Lectern microphone(s) for main and side speaking locations.
•    Wireless Shure Axient microphone (or equivalent) for the drummer and area.
•    Mix send for live stream
•    Playback device for pre-event background music.
•    Shure PM900 hardwired IEM system (or equivalent) routed for the closed captioning operator.
- Visual: Projection surfaces:
•    12’ x 21’ rear projection surface with black dress-up kit of black velour drape behind main stage on running track with LED projector, minimum of 20,000 lumen projector at 1920x1080 resolution.
•    7.5’ x 13’ rear projection surface with black dress-up kit of black velour drape behind main stage on running track with LED projector, minimum of 8000 lumen projector at 1920x1080 resolution. 
•    Image magnification (Imag) for all activities that occur on the feature stage and the ability to capture audience and patron participation.
•    All control and output equipment to blend, layer, and mix between the camera sources, graphic sources, and guest media devices.
•    Audio output available from video files and guest media devices.
•    Minimum two (2) cameras with professional operators.
•    Ability to play provided graphic content for pre-event and post event.
•    Ability to provide custom graphics for crowd instruction in case of delay or emergency.
- Setup and dismantle: Setup time is strictly limited to one day before the first ceremony. For dismantling, all equipment must be removed within 2 to 3 hours after the conclusion of the final ceremony on Friday afternoon.
- 3D Audio-Visual Mapping: Capability to provide 3D audio-visual mapping of event spaces prior to the event. This allows for the proactive setup of electronics and pre-event validation that systems will perform as expected, ensuring optimal sound and visuals.

- Contract Period/Term: 3 years
- Mandatory Site Meeting Date: November 14, 2025
- Questions/Inquires Deadline: November 21, 2025