Event Speaker Support and Content Management Services

The Vendor is required to provide technical and logistical support for all presenters, ensuring a smooth and confident delivery of their content on stage.
- Provide a team of experienced, trained professionals to collect, format, and load all speaker presentations onto dedicated presentation computers and prompter computers.
- Such services shall include, but are not limited to, ensuring all fonts, media, and animations are functioning correctly, providing and operating a teleprompter system, the ability to manage and scroll presenter scripts in real time while following the pace and flow of the speaker, supplying and managing a speaker cueing system, and setting up, equipping, and staffing a dedicated “Speaker Hold Room”.
- The professional team required will vary by event and will be determined during the event planning process.
- Presentation Management: Collect, format, and load all speaker presentations (e.g. PowerPoint, Keynote) onto dedicated presentation computers. This includes ensuring all fonts, media, and animations are functioning correctly.
- Visual Prompting: Collect, format, and load all speaker scripts onto dedicated prompter computers. Provide and operate a teleprompter system for all presenters. The vendor will manage and scroll all presenter scripts in real time, following the pace and flow of each speaker.
- Cueing Systems: Supply and manage a speaker cueing system that allows presenters to advance their slides and provides non-verbal cues to the show caller. This must be a PerfectCue or similar that does not rely on Bluetooth.
- Speaker Hold Room: Set up, equip, and staff a dedicated “Speaker Hold Room.” This space serves as a central hub where presenters can review their slides and practice before their stage time, with direct support from a dedicated technician. This may not be required at all events. 
- Staffing: Provide a team of trained professionals, including a Presentation Operator, Teleprompter Operator, and Speaker Ready Room Technician. With State approval, one technician may fill more than one role.
- The Contractor shall be on-site for all live events.
- Presentation Operator – A single operator responsible for setup and operation of the presentation software and equipment. Staffing need could increase based on the scale of the event.
- Teleprompter Operator – A single operator who controls setup, scrolling and script editing.
- Speaker Ready Room Technician – At least two technicians for smaller meetings. Staffing need could increase based on the scale of the event.