Overview

We are seeking proposals from qualified Audio Visual (AV) service providers for an upcoming event. The selected vendor will deliver comprehensive AV support for general sessions, breakout rooms, registration, and exhibit hall areas as described below and comprehensive costs.  All travel costs will be the responsibility of the AV company outside of hotel rooms, that will be booked by the conference.

Event Details

• Event Name: South West Transit Association Annual Conference
• Event Dates: March 30 – April 2 (Set Up 3/29)
• Location: Albuquerque Convention Center 401 2nd St NW, Albuquerque, NM 87102
• Expected Attendance: 550

Scope of Services

1. General Session

• Room Setup: One general session room
• Screens: Two large projection screens/drape can be provided from decorator
• Audio: Full audio system for the room
• Video Projection: Projectors for both screens
• Lighting: Ambient and Stage Wash
• Microphones: Podium microphone and 2 additional lav. Microphones if needed
• Staff Support: Dedicated Technician

2. Breakout Sessions

• Rooms: Up to five breakout rooms running concurrently
• Equipment per Room:
  • One laptop
  • One basic podium microphone
  • One projector (this could be provided by the client depending on cost)
  • One large screen (please specify sizes)
  • Basic audio support available

3. Public Areas

• Registration Area:
  • PA system for background music and/or announcements
• Exhibit Hall:
  • PA system for announcements and background music

Vendor Responsibilities

• Delivery, setup, operation, and teardown of all AV equipment
• On-site technical support during all event hours
• Coordination with event staff and presenters
• Troubleshooting and real-time support for all AV needs

Proposal Requirements

• Company profile and relevant experience
• Detailed equipment list and specifications for all provided items
• Staffing plan, including on-site technicians
• Pricing breakdown (equipment rental, labor, delivery, administration, travel cost)
• References from similar events
• Certificate of Insurance

Submission Instructions

• Proposal Deadline: December 15, 2024
• Submit Questions/Proposals To: Andrea Ball andrea@planitworld.com or call/text 301-335-2715 or learn more at www.swta.org.

Evaluation Criteria

Proposals will be evaluated based on:

• Relevant experience and qualifications
• Equipment, quality and suitability
• Cost competitiveness
• References and client feedback
• Ability to meet event timelines

We look forward to receiving your proposal and partnering for a successful event.