Specifications include, but are not limited to: 1. Breakout Rooms (note the days for each room on the schedule provided). Equipment provided to each breakout session must include a minimum of: • Handheld mic with podium stand • 4 channel mic/audio mixer • Eon 10” Powered Speaker • Extension cords, cabling and power strips as required to complete audio connections • 3000 lumen (min) LCD projector • 8’x8’ Tripod Projection Screen with Skirt • Audio Patch for Laptop/Video playback/cd/iPod • AV stand with skirt (extension cords, cabling and power as required to complete audio connections) • Laptop equipped with MS Office Suite and connected to conference Wi-Fi 2. Plenary Sessions and Impact Awards Gala (Grand Ballroom B-D). Equipment provided to each session must include a minimum of: • 2 Shure QLX-D Wireless lavaliere mics • 1 Shure QLX-D Wireless handheld mic • MX415/C Wireless podium Mic • 32 Channel Digital Audio mixer w/digital audio snake and stage boxes • SDI distribution/cabling from mix to screen and monitors • Production Media Laptop • 8 input Blackmagic Design Switcher w/Digital Media Recording Deck • Audio Patch for Laptop/Video Playback device (iPod or similar) for music, etc. • JBL Line Array sound system to be flown on truss with ground support • Rear Speakers for projection to the back of the room • Flown (Ground Supported) Light Package as required to illuminate stage, minimum to include: o 5 LED wash lights o 5 moving lights o 16 LED uplight kits o 6 Etc. source4 Ellipsoidal Fixtures o Cabling • 16’ heavy black velour pipe & drape (at least 60’) • 2- 1080 (min) HD cameras with zoom and tripod • Camera spider pod TR2SP2 riser platform • Cabling from camera to mix • 2-14,000 lumen (min) HD DLP projection – priced individually • 2-16’ truss screens – 16:9 Rear Projection with dress kits – priced individually • Scaffolding as required to position and accommodate large projectors (rear projection)- Minimum 6’ high • 3-47” Full HD LED TV/Display (2 confidence monitors & 1 timer/clock with table stand) • 1- 20’ x 10’ LED Wall minimum 3mm pixels with Controller and Operator • Presenter’s podium with space for water (shelf underneath) 3. Social Media Lounge (Grand Salon) • 1- 8’ x 8’ 3.91mil Curved LED Wall, Ground Support with Processing & MAC • 2 - 8’h x 3.3’w 3.91mil LED Wall Column, Ground Support with Processing & MAC • 2- QSC Powered Speaker Out fills • 4-channel Mic/Audio Mixer • Audio Patch for Laptop/Video Playback/CD/iPod 4. Large Breakout Rooms: Grand Ballroom A (Women’s Leadership Summit) and Churchill D. Equipment provided to rooms must include a minimum of: • Shure UHF Wireless Lavaliere Microphone (Clip-On) • 1- 9 X16 Truss Screen w/ Dress Kit • 7500 Lumens Projector Interchangeable Lenses • 4 – JBL VRX Powered Speakers • 4-Channel Mic/Audio mixer • 2 Wireless Handheld mics • Audio Patch for Laptop/Video Playback/CD/iPod • 2- Etc. source4 Ellipsoidal Fixtures w/Stands and Dimmer packs (Stage Wash) 5. Chemin Royale Foyer. Equipment provided must include a minimum of: • 20’ Black Velour Drape • 16' High Panels & 16' High Uprights • Bases for Uprights & Cross-Bars • 6- LED Uplights 6. Grand Ballroom B (Reception) • 2 Speakers for Reception • Wireless handheld mic 7. Miscellaneous. • 4-65” LED HD TV monitor with stands plus cabling and 4 Laptops (for Social Media coverage stationed throughout conference space) • 3-Power cables for registration area • 1-Power cable for vendor registration area in Grand Salon • 2 laptops for helpdesk (near registration counters) 8. Provide crew of at least EIGHT (8) as stagehands, camera operators, onsite techs, audio production, video production, load in/out labor during entire 3-day event. Bidder understands that your crew will be made available to perform whatever/whenever tasks related to the event are required. Your bid must include total labor expense. No add-on or supplemental labor estimates are allowed and will disqualify the bid. 9. Bidder should provide a convincing narrative, which describes why their services should be chosen over the competition. The narrative must include a description(s) of similarly sized events that help prove the Bidder’s capacity to provide the services required herein and demonstrates the Bidder’s ability to successfully complete an audiovisual project of this magnitude.
