The LCTCS Annual Conference will take place in the Elite Hall A, Elite Hall B, Empire B, meeting rooms (breakout rooms) and surrounding foyers and corridors with an expected overall attendance of 1,300 persons. Bidders may expect an audience of up to 100 persons in each of the meeting rooms and 900 during the plenary sessions. It is advised that each Bidder be familiar with the capabilities and limitations of these venues at the Hyatt Regency New Orleans. The very nature of advanced bidding for services cannot anticipate needs that may arise during the course of the Event. We therefore stipulate that the successful bidder should be willing to accommodate minor changes as they may occur, without incurring extra charges to LCTCS as long as the amount of equipment and materials used does not appreciably change. In general, Bidders should assume the following particulars when preparing and submitting their proposals. 1. Submit your bid in a fully itemized form. Be sure to list which equipment will be used in which room on which days. AV load-in will take place on Monday, September 22, 2025, beginning at 8:00 a.m. 2. Provide professional-level, superior quality using instruments and materials appropriately matched to the size and use of each meeting space, with sound levels and projection light intensity beyond merely adequate capability. Include the goods and services your experience dictates are necessary to flawlessly execute the A/V needs of this multi-venue event. 3. There will be simultaneous use of all venues. In other words, equipment packages are static and should not be shared between rooms unless special needs arise. 4. You guarantee to provide adequate engineering and operations personnel to independently execute the ongoing, and sometimes changing, audiovisual and staging needs of the Event. 5. Bidders must agree to liaise with Hyatt Regency New Orleans engineering staff to provide “public address audio” to common areas for announcements and plenary sessions coverage. 6. To ensure 100% performance, Bidder guarantees to provide on-site redundancy in case of equipment failure.
