Specifications include, but are not limited to: 3.2 Project Details Host the TWU Houston Campus Commencement Ceremonies. Dates and times of the commencement ceremonies: Spring Commencement 2018: Wednesday, May 9, 2018 at 7:00PM or Sunday, May 13, 2018 at 2:00PM Fall Commencement 2018: Wednesday, December 12, 2018 at 7:00PM 2019 – 2021: To be determined. 3.3 Mandatory Requirements/Conditions 3.3.1 Vendor must appoint one (1) main point of contact for all communication regarding all items related to this project including but not limited to deliveries, billing questions, stage set up, A/V issues, parking related services, etc. The point of contact must be available for at least one preproduction meeting and must be on-site and available for the dates listed in section 3.2. 3.3.2 Capacity of guests: 3500. 3.3.3 Guest Chairs and Stage Chairs provided by the venue. 3.3.4 Stage provided by the venue. 3.3.5 Room for faculty assembly. 3.3.6 Area for students to line-up. 3.3.7 Wireless internet connections for TWU limited number of devices. 3.3.8 Wired internet connection for TWU PC for live stream event. 3.3.9 Table with an electrical outlet to be used for merchandise sales 3.3.10 Water stations for student line-up area. 3.3.11 Catering of light refreshments for faculty assembly room. 3.3.12 10-20 Guest Rooms for the night of Commencement (Guest will pay individually) 3.3.13 Event charges billed to a Master Account 3.4 Mandatory/Preferred Requirements/Conditions 3.4.1 Preference will be given to a proposer able to provide audio visual work as detailed: 3.4.2 Provide minimum three high definition camera shots Reference point will always be facing the stage. Camera 1: Left side of room for capturing students walking on the stage, with sport lens capability. Students will walk from right to left on stage. Camera 2: Back of the room for capturing the stage with sport lens capability. Camera 3: In the center, facing the audience, for capturing the procession. Camera 1 and 2 must be man operated. Camera may be a robot camera. All other camera can be robot cameras. Exact location of the cameras will be decided in the setup planning with TWU manager. 3.4.3 Provide live technical director to follow the commencement script and on the fly. 3.4.4 Provide recordings of the ceremony in the form of DVDs. Five copies each with DVD label must be provided no longer than one (1) following the ceremony. 3.4.5 Provide a live audio and video feed via HDMI for live streaming which will be conducted by TWU staff and equipment. 3.4.6 Preferably provide one set of headphones in parallel with the Technical Director’s headphone and crew to TWU staff who will be listening to the commands of the technical director to the camera men. 3.4.7 TWU will provide one audio CD and movie clip to be played accordingly before/after the ceremony. 3.4.8 Provide all personnel and labor for the setup, rehearsal, ceremonies, and teardown. 3.4.9 Be able to receive an audio input of a keyboard. A keyboard player will be performing during the ceremony stationed on the left side of the stage. 3.4.10 Provide a timeline of the full operation, arrival, setup, breakdown, which will be discussed and agreed upon by all parties. 3.4.11 Be ready to start the setup as soon as the venue releases the space, accordingly to the preapproved timeline. 3.4.12 Be prepared to perform breakdown and cleanup following the ceremony per pre-approved timeline. 3.4.13 Finish the set up and be ready to test the entire system per Attachment B – Commencement Tentative Timeline prior the ceremony at a time designated by TWU. At this time TWU will provide a full test of sound, lightning, and live stream. 3.4.14 Run a sound test with keyboard player and singer at a time designated by TWU. 3.4.15 Be prepared to provide microphones for the TWU full orchestra or chamber orchestra. If the orchestra is confirmed. 3.4.16 The two camera operators will use an elevated platform base in order to have clear eye sight in any direction to the public and stage. 3.4.17 Provide three microphones: two at the stage (wired preferably) located on each podium and one (wired preferably) located at the table of the faculty who will read the graduate’s name.