A vendor is sought to provide audio visual and staging services for a multi-venue event in Louisiana. The scope includes delivering high-quality, professional-level equipment and materials matched to the size and purpose of each meeting space, ensuring optimal sound levels and projection light intensity. Equipment packages are to be static and not shared between rooms unless special needs arise, with simultaneous use of all venues anticipated.

The provider must guarantee adequate engineering and operations staffing to execute audio visual and staging requirements, which may change during the event. For breakout rooms, the required equipment includes handheld microphones with podium stands, 8 channel audio mixers, JBL Eon315 280 speakers, and necessary extension cords, cabling, and power strips. Plenary sessions and the Impact Awards Celebration require more advanced equipment, including Shure wireless microphones, podium microphones, camera riser platforms, extensive cabling, LED walls (including a 20’ x 10’ LED wall and additional panels for a 64’ wall), and operators. The contract period will be for one year.

Questions related to the RFP must be submitted by March 10, 2026.