Audiovisual Services & Equipment 2025 Summer Conference

Background
The contract is issued for audiovisual services and equipment for the Annual Summer Conference taking place from July 31 to August 3, 2025, at the Marriott Virginia Beach Oceanfront Hotel. The goal is to provide comprehensive audiovisual support for various sessions and meetings during the conference, ensuring high-quality presentations and recordings.

Work Details
The contractor will provide the following audiovisual services and equipment:
- **Board and Council Meeting (July 31)**:
- 25 Push to Talk Microphones compatible with Shure DDS 5900 System.
- Audio for room with an audio technician.
- 1 minimum 2500 Lumen LCD Projector with long-throw lenses.
- 1 projection screen (minimum size: 8'x8').

- **General Session (August 1 & August 2)**:
- Two 10'x17' screens.
- Two minimum 6K LCD projectors with long-throw lenses.
- Distribution amplifier and seamless production switcher with graphics capabilities.
- Confidence monitor (40-42” minimum) and laptop at control desk (with backup).
- Video up-down cross-converter for podium video interface.
- Sound system with a minimum of four powered speakers on stands, various microphones, a presentation remote, and a digital mixer.
- Video camera on a fluid tripod and HD recording device for presentations.

- **Video Replay Session (August 2 & August 3)**:
- One minimum 6'x10' screen, one minimum 1-5K LCD projector, sound support, and AV technician.

- Additional AV needs include audio support for a separate private event on August 3 from 7 pm – 9 pm, video processing of presentations into clips of HD-quality video, and complimentary editing hours.

Period of Performance
The contract will be performed from July 31 to August 3, 2025.

Place of Performance
Marriott Virginia Beach Oceanfront Hotel, Virginia Beach, VA.