GEO. L. SMITH II GEORGIA WORLD CONGRESS CENTER AUTHORITY

REQUEST FOR PROPOSALS

For the:

AUDIO VISUAL AND PRODUCTION RIGGING SERVICES

GEORGIA WORLD CONGRESS CENTER AUTHORITY

ATLANTA, GEORGIA

RFP NO. GWCC9326EC

Geo. L. Smith II Georgia World Congress Center Authority

REQUEST FOR PROPOSALS

RFP No. GWCC9326EC

AUDITO-VIDUAL AND PRODUCTION RIGGING

SERVICES

Atlanta, Georgia

I. General Information

A. OVERVIEW

Notice is hereby given that the Geo. L. Smith II Georgia World Congress Center Authority (hereafter referred to as “GWCCA” or “the Authority”) is soliciting competitive sealed proposals from experienced and qualified firms interested in providing comprehensive Audio-Visual and Production Rigging Services at GWCCA facilities.

The successful firm shall provide the management, staffing, equipment, technical expertise, sales and customer service support, and operational resources necessary to deliver high-quality audio-visual and production rigging services for events held at GWCCA facilities. Services shall include, but not be limited to, general session production, breakout room AV support, trade show and exhibit hall services, digital displays and projection systems, sound and lighting systems, hybrid and virtual event production, video recording and streaming, production rigging, equipment and inventory management, and related technical and operational support, as further described herein.

The successful firm shall serve as the preferred provider of audio-visual services for trade shows, fan festivals/conventions, and activations, and as the exclusive provider of production rigging services for exhibit hall floors and ballroom General Sessions at GWCCA facilities.

All services shall be provided in accordance with the terms, conditions, performance standards, and requirements set forth in this Request for Proposals (RFP).

In issuing this RFP, it is the intent of the Authority that one finalist firm whose proposal is determined through the evaluation process described herein to be especially desirable will be selected to enter into discussions with the Authority for the services described herein. However, all proposals received that are fully responsive to this RFP may be eligible for further consideration at the Authority’s discretion.

All respondents to this RFP and their team members are subject to instructions communicated in this document and are cautioned to completely review the entire RFP and follow instructions carefully.

The Authority reserves the right to reject any or all statements, submittals and/or proposals, and to waive technicalities, irregularities, and informalities. The Authority reserves the right to cancel, stay or otherwise cease to prosecute this procurement at any time without selecting a respondent to provide the described services, without any liability to any respondents or any other person or entity. The Authority is under no obligation to make an award relating to this RFP to any respondent. Any agreement to be executed for the services contemplated by this procurement must conform to the terms and conditions of all other agreements to which the Authority is a party and to all other antecedent or otherwise paramount legal duties of the Authority. Any agreement to be executed for the services contemplated by this procurement shall be subject also to applicable law.

B. RESTRICTION OF COMMUNICATION (REMAINS IN EFFECT)

From the time of original advertisement of this RFP solicitation, through this RFP issuance and proposal evaluation until final award is made to a successful respondent and such award is announced, interested firms are not allowed or permitted to communicate about this solicitation or scope with any staff or any official representatives of the Authority or their consultants involved in this procurement, except for submission of questions as instructed in the RFP, or as provided by any existing work agreement(s). Finalists and Apparent Awardee(s) are restricted from making public statements or press releases about their selection as finalists or the apparent award. For violation of this restriction, the Authority reserves the right to reject the submittal of the offending respondent.

C. PROJECT INFORMATION

1. Authority Information

The Georgia World Congress Center Authority (GWCCA) campus, which includes Georgia World Congress Center, Centennial Olympic Park, Mercedes-Benz Stadium, and Signia by Hilton Atlanta, is the largest combined convention, sports, and entertainment campus in North America. Since 2014, GWCCA has managed and operated the Savannah Convention Center (SCC) – marking the industry’s first-ever private-to-public facility management agreement. These facilities exist for the primary benefit of promoting and facilitating events and activities that generate economic benefits to the citizens of the state of Georgia as well as enhance the quality of life for every Georgian.

Georgia World Congress Center Georgia World Congress Center is the largest LEED Gold certified convention center in the world and continues to be one of the nation’s premier destinations for conventions, trade shows, film production, and much more. GWCC encompasses 3.9 million square feet and is among the largest convention centers in the nation in terms of exhibit space. GWCC features 13 exhibit halls offering 1.5 million square feet of prime exhibit space in addition to 98 meeting rooms, 3 auditoriums, 2 grand ballrooms, and various outdoors spaces and plazas. Georgia International Plaza includes a parking deck and pedestrian plaza on Andrew Young International Boulevard adjacent to Georgia World Congress Center and Mercedes-Benz Stadium.

Centennial Olympic Park Commemorating the 1996 Centennial Olympic Games, Centennial Olympic Park (COP) is a 22-acre urban oasis in the center of Atlanta’s dynamic downtown entertainment district and is operated by Georgia World Congress Center Authority. COP’s great lawn provides natural seating for 20,000 and new features make it the ideal location for a variety of events. Centennial Olympic Park is located adjacent to the Georgia World Congress Center.

Mercedes-Benz Stadium/The Home Depot Backyard The 71,000-seat Mercedes-Benz Stadium (MBS) is home to the Atlanta Falcons and Atlanta United and annually hosts the AFLAC Kickoff Game, Chick-fil-A Peach Bowl, SEC Football Championship Game along with other special events and concerts that provide fans with an unparalleled experience while contributing to the economic growth and success of Atlanta and the state of Georgia. Sitting in the former footprint of the Georgia Dome, The Home Depot Backyard functions as a fan experience zone and parking lot during events at MBS, and as greenspace open to the public on non-event days.

Savannah Convention Center In 2014, the Georgia International Maritime and Trade Center Authority (now Savannah-Georgia Convention Center Authority) approved the selection of GWCCA to manage and operate the Savannah International Trade & Convention Center – today known as Savannah Convention Center (SCC) – marking the industry’s first-ever private-to-public facility management agreement. The 330,000-square-foot SCC currently features 100,000 square feet of exhibit space, a 367-seat auditorium, 50,000 square feet of prime meeting space consisting of 13 meeting rooms, a 25,000-square-foot Grand Ballroom, and four executive board rooms. In fiscal year 2020, the Georgia General Assembly approved $70M in bonds for an expansion project that will double the exhibit hall space as well as offer a 40,000 square-foot ballroom, 15 new meetings rooms, and a 900-space parking deck. The SCC expansion project broke ground in March 2021.

Signia by Hilton Atlanta Owned by GWCCA and managed by Hilton Management Services, Signia by Hilton Atlanta is the city’s largest downtown ground-up hotel development project in 40 years. The 453-foot-high, 976-room hotel overlooks Mercedes-Benz Stadium and is connected to Georgia World Congress Center’s Building C. Signia by Hilton Atlanta offers more than 100,000 square feet of meeting space, including the largest hotel ballroom in Georgia, an outdoor event deck and lawn, and three boardrooms. The hotel also features eight signature food and beverage experiences, including three restaurants and three bars, as well as world-class amenities, including a spa, beauty bar and fitness center with yoga stations, Peloton bikes and more.

The Authority enjoys a strong service reputation based upon our ability to provide a superior facility and related services. The following Request for Proposals will be used to select an organization to partner with the Authority to deliver a service to our customers in a manner that complements our ongoing operations and commitment to excellence and sustainability.

2. Project Goals

The Authority envisions, for the term of the Agreement, an integrated, full-service Audio-Visual and Production Rigging Services program that provides high-quality, reliable, and innovative services to support events at GWCCA facilities while enhancing the customer experience and maximizing revenue opportunities for the Authority.

II. Evaluation and Selection Process

A. OVERVIEW

The Authority has the following appropriate resources for continued assistance in carrying out this process:

1. Project Procurement Director

This individual shall be assigned by the Authority and will be responsible to the Authority. This individual shall be the Issuing Officer of the solicitation and shall facilitate this procurement process, including posting of solicitations and notices, receipt of submittals and questions, coordination of review, evaluation, ranking recommendation, facilitation of any meetings and interviews, and other duties up to, and throughout selection, and assistance with negotiation and prospective execution of the appropriate agreement(s).

2. Selection Committee

This Committee shall be composed of qualified persons approved by the Authority to review and evaluate respondents’ proposals and possibly interview qualified finalist firms. This Committee shall retain the ability to utilize qualified persons and other resources for advisement as the Committee deems necessary.

B. METHOD OF COMMUNICATION

Public procurement documents, including attachments, and associated addenda (if issued) will be publicly posted on the Georgia Procurement Registry (“GPR”) at the following web address (and may be directly downloaded using Adobe Acrobat Reader):

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp. General communication of relevant, significant information regarding this solicitation will also be made via the GPR. All prospective respondents are responsible for checking the GPR on a regular basis for updates, clarifications, and announcements.

The Project Procurement Director named herein shall be the SOLE point of contact for participating firms for the duration of the procurement. Other specific communications will be made as indicated in this RFP. In accordance with Section I-B above, the Authority reserves the right to reject the submittal of any respondent violating this provision.

C. EVALUATION OF PROPOSALS AND INTERVIEWS

The Selection Committee will evaluate all submittals upon submittal validation by the Project Procurement Director, which shall include verification of receipt-on-time and in good order (apparent responsiveness) and verification of receipt of requested Exhibits (if applicable). Each Selection Committee member/evaluator will assign points using the criteria identified in Section IV. Under facilitation and coordination from the Project Procurement Director, the members will thoroughly review and evaluate Proposals submitted in response to this RFP, using the criteria herein. The Authority will require a comprehensive presentation and interview of submitting firms, the evaluation of which shall augment the proposal evaluation. (More information and instructions will be provided to finalists for the interviews well prior to interview dates). It is the intent of the Authority that one finalist firm whose proposal is determined through the evaluation process described herein to be especially desirable will be selected to enter into discussions with the Authority for the services described herein. However, one or more proposals received from finalist firms that are fully responsive to this RFP may be eligible for further consideration by the Authority.

D. APPARENT AWARD AND FINAL AWARD

After evaluation, if a firm is selected as apparent awardee, the names of the firm will be posted on the Georgia Procurement Registry and all finalists will receive direct notification from the Project Procurement Director of the firm’s selection. The Authority will then schedule and conduct discussions with the apparent awardee firm in pursuit of a prospective agreement(s) suitable to the Authority and Contractor, which will require additional submittals by the apparent awardee. Only the full execution of agreement(s) for the services described herein will constitute final award.

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp

III. RFP Schedule of Events

The following Schedule of Events table represents the Authority’s best estimate of the schedule that will be followed. All times indicated are prevailing times in Atlanta. The Authority reserves the right to adjust the schedule, with prior notice, as it deems necessary.

a. Project Procurement Director issues RFP- 9/2/26

b. Mandatory Pre-proposal & site visit

Georgia World Congress Center Authority Executive Boardroom – Building A 285 Andrew Young International Boulevard Atlanta, GA. 30313

1:30 PM

9/15/26

c. Deadline for submission of written questions and requests for clarification

10:00 AM 9/17/2026

d. Project Procurement Director provides answers/clarifications/addenda-

9/21/2026

e. Deadline for submission of Proposals- 10:00

AM

9/30/2026

f. Proposer Presentation/Interviews (More information about interviews will be issued with clarifications (item “c”, above)

TBD

DELIVERABLES for Proposals

Proposals must include certain signed and notarized Exhibits, which are provided herein, as follows:

a. Exhibit I – Proposal Certification Form

b. Exhibit II – Georgia Security and Immigration Compliance Act Affidavit

c. Exhibit III- Non-Discrimination Certification

d. Exhibit IV – Reference Sheet

e. Exhibit V – Qualification Statement

(Exhibits II and III are required again due to probable expansion of proposing teams). The Proposals must be submitted in accordance with the instructions provided in Section V-B, must be categorized and numbered as outlined below, and must be responsive to all requested information below:

A. Financial Stability: The financial strength and creditworthiness of the proposer will be evaluated to assure the GWCCA that the proposer can perform its obligations including: i) maintaining a smooth and uninterrupted operation. Stability and responsibility of the firm.

B. Qualifications: Education, and experience of the team members proposed to perform services.

Demonstrated competence and experience with comprehensive cleaning and event setup services. Knowledge of current industry products & standards.

C. References about the firm, and/or its previous services or accounts. This includes, but is not limited to, the references about the firm’s ability to satisfy the needs of similar facilities with proposed system or services and the levels of that satisfaction as verified by direct Authority communication with listed contacts. The Authority reserves the right to utilize any relevant reference information received from sources other than those listed by proposer in this evaluation if the Authority deems such sources reputable.

D. Demonstrated experience of the firm in providing similar services, including experience and qualifications of key personnel, and relevance of that experience to the needs of the Georgia World Congress Center Authority. Ability to effectively provide local management to oversee operation quantity, and quality of services provided.

E. Suitability and Stability of proposed goods and services to the objectives of the Authority. This includes, but is not limited to, the firm’s apparent fit to the overall goals of the Authority with regard to this service, and how well the firm’s proposed goods and services fit with Authority employees, clientele and/or guests. How will you help us to be the #1 Convention, Sports & Entertainment Destination in the World?

F. Cost: Overall anticipated proposed cost, as well as any other (if applicable), proposed prices or rates, anticipated cost savings, stated payment terms, discounts, and additional charges. Any items proposed that might result in an impact to operation costs of the authority are subject to this evaluation.

IV. Evaluation Criteria

A. Criteria for Evaluation of Proposals

The Selection Committee will evaluate Proposals using the following criteria:

Qualifications 75% Financial Stability Qualifications References Demonstrated Experience Suitability and Stability

Cost 25%

V. Submittal Conditions

A. SUBMITTAL OF QUESTIONS AND REQUESTS FOR CLARIFICATION

Questions about any aspect of the RFP, or the project, shall be submitted prior to the appropriate deadlines indicated in the Schedule of Events, and shall be submitted in writing to:

Erle Coleman Director of Supply Chain Management Georgia World Congress Center Authority E-mail: ecoleman@gwcc.com

The deadlines for submission of questions relating to the RFP are the times and dates shown in the (Schedule of Events- Section III). At any time prior to the submission date, the Authority may issue an RFP addendum to further clarify any part of this RFP, amend this RFP or issue instructions or further information. Each such addendum will be posted and/or distributed to all respondents. In addition, the Authority may adjust any timelines related to the project referenced herein or otherwise.

B. SUBMITTAL OF PROPOSALS

One (1) original and five (5) copies of the proposals shall be prepared, for a total of six (6) sets. One complete copy must be provided via flash drive as a SINGLE .pdf file. Each submittal shall otherwise be identical and include a transmittal letter. Submittals must be printed on standard (8½” x 11”) paper.

The pages of the qualification submittals must be numbered. A table of contents with corresponding tabs must be included to identify each section as instructed in this RFP. Responses are limited to 50 pages (preferably 25 double-sided pages) or less using a minimum of size 11 font. At least one (1) page shall be devoted to an Organization Chart. This shall be single-sided and not exceed 11” x 17” in folded out size. Narrative information should not be added on this page.

Each proposal shall be prepared simply and economically, providing straightforward, concise information, and a manageable electronic file size. Fancy bindings, irrelevant colored displays and promotional materials are not desired. Emphasis must be on completeness, relevance, and clarity of content. NOTE: All pages shall be included in the page limit EXCEPT for the front cover, cover (transmittal letter), table of contents, tab dividers, organization chart(s), Exhibits I, II, III, IV and V.

Submittals must be sealed in an opaque envelope or box, and reference RFP GWCC9326EC and the words “SEALED PROPOSAL” must be clearly indicated on the outside of all of the envelopes or boxes. Proposals must be physically received by the Project Procurement Director prior to the deadline indicated in the Schedule of Events (Section III of RFP) at the exact address below:

Georgia World Congress Center Authority

GWCC Administration Attention: Erle Coleman

285 Andrew Young International Boulevard, NW Atlanta, Georgia 30313-1591

No submittals will be accepted after the time and date set for receipt. Proposals submitted via facsimile or e-mail will not be accepted. All submittals shall be considered proposals, and all submittals upon receipt become the property of the Authority. Labeling information provided in submittals “proprietary” or “confidential”, or any other designation of restricted use will not be binding upon the Authority or its representatives and ultimately may not protect the information from public view.

Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award. All expenses for preparing and submitting responses are the sole cost of mailto:ecoleman@gwcc.com the party submitting the response. The Authority is not obligated to any party to reimburse such expenses.

C. RFP CONDITIONS

1. Respondents understand and agree that the Authority has the right to reject any and all submittals or to cancel the RFP process at any time without any liability to the Authority or any other person, and is under no obligation to make an award relating to this RFP to any person or entity. In addition, the Authority reserves the right to evaluate only those submittals determined to be fully responsive to the RFP. All such decisions are ultimately to be made in the sole discretion of the Authority, for any reason or for no reason whatsoever, and the Authority is under no obligation to assign any reason for the rejection, non-review or non-acceptance of any submittal. Under no circumstances shall this RFP be construed as a contractual offer.

2. Respondents understand and agree that the Authority may, in its sole discretion, request proposals from, and subsequently enter into an agreement with, any entity selected in this process, including any entity that has previously worked with the Authority in any capacity. Furthermore, Respondents shall not hold the Authority, other Parties, their respective affiliates and/or any of their respective employees, representatives, agents, attorneys, advisors or consultants liable for any reason whatsoever related to this RFP and respondents hereby waive all such claims.

3. Respondents may make no modification, correction or withdrawal of their submissions after the submission date. By submitting its submission, each respondent represents that: (i) it has read and understands this RFP, (ii) its submission complies with the requirements of this RFP, (iii) respondent has the necessary corporate authority to submit its Proposal.

4. All information supplied in this RFP or by the parties or anyone acting on behalf of the parties to each respondent is provided solely as a convenience to facilitate the selection process. The parties do not guarantee the accuracy or completeness of any such information supplied. In addition, respondent shall not rely on any express or implied statements, warranties or representations made by the Parties or anyone acting on their behalf. Respondent agrees that the parties and their affiliates and their employees, representatives, agents, advisors or consultants cannot be held liable for any such statements, warranties or representations or inaccuracies or incompleteness in any information provided.

5. Small and Minority Business Enterprise

It is the policy of the State of Georgia that small businesses, female-owned businesses and minority businesses have a fair and equal opportunity to participate in the State purchasing process.

Therefore, the contractor and the Authority encourages all small businesses, female-owned businesses and minority-owned businesses to compete for, win, and receive contracts for goods, services, and construction. This desire on the part of the contractor and the Authority is not intended to restrict or limit competitive bidding or to increase the cost of the work. The contractor and the Authority support a healthy free market system that seeks to include responsible businesses and provides ample opportunity for business growth and development. The Georgia Department of Administrative Services maintains an office to assist small businesses, female-owned businesses and minority businesses in understanding the State procurement process. In addition to contacting the Authority Purchasing Department, all businesses, female-owned businesses and minority businesses can also contact the Governor’s Small Business Center at the following address for assistance:

The Governor's Small Business Center 75 5th Street, N.W., Suite 825 Atlanta, Georgia 30308 Telephone: (404) 962-4824

All Respondents should be aware that contractors and subcontractors who utilize qualified minority subcontractors may qualify for a Georgia state income tax credits for qualified payments made to minority subcontractors. See O.C.G.A. § 48-7-38.

6. Drug Free Workplace

The Authority, as policy, operates all facilities as a drug-free workplace, and requires that the labor force of the consultant be drug-free. The consultant hereby acknowledges this requirement and asserts that the organization of the consultant adheres to such policy and practice. The consultant acknowledges that it may be required to produce certificates affirming its compliance of these requirements of drug-free workplace for duration of agreement term, at execution, or at any time during the term of the agreement. The consultant shall secure from any sub-consultant hired to work in a drug-free workplace the following written certification: "As a part of the subcontracting agreement with (consultant's name, sub-consultant's name) certifies to the consultant that a drug-free workplace will be provided for the sub-consultant's employees during the performance of this contract pursuant to paragraph 7 of subsection B of Code Section 50-24-3." The consultant may be suspended, terminated, or debarred if it is determined that: 1. The consultant has made false certification hereinabove; or 2. The consultant has violated such certification by failure to carry out the requirements of Official Code of Georgia Section 50-24-3.

7. Non-Discrimination

The Authority shall require, prior to, or incidental to, the award of a contract, confirmation by the respondent stating that the respondent has not discriminated and will not discriminate on the basis of race, creed, color, sex, religion or national origin in any of its employment practices with respect to the work force of the business, or procurement services in connection with this project. The successful respondent will be required to execute certificates, affirming these requirements of non-discrimination. More information is provided herein (See Exhibit III).

8. Vendor Protests

The Authority has established policy and procedures for processing protests from vendors, bidders or proposers regarding the bidding solicitation process and/or award of contracts related to any organizational entity of the Authority. More information on the policy and procedures can be obtained by contacting the GWCCA Purchasing Department. Bidders/Proposers are hereby cautioned that the policy dictates the following requirements of the Bidder/Proposer:

a. An actual bidder/proposer who is aggrieved regarding the award of a contract must file a written protest in accordance with this policy no later than ten (10) calendar days following the award.

b. A vendor who is aggrieved regarding a solicitation must file a written protest in accordance with this policy no later than two (2) business days prior to submittal deadline.

REQUIREMENT

The Preferred Contractor shall have a minimum of five (5) consecutive years of experience providing Audio-Visual and Production Rigging Services comparable in size, scope, and complexity to the services described in this RFP.

The Proposer shall include with its proposal a letter certifying compliance with this experience requirement.

The Proposer shall also provide evidence of recent experience, within the previous five (5) years, successfully providing comparable services at convention centers, conference centers, arenas, large event venues, or other similar facilities. See FORM C

Contractor shall only use trained personnel directly employed and supervised by Contractor or through Contractor’s approved subcontractor or joint venture agreement.

The successful Bidder must be an active legal entity, licensed to do business in the State of Georgia, prior to the start of operation.

QUALITY OF WORKMANSHIP:

The Bidder must be able to demonstrate upon request that it has satisfactorily performed services similar to the services specified herein. The Authority shall be the sole judge as to whether the services performed are similar to the Scope of Services contained herein and whether the Bidder is capable of performing such services.

PERFORMANCE BOND:

The successful Proposer shall furnish and maintain a performance bond or clean irrevocable letter of credit in the amount of $500,000 throughout each year of the Agreement, renewable annually for the duration of the initial term and any exercised renewal terms. The performance bond or letter of credit shall be conditioned upon the Contractor's full and timely performance of its obligations under the Agreement.

The performance bond shall be issued by a corporate surety authorized and admitted to write surety bonds in the State of Georgia. If the amount of the bond exceeds $100,000, the surety shall be listed on the current list of acceptable sureties on federal bonds published by the United States Department of the Treasury or reinsured for any liability exceeding $100,000 by a reinsurer listed on the U.S. Treasury list.

VI. SCOPE OF SERVICE

Audio-Visual Services

The contractor shall provide comprehensive audio-visual services across all event types hosted at GWCCA facilities. The following service categories define the minimum expectations, service levels, and value-added capabilities.

A. General Session Production

Definition:

Full-scale production services supporting large general sessions, keynote presentations, and high-profile events, including simultaneous operations across multiple venues within GWCCA facilities.

Baseline Requirements:

The contractor shall maintain sufficient onsite inventory, equipment, and staffing to support multiple general sessions and concurrent events across the GWCCA campus without reliance on last-minute third-party sourcing.

At a minimum, the contractor shall provide:

• Professional-grade sound system suitable for room size and audience capacity

• Stage lighting package (front wash, basic theatrical lighting)

• Projection system or LED display

• Playback and presentation control (switcher, playback devices)

• Podium microphone and minimum (2) wireless microphones

• Basic staging support coordination

In addition:

• Maintain sufficient inventory to support multiple general sessions and breakout events operating simultaneously

• Ensure equipment is onsite or immediately deployable during active event periods

• Maintain adequate technical staffing to support concurrent events across multiple buildings

• Limit reliance on sub-rented equipment for standard event requirements

Service Level Standards:

• Full system setup, testing, and rehearsal completed prior to event start in alliance with operations outline and Ops set up team.

• Dedicated technical director or lead technician assigned to each general session

• Redundancy provided for critical audio, playback, and presentation systems

• Onsite troubleshooting with immediate response capability (real-time during live events)

• Ability to support overlapping event schedules without service degradation

Best-in-Class / Value-Added:

• Broadcast-quality production capabilities

• Advanced show calling, cueing, and show control systems

• Scenic design and custom staging integration

• Multi-camera production, recording, and live switching

• Integrated hybrid and streaming production capabilities

B. Breakout Room AV Support

Definition:

AV services supporting concurrent meetings, seminars, and breakout sessions.

Baseline Requirements:

• Projector or large format display appropriate for room size

• Projection screen or monitor

• Basic sound system

• Minimum (1) wireless microphone

• Laptop connectivity (HDMI/USB-C) and required adapters

• Standard cabling and power distribution

Service Level Standards:

• Equipment installed and tested prior to session start in alliance with operations outline and Ops set up team

• On-call technician support with defined response time

• Daily equipment checks and maintenance in alliance with event schedule

• Ability to scale support based on room size and event complexity

Best-in-Class / Value-Added:

• Confidence monitors for presenters

• Multi-microphone panel setups

• Integrated audience engagement tools (polling, Q&A)

• Recording and streaming capabilities

C. Trade Show & Exhibit Hall Services

Definition:

AV services supporting exhibitors, booths, and show floor activations.

Baseline Requirements:

• Standard booth AV packages (monitors, small audio systems)

• Equipment rental options for exhibitors

• Power and connectivity coordination with in -house utility provider

• Contractor shall provide routine operational support for the Authority’s existing digital signage systems, including displaying and changing Authority-approved content, assisting with content scheduling, verifying that displays are functioning properly, and performing basic troubleshooting of signage-related issues. Basic digital signage support does not include content creation or graphic design, major programming or system configuration, equipment repair or replacement, or installation of new digital signage equipment unless separately authorized by the Authority.

Service Level Standards:

• Coordination with general service contractor and show management and GWCC facility Ops

• Defined ordering process and exhibitor support desk

• Onsite technical support during show hours and move-in

• Timely installation and dismantle aligned with show schedule

Best-in-Class / Value-Added:

• Interactive displays and touchscreen systems

• Large-scale LED activations

• Digital content management systems for exhibitors

• Experiential and immersive technology solutions

D. Digital Displays, LED Walls & Projection Systems

Definition:

Provision and operation of visual display technologies for events.

Baseline Requirements:

• High-resolution projection systems

• LED wall solutions (various sizes/configurations)

• Standard display monitors

• Media servers and playback systems

Service Level Standards:

• Proper calibration and alignment of all displays

• Backup signal paths for critical presentations

• Onsite technician support for duration of use

• Compatibility with client content formats

Best-in-Class / Value-Added:

• Ultra-high-resolution LED walls

• Seamless video wall configurations

• Real-time content switching and graphics integration

• Creative content support and visualization

E. Sound Systems, Microphones & Interpretation Systems

Definition:

Audio reinforcement and communication systems for events.

Baseline Requirements:

• Sound systems scaled to venue size

• Wired and wireless microphones

• Basic mixing consoles

• Assisted listening devices (as required)

Service Level Standards:

• Clear, balanced audio coverage throughout space

• Frequency coordination for wireless systems

• Backup microphones available onsite

• Continuous monitoring during events

Best-in-Class / Value-Added:

• Line array systems for large venues

• Digital audio networking

• Multi-language interpretation systems

• Advanced audio processing and recording

F. Lighting Design & Theatrical Lighting

Definition:

Lighting systems used for visibility, ambiance, and production enhancement.

Baseline Requirements:

• Stage wash lighting

• Basic theatrical lighting fixtures

• Standard control systems

Service Level Standards:

• Proper lighting coverage for stage and presenters

• Pre-programmed lighting cues for events

• Safe installation and operation

Best-in-Class / Value-Added:

• Intelligent lighting systems

• Custom lighting design and programming

• Architectural and ambient lighting

• Integrated lighting effects for productions

G. Hybrid & Virtual Event Production

Definition:

Technology and services supporting remote participation and virtual events.

Baseline Requirements:

• Streaming capability (single platform)

• Basic camera setup

• Audio integration for virtual attendees

• Internet connectivity coordination

Service Level Standards:

• Stable, uninterrupted streaming

• Synchronization of in-person and virtual elements

• Technical support for presenters and remote participants

• Backup streaming capability

Best-in-Class / Value-Added:

• Multi-platform streaming

• Virtual event platforms and integrations

• Interactive engagement tools (chat, polling, networking)

• Studio-quality production environments

H. Video Recording, Streaming & Broadcast Support

Definition:

Capture, production, and distribution of video content.

Baseline Requirements:

• Single or multi-camera recording

• Basic switching capabilities

• Standard recording formats

Service Level Standards:

• High-quality audio and video capture

• File delivery within agreed timeframe

• Onsite operator for live events

• Backup recording capability

Best-in-Class / Value-Added:

• Live broadcast production

• Post-production editing services

• Graphics and branding overlays

• Content distribution and hosting solutions

Production Rigging Services

The contractor shall serve as the primary rigging provider responsible for delivering safe, efficient, and compliant rigging services across all GWCCA facilities. Rigging services shall include, but are not limited to, rigging for General Sessions held in ballrooms or on exhibit hall floors, as well as rigging associated with sponsored and non-sponsored exhibit booths and activations.

For purposes of this Agreement, a General Session is defined as a programmed event or session featuring one or more presenters and utilizing presentation content and staging. General Session rigging may include rigging required to support staging, audio, video, lighting, projection, LED displays, signage, scenic elements, and other production-related equipment.

Exhibit Hall Rigging includes rigging associated with sponsored and non-sponsored exhibit booths, displays, activations, signage, and other exhibit-related elements located on the exhibit hall floor.

Definition

Production rigging services include the design, engineering coordination, installation, operation, and removal of overhead rigging systems used to support lighting, audio, video, signage, scenic elements, and other suspended equipment for events.

Baseline Responsibilities

The contractor shall provide, at a minimum:

• Installation and removal of all overhead rigging systems

• Point rigging, truss systems, chain motors, hoists, and lifting equipment

• Structural load calculations and coordination with facility engineering requirements

• Standard rigging hardware, cabling, and accessories

• Coordination with event licensees, exhibitors, and general service contractors and GWCC facility ops, event services and partners

Service Level Standards

• All rigging installations shall comply with applicable OSHA, ANSI, and industry safety standards

• Rigging plots shall be reviewed and approved within a defined timeframe (e.g., 48–72 hours from submission)

• Load calculations and engineering review shall be completed for all complex or high-load installations

• Certified rigging supervision shall be present for all installations and dismantles

• Onsite response capability shall be maintained during all active rigging operations

• Clear communication and coordination shall be maintained with GWCCA staff and all event stakeholders

Best-in-Class / Value-Added Capabilities

• Digital rigging plot submission and tracking systems

• Advanced load monitoring and safety systems

• Pre-event engineering consultation services

• High-capacity and specialty rigging systems for complex productions

• Integrated rigging coordination with AV and production elements

Requirements

• Certified riggers (ETCP or equivalent preferred)

• Engineering review for complex loads and specialty installations

• Formal rigging plot review and approval process

• Coordination with exhibitors, general service contractors, and show management and GWCC event services, Facility ops and partners

Equipment & Inventory Management

Definition

Equipment and inventory management includes the procurement, storage, maintenance, tracking, and deployment of all audio-visual and rigging equipment required to support GWCCA events.

Baseline Responsibilities

The contractor shall:

• Maintain on-site inventory sufficient to support concurrent events of varying sizes and complexity

• Provide supplemental equipment as needed to meet event demands (in a timely manner)

• Ensure all equipment is modern, industry-standard, and maintained in good working condition

• Maintain inventory of core AV systems, rigging components, and support equipment

• Efficiently manage back of house inventory storage

Service Level Standards

• Equipment shall be tested, cleaned, and event-ready prior to deployment

• Backup equipment shall be available for critical systems

• Inventory tracking systems shall be maintained to ensure availability and accountability

• Equipment failures shall be addressed immediately with replacement or repair

• Storage and handling procedures shall protect equipment from damage and loss (and according to

GWCC safety standards)

Best-in-Class / Value-Added Capabilities

• Real-time inventory tracking systems

• Predictive maintenance programs

• Technology refresh and upgrade planning

• Scalable inventory strategy aligned with event demand trends

• Dedicated on-site warehouse space and equipment staging capabilities to support the storage, organization, preparation, deployment, and return of AV and rigging equipment.

Staffing & Operations

Definition

Staffing and operations include the management, supervision, and deployment of personnel required to deliver AV and rigging services across all GWCCA events.

Baseline Responsibilities

The contractor shall provide:

• On-site management team responsible for daily operations

• Dedicated account and event managers for client coordination

• Skilled technicians across AV, lighting, rigging, and production disciplines

• Administrative and support staff as required

Service Level Standards

• Staffing levels shall be aligned with event size, complexity, and schedule

• Personnel shall be properly trained, qualified, and experienced

• Coverage shall be provided for all event hours, including early setup and late breakdown

• Rapid response capability shall be maintained for service requests and technical issues

• Clear communication shall be maintained with GWCCA staff, partners, Facility Ops and event stakeholders

The Authority reserves the right to interview and approve the Contractor’s lead on-site personnel prior to their initial deployment or assignment to the GWCCA account and prior to any subsequent replacement or reassignment of such personnel.

Best-in-Class / Value-Added Capabilities

• Dedicated client service teams assigned to major events

• Advanced workforce planning and scheduling systems

• Ongoing staff training and certification programs (and GWCC policies/SOPs)

• Cross-trained technicians to support multiple disciplines

• Performance metrics and service reporting

Customer Service & Sales Model

Definition

Customer service and sales model includes all activities related to client engagement, service delivery, proposal development, and revenue generation for AV and rigging services at GWCCA.

Baseline Responsibilities

The contractor shall:

• Actively market AV and rigging services to event licensees, exhibitors, and meeting planners

• Provide a consultative sales approach to identify client needs and recommend appropriate solutions

• Deliver timely proposals, quotes, and technical designs for all requested services

• Coordinate directly with clients from initial inquiry through event execution

• Maintain a consistent and professional customer service experience

Service Level Standards

• Initial client response within a defined timeframe (e.g., 24 hours or less)

• Proposals and quotes delivered within established turnaround times based on event complexity

• Dedicated account manager assigned for each event or client

• Clear, consistent communication throughout planning and execution phases

• Onsite customer service support available during event operations

• Resolution of service issues within defined response and escalation timelines

Best-in-Class / Value-Added Capabilities

• Integrated CRM system for client tracking and engagement

• Data-driven sales strategies and reporting

• Proactive outreach to repeat and high-value clients

• Custom solution design and creative production consulting

• Post-event reporting and client satisfaction tracking

Safety & Compliance

Definition

Safety and compliance includes all policies, procedures, certifications, and practices required to ensure safe operations and adherence to applicable laws, regulations, and industry standards.

Baseline Responsibilities

The contractor shall:

• Comply with all OSHA regulations and applicable industry safety standards

• Maintain all required certifications for AV and rigging personnel

• Develop and implement a site-specific safety plan

• Ensure proper use of personal protective equipment (PPE)

• Conduct routine safety checks and inspections

Service Level Standards

• Safety plan shall be submitted and maintained throughout the contract term

• All personnel shall be trained and certified prior to performing work

• Incident reporting procedures shall be followed, including timely notification to GWCCA

• Regular safety audits and compliance checks shall be conducted

• Safety briefings shall be conducted for complex or high-risk operations

Best-in-Class / Value-Added Capabilities

• Digital safety tracking and reporting systems

• Advanced risk assessment and mitigation planning

• Continuous safety training programs and certifications

• Real-time monitoring of safety conditions and compliance

• Documented safety performance metrics and reporting

Maintenance & Lifecycle Management

Definition

Maintenance and lifecycle management includes all activities related to maintaining, repairing, upgrading, and replacing AV and rigging equipment to ensure optimal performance and reliability.

Baseline Responsibilities

The contractor shall provide:

• Preventative maintenance plan for all equipment

• Equipment lifecycle strategy outlining replacement timelines

• Repair protocols for damaged or malfunctioning equipment

• Routine inspection and servicing of equipment

Service Level Standards

• Equipment shall be maintained in operational condition at all times

• Preventative maintenance shall be performed on a scheduled basis

• Faulty equipment shall be repaired or replaced immediately (with equal or next-gen equipment)

• Maintenance records shall be documented and available upon request

• Downtime shall be minimized to avoid disruption to events

Best-in-Class / Value-Added Capabilities

• Predictive maintenance programs using performance data

• Technology refresh planning aligned with industry trends

• Asset tracking and lifecycle management systems

• Continuous equipment upgrades to enhance service capabilities

• Sustainability initiatives (energy-efficient equipment, reduced waste)

Marketing & Branding

Definition

Marketing and branding includes all efforts to promote AV and rigging services in alignment with GWCCA’s brand and sales objectives.

Baseline Responsibilities

The contractor shall:

• Promote services in coordination with GWCCA Sales and Event Services teams

• Provide marketing materials describing services and capabilities

• Participate in client meetings, site visits, and pre-event planning sessions

• Support GWCCA efforts to enhance client experience and revenue generation

Service Level Standards

• Marketing materials shall be current, accurate, and professionally presented

• Contractor shall participate in scheduled sales and planning meetings

• Timely support shall be provided for client-facing opportunities

• Branding shall be consistent with GWCCA standards and guidelines

Best-in-Class / Value-Added Capabilities

• Co-branded marketing campaigns with GWCCA

• Digital marketing and online service platforms

• Interactive sales tools and virtual demonstrations

• Data analytics to support marketing and sales strategies

• Participation in industry events and trade shows representing GWCCA

Exclusive / Preferred Provider & Outside Vendor Policy

The Contractor shall serve as the preferred provider of audio-visual services for trade shows, fan festivals/conventions, and activations, and as the exclusive provider of rigging services for exhibit hall floors and ballroom General Sessions at all GWCCA facilities.

For purposes of this Agreement, a General Session is defined as a programmed event or session held in a ballroom or on an exhibit hall floor that includes one or more presenters and utilizes presentation content and staging. General Sessions may include audio, video, lighting, projection, LED displays, scenic elements, signage, and other production-related components.

All event licensees, exhibitors, and third-party vendors shall coordinate AV and rigging services through the contractor in accordance with GWCCA policies.

In the event an outside audio-visual provider is utilized:

• The contractor shall supervise and coordinate all third-party AV activities

• Outside vendors must comply with GWCCA operational, safety, and facility requirements

• The contractor may require use of in-house labor for system integration, patching, and safety oversight

GWCCA reserves the right to approve or deny the use of outside AV providers.

Patch Fees / Supervision Fees / Third-Party Support

The contractor shall propose a schedule of fees applicable when outside AV providers are utilized, including:

• Patch fees for integration into house systems

• Supervision fees for oversight of third-party vendors

• Labor fees for required in-house technicians

All fees shall be:

• Clearly defined in the proposer’s pricing submission

• Reasonable and competitive within the convention center industry

• Subject to GWCCA review and approval

The contractor shall ensure third-party integration does not negatively impact operations, safety, or client experience.

Transition & Mobilization Plan

The proposer shall provide a detailed transition and mobilization plan, including:

• Timeline for implementation of services

• Staffing transition…