AV Specs 2026 Executive Program.pdf
PDF 247 KB Posted
- Solicitation number
- QQ-127450
- Issued by
- Rockingham County, Virginia
About this file
This is an audiovisual specifications document for the Commonwealth of Virginia's CASC Executive Program conference scheduled for December 2-4, 2026, at the Hotel Madison & Shenandoah Valley Conference Center in Harrisonburg, Virginia. The event requires comprehensive audiovisual services and equipment across three days, supporting between 100-150+ attendees with multiple concurrent sessions. The Board and Council Meeting on Wednesday, December 2 (12:00 p.m.-5:00 p.m.) in the Shenandoah A room (34' x 75') requires 25 push-to-talk microphones compatible with Shure DDS 5900 systems, with the client supplying additional portable discussion units. The General Session in Shenandoah B&C (76' x 75') on Thursday and Friday requires dual 10'x17' screens with 6K minimum LCD projectors, a seamless production switcher with recording capabilities, picture-in-picture capability, confidence monitors, distribution amplifiers, video up-down converters, podium microphones, wireless lavaliere and handheld microphones, a 12-channel mixer, video camera on fluid tripod with HD recording device, stage lighting suitable for high-quality video recording, and floor-to-ceiling drape with uplighting and rim lighting for presenter separation.
The contractor must provide one audio technician, one video/graphics technician, and one camera technician for the duration of the event. Critical deliverables include processing and uploading all presentation recordings to an online platform within three weeks following the event, with a minimum of 15 hours of complimentary video processing and editing. Video recordings must be processed into 30-90-minute clips of 1 GB each in HD quality, with single presentations potentially broken into smaller segments. Bidders must submit proposals through the Commonwealth of Virginia's eVA procurement portal. Lodging is not provided by the event organizers, but two rooms are available for contractor rental at the conference rate of $110 per night at the contractor's expense. Samples of previous work are required as part of the bid submission.
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| File | Type | Posted |
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| General Terms and Conditions.pdf |
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Text version
Audiovisual Needs for the CASC Executive Program, December 2 through December 4, 2026, Hotel Madison & Shenandoah Valley Conference Center, Harrisonburg, Virginia
Board and Council Meeting (Wednesday, December 2, 12:00 p.m.-5:00 p.m.)
100-120 Attendees
Classroom-Style Room (Shenandoah A) 34’ x 75’ Room 25-Push to Talk Microphones, compatible with Shure DDS 5900 System
(Client will supply 25 additional Shure DC 5980 P Portable Discussion Units) (Client will supply Shure DC 5980 P Portable Discussion Unit for DDS 5900)
1-Audio for Room
General Session
(Thursday, December 3, 8:30 a.m. – 6:00 p.m.)
(Friday, December 4, 9:00 a.m. – 1:00 p.m.)
150 + Attendees, between 1-4 presenters at a time
Classroom-Style Room (same room as Wednesday) (Shenandoah B&C) 76’ x 75’ Room
2-10’X17’ Screens 2-6K (minimum) LCD Projectors, with long-throw lenses with the ability to project across room without occupying floorspace. Short-throw lenses also acceptable with client approval.
1-Distribution Amplifier 1-Seamless Production Switcher with still-store for walk-in graphics, with integral graphics and video playback, laptop input, and camera input. Integrated recording.
1-Picture-in-picture Switcher for recording Presenter and PPT 1-Confidence Monitor 40-50”
1-Laptop at Control Desk (and 1-Backup) with ability to play PPT, multimedia clips 1-Video up-down cross-converter for podium video interface from the podium supporting Display Port and HDMI, as well as analog (via 3.5mm headphone jack) and digital audio (via HDMI)
1-Sound for Room (min. 4-1000w powered speakers on stands) 1-18” Podium Microphone (“gooseneck” style)
3-Wireless Lavaliere Microphones (prefer UHF or digital) 3-Wireless Handheld Microphones (prefer UHF or digital) 1-Laptop Audio Interface at Control Desk, including HDMI and analog 3.5mm
1- Presentation Remote with 100-foot range 1-12 Channel Mixer (preferably digital) 1-Video Camera on Fluid Tripod with Controls. Camera to be on riser.
1-HD Recording Device to Accept PPT and Camera Shot of Presenter and Audio 1-Audio Technician
1-Video/Graphics Technician 1-Camera Technician Stage Lighting sufficient for high-quality video recording in room that is 76’ x 75’
Sufficient drape for space behind stage, including both screens, floor-to-ceiling, along with sufficient lighting to illuminate speaker for video recording, even if wearing dark clothing. Sufficient uplighting/rim lighting for the drape behind the stage to give some separation for the presenter
Additional AV Needs -Ability to process all video recordings of presentations and convert upload them to an online site for later viewing (within 3 weeks following event).
-At least 15 Hours of Video Processing and Editing Complimentary -Process presentations into 30–90-minute clips of 1 GB, HD-quality video each. Single presentations may be broken into smaller clips, but no clip shall exceed 1 GB.
Samples of previous work required.
Lodging not provided; 2 rooms will be available for rental at contractor’s expense at conference rate of
$110/night.
File details come from the government source that posted it. Updated .