Maxwell AFB Symposium AudioVisual Support

The 42d Contracting Squadron at Maxwell Air Force Base is seeking audiovisual support services for the 2026 Air Force Reserve Officer Training Corps (AFROTC) Commander's Symposium scheduled for January 5-8, 2026. The Department of the Air Force Air Education and Training Command requires a vendor to provide comprehensive audiovisual equipment, event space, and technical support services for approximately 145-149 AFROTC Detachment Commanders and staff attending the event at the DoubleTree by Hilton Dallas Near the Galleria. Key requirements include LCD projectors, wireless microphones, sound interfaces, stages, lighting, and room configurations for multiple spaces ranging from 30 to 240 attendees, with detailed daily equipment specifications outlined in the Statement of Work. This is a sources sought notice designed to gather market information rather than a formal solicitation; interested vendors should provide company details, business type information, and confirmation of capability to meet SOW requirements. Responses must be submitted via email to Air Force contract specialists by 12:00 PM Central Standard Time on November 25, 2025, with the government emphasizing that this information will be used to determine the appropriate future acquisition strategy.

This procurement carries no set-aside designation and represents an open market opportunity. No incumbent contractor or award value has been specified in the pre-solicitation notice. The contract is classified under NAICS code 532490 (Other Commercial and Industrial Machinery and Equipment Rental and Leasing) with a small business size standard of $40.0 million, and the PSC category is X1AB (Lease/Rental of Conference Space and Facilities). The symposium will utilize a main auditorium and multiple breakout rooms with setups primarily in classroom style and U-shape configurations to accommodate the professional development event serving AFROTC leadership across 148 geographically separated units in the United States and Puerto Rico. Given the January 5-8, 2026 event dates and the November 25, 2025 response deadline, vendors should act promptly to submit their capabilities and qualifications to be considered for the eventual formal solicitation.