2026 tourism awards & celebration annual banquet

Pasco County is seeking a qualified vendor to provide comprehensive Audio-Visual (AV) Event Services for the 2026 Florida's Sports Coast Tourism Awards & Celebration Annual Banquet, scheduled for Thursday, May 14, 2026, at the Wiregrass Ranch Sports Campus in Wesley Chapel, Florida. The event will accommodate approximately 450 attendees in a 37,500 square foot indoor venue, requiring a complete turnkey AV production with full setup and teardown. Specific deliverables include extensive lighting systems (moving head and LED fixtures), rigging equipment, staging components, video systems, audio equipment, an LED video wall with 65 panels, pipe and drape infrastructure, and auxiliary power sources. Vendors must demonstrate a minimum of two years of experience providing similar services and be responsible for all permit acquisitions and associated costs. The solicitation requires all-inclusive pricing covering labor, tools, materials, and equipment, with installation scheduled for Wednesday, May 13, 2026, and teardown following the event's conclusion around 8:30 PM on May 14, 2026. The proposal is due by December 30, 2025, and vendors must submit a fully executed RFQ signature form with comprehensive business information.

The contract opportunity includes several important vendor qualifications and restrictions, including mandatory vendor registration through the Florida Department of State Division of Corporations and a local vendor preference provision for businesses located in Pasco County or adjacent counties (Hillsborough, Pinellas, Polk, or Hernando). Vendors must provide a valid local business tax receipt and execute a Human Trafficking Affidavit under penalty of perjury. Insurance requirements include workers' compensation, comprehensive general liability coverage of $300,000 per occurrence, comprehensive automobile liability of $300,000, and potential professional liability insurance of $1,000,000 per occurrence. Vendors must also be E-Verify registered and comply with Florida's Public Records Act, non-discrimination regulations, and ethics certifications. While a specific budget range is not explicitly stated, the county reserves the right to award the contract to multiple vendors if deemed in its best interest. The contract term will begin upon Pasco County Board of County Commissioners approval and continue for three years, with potential extensions for two additional one-year periods under the same terms and conditions.