Audio / visual - governor's conference 2026

The West Virginia Department of Tourism is requesting quotes for comprehensive audiovisual services for the Governor's Conference 2026, held September 20–23, 2026, at the Charleston Coliseum and Convention Center in Charleston, with bids due August 27, 2026 at 12:00 PM ET.

The scope includes five bundled line items: an Atrium package with two 65-inch TVs on truss totems with SDI-HDMI conversion and content looping; Ballroom C with two 16×9-foot front projection screens, two 12k laser projectors, wireless audio mixer, six wireless microphones, 55-inch confidence monitor, and 13×24-foot LED wall; three breakout rooms each with 10×5.5-foot projection screens, 3,500-lumen projectors, wireless microphones, and AV carts; a specialized lighting package including moving head wash lights, spot fixtures, and a GrandMA2 light console; and on-site technician and lighting director labor for the full event duration. The vendor must furnish all labor, equipment, materials, transportation, setup, operation, and removal. Vendors must be registered with the State of West Virginia and possess all required licenses and authorizations to provide audiovisual services in the state.

Pricing is a single lump-sum bid covering all five line items, with all travel, lodging, incidental expenses, insurance, taxes, overhead, and profit included. No separate reimbursement for travel or incidentals is permitted. The contract is fixed-period, effective upon notice to proceed, with performance to be completed within 365 calendar days. Payment is upon satisfactory performance and acceptance of services. Vendors must maintain Commercial General Liability Insurance of at least $1 million per occurrence, with the State named as additional insured.

Questions are due August 14, 2026 at 12:00 PM ET; answers will be provided by August 20, 2026 at 4:00 PM ET. Award will be made to the lowest-cost responsive bidder meeting all specifications. Contact Hanna E. Kroeger, buyer, at 304-352-1501 or hanna.e.kroeger@wv.gov.