Audio / visual - governor's conference 2026

The West Virginia Department of Tourism is requesting a quotation on comprehensive audiovisual services for the Governor's Conference 2026 under ARFQ 0304 TOR2700000002, with bids due August 27, 2026 at 12:00 p.m. ET via wvOASIS and final proposal closing September 3, 2026 at 12:00 p.m. ET. Vendor questions were due August 14, 2026; agency responses were provided by August 20, 2026.

The scope covers five integrated packages for the event held September 19–23, 2026 at the Charleston Coliseum and Convention Center in Charleston, West Virginia: an atrium audiovisual package with two 65-inch televisions on truss totems and SDI-HDMI conversion; a Ballroom C package with two 16x9-foot front projection screens, two 12k laser projectors, wireless audio mixing, six wireless microphones, and a 13x24-foot LED wall; three breakout rooms each with 10x5.5-foot front projection screens, 3500-lumen short-throw projectors, and wireless microphones; and a specialized lighting package featuring Source 4 fixtures, Martin MAC Aura LED moving head wash lights, Chauvet Maverick Force S Spot fixtures, and a GrandMA2 Light console. The vendor must provide a minimum of one on-site technician and one lighting director for the duration of the event; additional personnel must be deployed as necessary to support concurrent operations across multiple venues. Load-in begins at 8:00 a.m. on September 19, with setup completion required by end of day September 20 and strike/load-out completion by 10:00 p.m. on September 23.

Pricing must be submitted as a single lump-sum all-inclusive flat fee covering all labor, equipment, materials, transportation, travel, installation, teardown, supervision, insurance, taxes, overhead, and profit. No reimbursement for mileage, travel, lodging, or incidental expenses is available; all such costs must be embedded in the bid price. The contract term is 365 calendar days from notice to proceed. Vendors must be registered with the State of West Virginia and possess all required licenses and authorizations. Commercial General Liability Insurance of at least $1,000,000 per occurrence with the State named as additional insured is required. There is no incumbent vendor for this annual event.