Audio / visual - governor's conference 2026

The West Virginia Department of Tourism is requesting quotations for comprehensive audiovisual services for the Governor's Conference 2026, with bids due September 4, 2026, at 12:00 p.m. ET via WVOASIS. The event runs September 20–23, 2026, at the Charleston Coliseum and Convention Center, Charleston, West Virginia. Load-in begins September 19 at 8:00 a.m., with setup completion required by end-of-day September 20; load-out completes by 10:00 p.m. on September 23.

The scope encompasses all labor, equipment, materials, supervision, transportation, delivery, setup, operation, and removal across four service areas. Ballroom C requires two 16x9-foot front projection screens, two 12k laser projectors, wireless audio systems with six wireless microphones, and a 13x24-foot LED wall. The Atrium requires two 65-inch televisions with truss totems. Three complete audiovisual packages for breakout rooms include projection screens, projectors, and wireless microphones. A specialized lighting package with moving head fixtures and lighting console is required throughout, with dedicated on-site technical and lighting personnel for the duration. Addendum 2 specifies a live-sound reinforcement system with 13 vocal/instrument microphones, 3 clip-on instrument microphones, 4 direct boxes, 6 headphone amplifiers, 7 monitor mixes, microphone stands, and staging and riser equipment including one 12-inch acoustic riser and one 12-inch drum riser.

Vendor must be registered with the State of West Virginia, possess all required audiovisual licenses and authorizations, and maintain Commercial General Liability Insurance of at least $1 million per occurrence with the State named as additional insured. Pricing must be submitted as five all-inclusive lump-sum line items: Atrium Audiovisual Package, Ballroom C Audiovisual Package, Breakout Rooms Package, Specialized Lighting Package, and Labor for On-site Technical and Lighting Director personnel. All costs—equipment, labor, materials, transportation, setup, technical support, teardown, removal, travel, supervision, overhead, and profit—must be included; no additional charges, surcharges, or service fees are permitted.

The Charleston Coliseum provides basic in-house PA systems, existing stage infrastructure, and standard electrical power at no additional charge. Vendors may substitute modern digital audio consoles and wireless control interfaces for specified analog equipment if qualified personnel are available. Vendor questions are due August 28, 2026, at 12:00 p.m. ET; agency responses are due September 1, 2026, at 4:00 p.m. ET. Bid opening is scheduled September 3, 2026, at 2:00 p.m. Award will be made to the lowest-cost qualified vendor. No incumbent exists for this annual event. Contact Hanna E. Kroeger, buyer, at 304-352-1501 or hanna.e.kroeger@wv.gov.