Audio / visual services - governor's conference 2026

The West Virginia Department of Tourism is requesting quotes for comprehensive audiovisual services for the Governor's Conference 2026 under ARFQ TOR2700000005, with quotes due September 16, 2026 at 12:00 p.m. and bid opening at 2:00 p.m. the same day.

The event runs September 20–23, 2026 at the Charleston Coliseum and Convention Center, 200 Civic Center Drive, Charleston, WV 25301. The vendor must provide all labor, equipment, materials, supervision, transportation, delivery, setup, operation, and removal. The scope includes sound reinforcement, video projection, lighting, recording capabilities, and related technical infrastructure. Vendor inquiries are due by 12:00 p.m. on September 11, 2026; the Department will respond by 4:00 p.m. on September 14.

The contract is structured as a fixed-period agreement with a term of up to 365 calendar days from the date of encumbrance listed on the Award Document. Pricing is fixed for the life of the contract unless otherwise specified by the State. The vendor must maintain Commercial General Liability Insurance of at least $1,000,000 per occurrence with the State named as an additional insured and must comply with all applicable federal, state, and local laws and workers' compensation insurance requirements. Payment will be made in arrears upon receipt of a proper invoice and goods or services, with payment by electronic funds transfer or P-Card required.

Inquiries should be directed to Hanna E. Kroeger, buyer, at 304-352-1501 or hanna.e.kroeger@wv.gov. Invoicing and shipping are directed to the Division of Tourism at 1900 Kanawha Boulevard E, Building 3, Suite 100, Charleston, WV.