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, held September 20–23 at the Charleston Coliseum and Convention Center in Charleston, with bids due September 16, 2026 at 12:00 p.m. via wvOASIS, under ARFQ 0304 TOR2700000005.

The scope includes all labor, equipment, materials, supervision, transportation, delivery, setup, operation, and removal across multiple venue spaces: the Atrium, Ballroom C, three breakout rooms, and a Mountain Stage performance area. Required equipment encompasses 65-inch televisions, dual 12,000-lumen laser projectors with large projection screens, a 13-foot by 24-foot LED wall, wireless microphone systems, moving-head LED wash lights and spot fixtures, and a complete audio system for the Mountain Stage with monitor mixes, in-ear monitor feeds, and headphone amplifier systems. All costs—labor, equipment, materials, transportation, travel, lodging, and meals—must be incorporated into a single all-inclusive total bid price with no separate reimbursement for travel-related expenses or additional charges permitted.

Technical staffing requirements include a minimum of one on-site technician, one lighting director, two setup technicians, and two stagehands for the Mountain Stage, with additional personnel to support concurrent activities across multiple spaces. Vendor load-in and setup begin Saturday, September 19 and must be complete by end of day Sunday, September 20; teardown and load-out are required by 10:00 p.m. on September 23. Equipment substitutions with equivalent or superior functionality are permitted subject to state approval.

Vendors must be registered with the State of West Virginia and maintain all required licenses, permits, certifications, and authorizations. Vendor questions were due September 11 at 12:00 p.m.; state responses were provided by September 14. Addendum 1 supersedes conflicting language in the base solicitation and must be incorporated into bid submissions. Hanna E. Kroeger, buyer, is reachable at 304-352-1501 or hanna.e.kroeger@wv.gov.