Audiovisual Services & Equipment 2026 Executive Program Conference

Rockingham County is seeking audiovisual services and equipment for the Commonwealth of Virginia's CASC Executive Program conference, December 2–4, 2026, in Harrisonburg, Virginia, with proposals due September 18, 2026, through the eVA procurement portal. The solicitation is subject to set-asides for DSBSD-certified micro or small businesses, including women, minority, and service-disabled veteran-owned businesses.

The scope encompasses comprehensive AV services and equipment for 100–150+ attendees across multiple concurrent sessions. The Board and Council Meeting (Shenandoah A room, 34' × 75', Wednesday 12:00 p.m.–5:00 p.m.) requires 25 push-to-talk microphones compatible with Shure DDS 5900 systems, with the client supplying additional portable discussion units. The General Session (Shenandoah B&C, 76' × 75', Thursday–Friday) demands dual 10'×17' LCD screens with 6K minimum projectors, seamless production switcher with recording capability, picture-in-picture and confidence monitors, distribution amplifiers, video up-down converters, podium and wireless microphones (lavaliere and handheld), 12-channel mixer, HD video camera on fluid tripod, stage lighting suitable for high-quality video recording, and floor-to-ceiling drape with uplighting and rim lighting. The contractor must staff three technicians (one audio, one video/graphics, one camera) for the full event duration and deliver all presentation recordings to an online platform within three weeks post-event in 30–90-minute HD clips of 1 GB each, with a minimum of 15 hours of complimentary video processing and editing included. Bidders must submit samples of previous work.

Contractors must register as eVA vendors and comply with Commonwealth General Terms and Conditions, including minimum insurance (workers' compensation at statutory limits, employer's liability $100,000, commercial general liability $1,000,000 per occurrence / $2,000,000 aggregate, automobile liability $1,000,000 where applicable), drug-free workplace, non-discrimination, and non-debarred status certification. Two hotel rooms are available at the conference rate ($110 per night) at the contractor's expense.