Audio Visual and Staging Services

Background
The Louisiana Community and Technical College System (LCTCS) is inviting bids for audiovisual and staging services for its Annual Conference scheduled to take place at the Hyatt Regency New Orleans from September 22-26, 2025.
The conference aims to provide a platform for professional development and networking among attendees, with an expected overall attendance of approximately 1,300 individuals.
The goal of this contract is to ensure high-quality audiovisual support that meets the diverse needs of various sessions throughout the event.

Work Details
The successful bidder will be responsible for providing comprehensive audiovisual and staging goods and services, including but not limited to:
1. Breakout Rooms: Equipment must include handheld mics, audio mixers, powered speakers, LCD projectors, projection screens, AV stands, laptops with MS Office Suite, and necessary cabling.
2. Plenary Sessions: Equipment must include wireless lavaliere mics, handheld mics, digital audio mixers, production media laptops, sound systems, lighting packages, HD cameras, and projection systems.
3. Impact Awards Gala & Women’s Leadership Summit: Similar equipment as plenary sessions with additional requirements for stage lighting and displays.
4. Social Media Lounge: LED walls and powered speakers with audio mixing capabilities.
5. Large Breakout Room: Wireless microphones, projectors, powered speakers, and audio mixers.
6. Elite Hall AB Hallway: Drape setups and uplighting.
7. Empire Foyer: Speakers and microphones for reception areas.
8. Miscellaneous items including LED monitors for social media coverage and laptops for helpdesk support.
9. A crew of at least eight personnel will be required for stage management and technical support throughout the event.

Period of Performance
The contract period will commence on September 22, 2025, with load-in starting at 8:00 AM on that day and concluding after the event ends on September 26, 2025.

Place of Performance
The services will be performed at the Hyatt Regency New Orleans located in New Orleans, Louisiana.