Employment Opportunities

Current Request for Proposals


Request for Proposal: Audio Visual (A/V) Equipment and Services Provider

Release Date: Monday, February 3, 2020
Deadline: 4:00 pm EST | Tuesday, February 18, 2020

Overview

OCALI seeks a proposal and quote for an Audio Visual (A/V) Equipment and Services provider for OCALICON 2020.

Products and services to be provided include, but are not limited to:

  • A/V equipment and services for Tuesday invitation- only leadership events
  • Backdrop, staging, A/V production/recording, and lighting for Wednesday-Friday Keynotes and featured sessions held in Hall D
  • Standard room set for approximately 26 breakout rooms in A-Pod, B-Pod, C-Pod, D-Pod (if necessary), and Short North Ballroom A/B for Tuesday-Thursday.
  • Additional A/V equipment as needed or required
  • Tech support/personnel for production and troubleshooting

Download the OCALICON 2020 Audio Visual Equipment and Services RFP (PDF).

FAQ

Q: How many people will be in attendance for the NALS event in Short North A? Will the room require more equipment than the “standard room set” as described in your RFP?
A: There will be approximately 100-200 people for NALS in Short North A. The room will likely be set in rounds and since it is a bit more expansive, it may be a bit more than the standard room set. Would you have specific recommendations given that room and audience size? We are open to suggestions on how that could be set differently than a standard room set, whether that be multiple screens, etc.

Q: How many people will be in attendance for the IELI event in Short North B? Will the room require more equipment than the “standard room set” as described in your RFP?
A: There will be approximately 300-400 people for IELI in Short North B. Similar to NALS, we may need more than the standard room set and are open to recommendations.

Q: Will all breakout rooms (26 total) will be loaded in from 6am to 7:30am on November 11th? Is there any chance to load those the day before?
A: All breakouts will need to be loaded in during those hours on November 11, unless you can access those rooms on your own terms prior to November 11 since you are the exclusive provider. We do not have those spaces contracted on November 10; we only have access to C-160-162 and C-170-172 on November 10, which are currently being held for special events on Tuesday.

Q: How would you like us to address the Special Events – TBD and Pod D?
A: The Special Events and D Pod, once determined, would only occur on Wed-Fri and would have to be set by Wednesday morning. You can quote The D Pod as standard room sets, but we will only use them as 5 breakouts (even though there are 9 rooms). Special Events can be quoted as C160-162 as one event and C-170-172 as one event. Similar to NALS and IELI, we are open to suggestions and recommendations on how those could be set, given the size of the rooms; at the very least, they would need a standard room set.

Q: Will there be any rehearsals time needed/slotted for Keynote and Featured speakers?
A: We typically only run a light and sound check for the keynotes, around 8:15 - 8:30 am on Wed, Thurs and Fri. We do not do formal rehearsals.

Q: In addition to the Main Stage/Hall D, do you need ADA/Accessibility (Live Captioning, Assistive Listening, other..) for any of the breakouts rooms?
A: Our possible Tuesday special events may require live captioning. Assistive Listening is provided only upon request by an attendee. There is a high possibility we will need both assistive listening and live captioning in the breakout rooms, but that cannot be determined until closer to time as those items are provided only upon request.

Q: Is it possible to learn what budget range is ideal for 2020? With this show growing this year, we were curious if a certain budget was slotted?
A: A budget will be based on the scope of work outlined in the RFP and the estimates received through the call for proposals process. We do not have a specific budget slotted.

Q: Can you share a schedule from the facility when we actually get possession of the rooms / spaces? Depending on when we get possession of a space I may be able to better utilize labor by setting or striking a room a day earlier or later.
A: These are our contracted dates, which are mostly reflected in the RFP on pages 3-5, but I realized that some of the individual rooms reflected dates for when sessions actually start, not necessarily when we take possession. All contracted hours are listed as 7:00 am - 11:59 pm.

  • Hall C, Nov 9-13
  • C 160-162, Nov 9-13
  • C 170-172, Nov 9-13
  • Short North Ballrooms, Nov 10-12
  • Hall D, Nov 10-13
  • C150-151, Nov 11-13
  • Lower A Pod, Nov 11-13
  • Upper A Pod, Nov 11-13
  • Lower B Pod, Nov 11-13
  • Upper B Pod, Nov 11-13
  • D Pod - ON HOLD, Nov 11-13

Q: Can you share an example of what audience size you would like to seat in say room C150-151? In the facilities seating capacity chart max theater for combined rooms is 268. Of course that doesn’t include space for a stage riser, screen / video projector, or speakers. In reality the real number would probably be closer to 180 -200. Do you believe you will want to max out all breakout rooms? I’m asking in order to try and choose the appropriate screen size for the space.
A: In a sample room like C150-151, we would potentially set for classroom theater at 190, which is what we did last year. Another example would be B230-232, which was set for rounds at 140. A210-211 was theater set for 240. We do a mix mainly of rounds, theater, classroom theater (but with each room being all one style - there typically isn’t a mix within the room).

Q: Do you have any pictures of last years general session you can share?
A: Photos from 2019 and 2018 are available for download.
Download the Zip File

Q: Did the GS have rigging for lighting or audio, or was everything ground supported?
A: General session lighting and audio was all rigged.

Q: Do you have any budget parameters you can share?
A: A budget will be based on the scope of work outlined in the RFP and the estimates received through the call for proposals process. We do not have a specific budget slotted.