Encore Production Service

The agency is seeking a vendor to provide encore production services for events held in Grand Ballrooms and a Main Entrance. The project requires audio, lighting, and video systems that can integrate with existing internal infrastructure as appropriate. The contract period will run for one year, and all performance of the work must occur onsite. For the Grand Ballrooms, the agency requires professional audio coverage for a room measuring approximately 200 feet by 65 feet, with an anticipated capacity fluctuating between 500 and 900 guests. The audio setup must include a three-way or four-way stereo, actively powered speaker system, a minimum of two microphones and stands using a provided podium, audio stingers, background music, and audio as per the Entertainment Rider. All ground support for audio must be covered or dressed to match the overall event decor plan. The ballroom lighting must support acts and general program requirements, such as master of ceremonies, introductions, speeches, and draws or auctions, for a minimum stage size of approximately 32 feet by 16 feet and 24 inches in height. The video requirements include projection surfaces with adequate program coverage for 900 guests, image magnification for all feature stage activities, and the ability to capture audience participation. The agency requires multiple camera positions to cover the stage and audience, along with control and output equipment to blend, layer, and mix camera sources, graphic sources, and guest media devices. For the Main Entrance, which measures approximately 24 feet by 40 feet, the agency requires supplemental lighting to compliment or distract from existing overhead fluorescent lighting. This entrance lighting must provide appropriate ambiance and illumination levels, including task and feature lighting to highlight the ticketing and coat check areas. Eligibility is restricted to onshore vendors located in Canada only. The agency is looking for proposals to determine the budget for this contract. Bidders must submit all questions regarding this opportunity no later than June 3, 2026.