Encore Production Service

The agency is seeking a vendor to provide encore production services for events held in Grand Ballrooms and the Main Entrance. The agency needs to solve the challenge of delivering high-quality audio, lighting, and video coverage for an anticipated fluctuating capacity of 500 to 900 guests. The contract period will span one year, and the performance of all work must occur onsite. For the Grand Ballrooms, the scope of work covers a professional audio system to cover a room measuring approximately 200 feet by 65 feet. The audio setup requires a three-way or four-way stereo, actively powered speaker system, a minimum of two microphones with stands using a provided podium, audio stingers, and background music. The vendor must integrate with the internal audio system as possible, cover or dress all ground support to match the event decor, and adhere to the Entertainment Rider. The lighting scope for the Grand Ballrooms requires support for acts and general program activities on a stage measuring approximately 32 feet by 16 feet and 24 inches in height. The video scope requires projection surfaces for 900 guests and image magnification to capture stage activities and audience participation. The agency requires multiple camera positions, control equipment to blend and mix sources, audio output from video files, and sponsor recognition capabilities. 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 establish appropriate ambiance and provide task and feature illumination to highlight the ticketing and coat check areas. The agency may require integration with internal lighting and visual systems in both the entrance and ballroom areas. Bidders must be located onshore in Canada to be eligible for this opportunity. The agency is looking for proposals to determine the budget and has not signaled a specific funding limit. Bidders must submit all questions regarding this opportunity no later than June 3, 2026.