Commencements, Convocations and Other Events AV Services

The University of Wisconsin-Stevens Point is seeking a vendor to provide audio-visual services for commencements, convocations, and other official events in Wisconsin. The agency needs to solve the technical and logistical challenges of staging large-scale academic ceremonies, including spring and winter commencements, a chancellor inauguration ceremony, and a board of regents meeting. The scope of work requires onsite performance to ensure seamless audio, video, lighting, draping, and rigging execution for these major university milestones. For the 2026 convocation and pointers week activities, the agency requires specific equipment including a twelve-thousand lumen LCD laser projector with flyware, an HD-SDI cable to front of house, and a nine-by-sixteen-foot front projection video screen with flyware. The setup must feature a minimum fifty-two-foot-wide front of house truss with hoists and rigging hardware, alongside audio and video connections with a video switch for computer or tablet devices both on stage and at the tech table. While the university provides the stage and a one-hundred-amp, three-phase power source with lugs on the southeast wall, the vendor must supply over one hundred feet of feeder cable and ADA-compliant cable ramps to cross the overhead door and any doorways. For the spring and winter commencements, the requested services encompass planning meetings, setup, draping, skirting, miscellaneous stage dressings, video, lighting, and audio and sound systems. Eligibility is strictly limited to onshore organizations based in the United States of America. The agency is currently looking for proposals to determine the budget and has not disclosed specific evaluation criteria or key dates in the initial request.