Event Production Contractor Services

RFP Advertisement: February 4, 2026.

Mandatory Job Walk: Week of February 11, 2026.

Deadline for Submission of Proposals: February 25, 2026.

Complete Review of Proposals by: March 3, 2026.

Notice of Intent to Award (Approximate): March 5, 2026.

Anticipated Contract Award Date: March 13, 2026.

A university is seeking a qualified event production contractor to provide comprehensive, turnkey production services for its Class of 2026 commencement ceremonies. As the university's largest and most visible annual event, commencement requires a partner with proven experience in delivering consistent, broadcast-quality production across multiple ceremonies in a complex outdoor setting.

Required services include the design and installation of a main stage measuring approximately eighty feet by twenty feet at a uniform four-foot height, with an integrated orchestra pit or side stage for up to eighteen musicians. The contractor must also provide two outdoor-rated, high-resolution LED video walls (minimum size twenty-three by fourteen feet), supporting seamless switching and simultaneous display of pre-produced content, motion graphics, and live multi-camera feeds at broadcast clarity. The scope of work further includes robust multi-channel, wireless and wired communication systems for coordination between stage management, production crew, and university representatives.

Power and lighting are essential components, necessitating ultra-quiet tier four final generators or inverter systems, along with full event power distribution infrastructure and ADA-compliant cable ramps. Professional staff required include an executive in charge, project manager, stage manager, run of show manager, technical director, video director, camera operators, licensed electricians, power technicians, and audio technicians. The selected vendor will be responsible for ensuring all production elements operate seamlessly to create a memorable and high-quality commencement experience.