Event Production Services

A qualified vendor is sought to provide comprehensive event production services for the 100th Annual Transportation Short Course in Texas. This centennial event will host a wide variety of sessions and workshops centered on advancements in transportation tools, techniques, technologies, policies, and programs. Services will support both in-person and virtual components, ensuring participants can engage from any location and enabling broad accessibility for attendees.

Key responsibilities for the selected vendor include high-quality audio-visual (AV) support and technical management across approximately 15 concurrent event sessions. Requirements include the ability to support playback of video content at 24, 30, and 60 frames per second, use of royalty-free or properly licensed media, and the production of recordings with high-quality audio for accessibility and documentation. Vendor staff must be fully trained in managing virtual live events, demonstrating expertise in the agency’s approved registration and event management platform, Cvent, including participant registration, session streaming, and post-event material access.

The vendor is expected to provide experienced AV and technical personnel for all sessions, overseeing audio, video, camera operations, and display management, as well as troubleshooting and ensuring uninterrupted technical performance. The contract period will be for one year, with all questions regarding the opportunity to be submitted by January 22, 2026.