This bid is for conference staging and audio-visual services at Hilton Columbus Downtown, 402 N. High St., Columbus, Ohio, for May 10–11, 2027.
Due
December 4, 2026
26 days left
Location
Columbus, OH
Ohio
Posted on
ohiobuys.ohio.gov
Notice ID
SRC0000042720
Please quote conference staging and audio-visual services for May 10–11, 2027, at Hilton Columbus Downtown, 402 N. High St., Columbus, Ohio.
Schedule: Setup and ballroom rehearsal May 9; event support May 10–11, followed by teardown. Sessions start at 8:00 a.m. both days and end at 3:30 p.m. May 11.
Breakout rooms: Up to seven simultaneous rooms across five 90-minute session blocks, each with a screen, projector, cart, laptop, clicker, two wireless clip-on microphones, handheld microphone, podium microphone, panel tabletop microphones, and house sound connection.
Equipment moves: Move equipment from two rooms after Monday’s sessions into one or two rooms for Tuesday.
Ballroom: Capacity 860; two large screens, two suspended projectors, video switcher, two cameras, two laptops, acrylic lectern, podium microphone, four wireless microphones, digital mixer, speakers, intercom, stage and speaker monitors, speaker clock, suspended stage lighting, and drape uplighting.
Production: Provide on-site technical operation, sound monitoring, live camera feeds to screens, recording of all ballroom sessions, presentation playback, announcements, and streaming to an overflow room with a 75-inch monitor and house sound connection.
Venue coordination: Coordinate power, rigging, and house sound with exclusive provider Encore Global Event Solutions; include delivery, labor, setup, teardown, and applicable connection costs.
Please confirm availability and send your quote by December 4, 2026.
The original documents
Deadline: December 4, 2026
See the original on ohiobuys.ohio.gov
Bidding it yourself? Get the full package and submit on ohiobuys.ohio.gov before December 4, 2026.
What they need
ScheduleSetup and ballroom rehearsal May 9; event support May 10–11, followed by teardown. Sessions begin at 8:00 a.m. both days and end at 3:30 p.m. May 11.
Breakout roomsUp to seven concurrent rooms across five 90-minute session blocks. Each requires a screen, projector, AV cart, laptop, clicker, two wireless lavalier microphones, one handheld microphone, podium microphone, panel tabletop microphones, and house sound connection. Relocate equipment from two rooms after Monday’s sessions into one or two rooms for Tuesday.
BallroomCapacity 860; two large screens, two flown projectors, video switcher, two cameras, two laptops, acrylic lectern, podium microphone, four wireless microphones, digital mixer, speakers, intercom, downstage monitor, confidence monitor, speaker clock, flown stage wash lighting, and drape uplighting.
ProductionOn-site technical operation and sound monitoring, live camera feeds to screens, recording of all ballroom sessions, presentation playback, announcements, and streaming to an overflow room with a 75-inch monitor and house sound connection.
Scenic optionsSeparately price Good/Better/Best stage scenery and lighting packages, with a brief design description and photo or drawing for each.
Venue coordinationCoordinate with Encore Global Event Solutions, the exclusive provider for power, rigging, and house sound. Include delivery, labor, setup, teardown, and applicable integration costs in your itemized quote.
XL Eagle