This bid is for hybrid meeting audio-visual services in Houston, Austin, and San Antonio, Texas, for quarterly meetings during fiscal years 2027 and 2028. Specific venues and dates are not provided.
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You send a priceOne number, before November 5, 2026.
We bid itXL Eagle submits the bid as the main contractor.
You do the workIf it is awarded, you do the job as our subcontractor.
Schedule: Wednesday 1:30–5:00 PM for 20 attendees; Thursday 8:30 AM–noon for 40, followed by two simultaneous 1:30–5:00 PM sessions for 20 each; Friday 8:30 AM–noon for 40.
Equipment: Provide microphones, mixers, speakers, cameras, projectors/screens or monitors, cabling, and critical backup equipment.
Hybrid support: Integrate with the client's Zoom Webinar account, provide clear two-way audio, camera and presentation feeds, and recording capability.
Labor: Include setup, testing before each session, operation, troubleshooting, teardown, and venue AV coordination. Provide at least one onsite technician throughout, with additional staffing for simultaneous sessions as needed.
Pricing: Itemize equipment and labor by meeting and fiscal year. State whether travel and lodging are included; if separate, estimate Houston and San Antonio expenses.
XL Eagle