AUDIO/VISUAL FOR WINE AUCTION & DINNER

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1 REQUEST FOR QUOTE: AUDIO/VISUAL FOR WINE AUCTION & DINNER Quote: # RFQ Released: October 23, 2017 Deadline for Quotes: Tuesday, October 31, 2017 by 10:00 a.m. and Rodeo (the HLSR ) was organized for charitable, educational and scientific purposes to encourage and promote the breeding, raising and marketing of better livestock and farm products at public fairs and to promote and maintain research and educational functions within the livestock industry. As the world s largest livestock show and rodeo, the largest fair in North America and the site of 20 concerts from top-flight entertainers each year, the show attracted over 2.6 million spectators in A Section 501(c) (3) charity, this organization has committed approximately $430 million in youth and educational support to Texas students since it began in HLSR is backed by more than 33,000 volunteers serving on over 105 different committees. GENERAL REQUIREMENTS FOR REQUEST FOR QUOTE PRICING Pricing for all goods/services must be very specific, all-inclusive and firm. All administrative fees, shipping, expedited delivery costs, labor, etc. must be included in the quote. All shipping, drayage and other charges are to be listed as a separate line item. Based on your line item bid price for shipping on the Price Sheet, HLSR may require that product shipments are to be done via Federal Express or UPS, using the HLSR s existing account. Moreover, all design work, product set-up, production, repair work, etc. must be done according to HLSR s schedule, which may include weekends, nights and early mornings, at no additional cost to HLSR. HLSR will pay only for goods/services stated on the Price Sheet unless otherwise agreed to in writing by both parties before the order is placed or work is started. No price changes, additions, or subsequent qualifications will be honored. INTELLECTUAL PROPERTY The provider acknowledges that the names, logos, copyrighted material and trademarks of HLSR are the sole and exclusive property of HLSR (the HLSR Marks ) and nothing herein shall provide the provider any right, title or interest in HLSR Marks. All HLSR Marks included in this Request for Quote ( RFQ) are for bidding purposes ONLY. They may not be used for any other purpose, now or in the future, without the express written consent of HLSR s Marketing and Public Relations Department. PROVIDER ADVERTISING, MARKETING AND PROMOTION The provider may not promote itself in conjunction with HLSR, use the HLSR as a client reference or display HLSR goods in any advertising, marketing or promotional materials. Exceptions may apply to current licensed providers.

2 RFQ # Wine Auction AV Page 2 of 6 SPECIAL REQUIREMENTS / INSTRUCTIONS The following requirements and instructions supersede GENERAL REQUIREMENTS where applicable. SCOPE HLSR will receive quotes for the Audio/Visual System and related items for our 2018 Rodeo Uncorked! Champion Wine Auction and Dinner. GENERAL DESCRIPTION Provide all labor, materials, supplies and equipment necessary to produce and deliver the item(s) described in this quote and as directed by HLSR staff. There are no facilities on site to prepare food. Date: Sunday, February 25, 2018 Time: 5:00 PM 11:00 PM Description: Seated diner for the RodeoUncorked! Champion Wine Auction and Dinner Location: NRG Center, 3 NRG Park, 2 nd Floor, 600 Series Rooms Set-Up: Thursday, Feb. 22 (before tables are placed) Tear Down: Sunday, Feb. 25 at conclusion of the event. Must be complete by 2:00 AM. Attendance: Estimate 860 AUCTION MAIN ROOM - REQUIREMENTS 1. (2) screens (9 x 16 ) on NE & NW corners of the room (must be rigged from ceiling) 2. (1) screen 6.75 x 14 behind the stage (must be rigged from ceiling) 3. (3) LCD Projectors rigged in ceiling for screens 4. Plexiglas podium with wired microphone on stage 5. (3) wireless microphones 6. Stand-alone sound system rigged in ceiling to cover 17,078 square foot room drape between two 9 x 16 screens at front of room 8. LED up lighting around perimeter of room and on air wall columns. Room is 180 x (4) gobo projectors 10. Stage wash lighting for 16 x 18 stage (2 lekos and 6 par can lights) with dimmer 11. Sports lens to shoot from back of room and project on screen 12. IMeg camera and switcher 13. Dry erase board SILENT AUCTION AREA (Café on the Park) - REQUIREMENTS 1. 4-speaker sound system with wireless microphone

3 2. Light silent auction tables from above with dimmer package (26 tables, two wide in Z shape layout provided with bid) and skin the truss stands in mutually agreed upon color. RFQ # Wine Auction AV Page 3 of 6 OTHER See Attachment A for room layout CONTRACTING PROCESS An Audio/Visual Services Agreement will be sent to the selected provider. TIMELINE RFQ is due back (per instructions) no later than Tuesday, October 31, 2017 Provider will be selected no later than November 17, 2017 Order confirmed no later than January 5, 2018 Set Up for Event is February 24, 2018 * Selected provider must attend an event production meeting prior to the event (date & time tbd). For additional information or questions contact: Jennifer Meznarich:

4 RFQ # Wine Auction AV Page 4 of 6 SUBMITTAL REQUIREMENTS Please return all pages via hardcopy, fax, or to: Houston Livestock Show and Rodeo Attn: Wade Hooker 3 NRG Park Houston, Texas fax YOUR SIGNATURE ATTESTS TO YOUR OFFER TO PROVIDE THE GOODS AND/OR SERVICES DESCRIBED IN THIS QUOTE. OFFERED BY: Signature Title Printed Name Phone Company Name Date

5 RFQ # Wine Auction AV Page 5 of 6 PRICE SHEET TOTAL (ALL INCLUSIVE): $

6 Attachment: A Room Layout Final Layout May Vary Slightly RFQ # Wine Auction AV Page 6 of 6

AUDIO/VISUAL FOR WINE AUCTION & DINNER

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