REQUEST FOR PROPOSAL for Conference AV & Media needs CUE, INC. Annual CUE Conference 2015

Transcription

1 REQUEST FOR PROPOSAL for Conference AV & Media needs CUE, INC. Annual CUE Conference 2015 CONTACT: Marisol Valles, Director of Operations 877 Ygnacio Valley Rd, Suite 200, Walnut Creek, CA Phone 925/ Fax: 925/ TIMETABLE: Proposals due July 27, 2014 Contract signed no later than August 15, 2014 LOCATION: Palm Springs Convention Center (PSCC) N. Avenida Caballeros, Palm Springs CA Renaissance Palm Springs Tahquitz Canyon Way, Palm Springs CA Hilton Palm Springs E Tahquitz Canyon Way, Palm Springs CA MEETING DATES: March 18 22, 2015 SET-UP DATES: March 17 18, 2015 TEAR DOWN DATES: March 21 22, 2015 GROUP/CONFERENCE PROFILE: CUE provides leadership and support to advance student achievement in the educational technology community. CUE is a nonprofit educational corporation founded in CUE's goal is to advance student achievement through technology in all disciplines from preschool through college. With an active current membership of thousands of educational professionals, CUE supports many regional affiliates and Special Interest Groups. CUE Conferences are California s premier educational technology events. CUE is the largest organization of its type in the west and one of the largest in the United States. The Annual CUE Conference in 2014 hosted over 5,300 attendees and almost 200 exhibitors in our vendor hall. For more information visit our website at OTHER ITEMS TO NOTE: Any charges for local labor, senior-level technicians, or on-site audio visual staff (including number of

2 hotel rooms and nights for each) should be included in the proposal. CUE requires that a senior level audio visual staff person attend a pre-conference meeting on-site before the conference begins. Also this senior level staffer should be on-site for the duration of the conference and meet daily with the Executive Director and Director of Operations. There is an opportunity to work with CUE on additional conferences. CUE will not commit to a multi-year contract at this time, but is looking for an AV company to work with on future meetings. Please include information on your company and let us know if you may be able to work on meetings in other California locations. Future conference dates are: Oct 24-25, 2014, American Canyon; March 17-19, 2016, Palm Springs; March 16-18, 2017, Palm Springs; March 15-17, DATE EVENT LOCATION SET-UP A/V March 19 22, 2015 Concurrent Sessions PSCC 70 chairs 1-JBL Eon 10 Speaker w/ tripod Stand March 19 22, 2015 Concurrent Sessions PSCC 145 chairs March 19 22, 2015 Concurrent Sessions PSCC 175 chairs March 19 22, 2015 Concurrent Sessions PSCC 70 chairs 1-4 channel audio mixer 1-4 channel audio mixer 1-4 channel audio mixer

3 March 19 22, 2015 Concurrent Sessions PSCC 150 chairs March 19 22, 2015 Concurrent Sessions PSCC 150 chairs March 19 22, 2015 Seating Area PSCC Hallway with various couches March 19 21, 2015 Concurrent Sessions PSCC 100 chairs March 19 21, 2015 Concurrent Sessions PSCC 120 chairs 1-JBL Eon 10 Speaker w/ tripod Stand 1-4 channel audio mixer 1-4 channel audio mixer 1-4 channel audio mixer 15-powerstrips to seating areas 1-4 channel audio mixer

4 March 19 21, 2015 Concurrent Sessions PSCC 100 chairs March 19 21, 2015 Concurrent Sessions PSCC 135 chairs March 19 21, 2015 Meetings PSCC Fixed board room for 14 March 19 21, 2015 Concurrent Sessions PSCC 415 chairs March 19 21, 2015 Concurrent Sessions PSCC 450 chairs 1-speaker with stand 1-9x12 Fast Fold screen with stand and dress kit 2-handheld mic kit 4-JBL Eon 515 Powered Speaker w/ Tripod 1-9x12 Fast Fold screen with stand and dress kit

5 March 19 21, 2015 Concurrent Sessions PSCC Classroom style 150 chairs March 19 21, 2015 Concurrent Sessions PSCC 255 chairs March 18 21, 2015 Onsite Registration PSCC All attendees, open area March 18 21, 2015 Pre-Registration PSCC All attendees, open area 4-JBL Eon 515 Powered Speaker w/ Tripod Video Package 1-video camera package (Panasonic AG- Pro Camera, Manfretto Pro Tripod) Crew to record sessions 1-7.5x10 Fast Fold screen with stand and dress kit 2-JBL Eon 515 Powered Speaker w/ Tripod 1-7.5x10 Fast Fold screen with stand and dress kit 2-JBL Eon 515 Powered Speaker w/ Tripod 20-donated laptops set up 1-donated laptop connected to plasma 4-55 plasma with appropriate VGA cables, 4-donated laptops connected to plasma March 18 21, 2015 Exhibitor Registration PSCC All attendees, 1-set up donated laptop

6 open area 1-printer connected to donated laptop March 18 21, 2015 Cashier/Storage PSCC 8-12-Mobile radios for two way communication March 18 21, 2015 Infinite Thinking Machine PSCC All attendees, open area 1-JBL Eon 10 Speaker w/ tripod Stand 3-wireless lavaliere microphone kit 1-8 channel Mackie audio mixer Video Package 1-video camera package (Panasonic AG- Pro Camera, Manfretto Pro Tripod) March 21, 2015 March 18 21, 2015 Student Technology Showcase (STS) CUE Tips (mini sessions) PSCC PSCC March 18 21, 2015 STS Video PSCC (smoketree area) All attendees, open area All attendees, open area All attendees, open area March 19 21, 2015 PSCC All attendees, open area Crew to record sessions 1-handheld mic kit 1-sound speaker with *1-8 School teams may want to rent screens/stands from you. Provide schools discounted rate if possible. 1-speaker with stand 1-donated laptop connected to plasma 1-donated laptop connected to plasma 1-donated laptop connected to plasma 1-UHF Wireless Handheld Microphone 1-JBL EON 10 G2 Speaker w/ Tripod

7 March 19 22, 2015 General Session Room PSCC 2,200 Stage package open to suggestions with stage layout (stage size 12 x24 x48 ) 1-clear podium x 20 HD Fast Fold Screen x 20 HD Fast Fold Dress Kit 2-Safelock Projector Stand for LCD 1-Truss and Projector Mount for Center Screen. TBA 2-LG 48" Confidence Monitor with Stand 3-Donated HD Epson 5 K Projector 2-22" Preview Monitor 1-Misc Adaptor (HDMI, SDI, VGA, DVID) 1-Misc Cable (XLR, VGA, SDI, DVID) 2-remote clickers to advance slides (wireless presentation) Lighting package open to suggestions 12-12" Truss. 10' Segment 28-ETC source 4 par stage lighting fixture (house lights) 1-24 Channels ETC 2400 Watt Dimming. Cam input. DMX Controllable 2- Smartfade 48/96 DMX Lighting Control Console 12- Elation E-Par Hi-Power LED Wash Light 1- Platinum Beam 5R 300 Watt Moving Light with color-change & patterns 8- Elation MEGA Color Strip LED RGBA Wash Light 1 Meter

8 1- Ground Support Lighting Tree 50- Black Drapery with Pipe and Base (per ft.) 8- ETC Source 4 Leko Light 1-Power and signal Distribution Kit. All needed cables, Etc. Sound package open to suggestions with layout for best sound for shape of room 4-5 JBL Element Line Array with processing, with suspension hardware, Front of house 1-Soundcraft Audio Mixer 32 x 6 Analog Console with outboard processing ' Active Split Signal Snake, plus all needed interface cables 2-Shure ULX Pro Handheld Wireless Kits 5-wireless lavaliere mic kit 1-Shure ULX Pro Lavaliere Wireless Kits 2-JBL 2 PRX Power Speaker on Tripod Stand (hard outside fill) 1- Podium Mic kit 1-Production Clear Comm System w/5 Drops Base Station (A1, A2, A2) Video package open to suggestions. We have Wirecast. Record and stream all keynotes (4-5 keynotes). Streaming has two components: 1) Overflow rooms 2) Live to web. 1-Roland HD 800 Main Video Switcher 2-Folsom Image Pro HD (Aspect Ratio for LCD)

9 March 19 21, 2015 Concurrent Sessions Renaissance March 19 21, 2015 Concurrent Sessions Renaissance Classroom style 160 chairs 85 chairs 3-SDI HD Cable 200 ft. 1-Extron SDI 4x1 DA 10-SDI 50 ft. Cable 2-SDI 100 ft. Cable 4-SDI 25 ft. Cable 2-Extron VGA DA 4x1 3-Panasonic AG-Pro Camera 3-Manfretto Pro Tripods 1-Blackmagic Design HyperDeck Recorder 4-Blackmagic HDMI to SDI Converter 4-Blackmagic SDI to HDMI Converter 1-Camera Crane and Jib with Mount 1-Misc Adaptor (HDMI, SDI, VGA, DVID) 1-Misc Cable (XLR, VGA, SDI, DVID) 1-Laptop PC Dell with Office Pro Webcast The general sessions keynotes will also need to be broadcasted via a live feed to pre-selected locations within the conference and online.

10 March 19 21, 2015 Concurrent Sessions Renaissance March 19 21, 2015 Concurrent Sessions Renaissance March 19 21, 2015 Concurrent Sessions Renaissance March 18 21, 2015 Concurrent Sessions Renaissance 120 chairs 120 chairs 125 chairs 150 chairs

11 March 19 21, 2015 Concurrent Sessions Renaissance March 19 21, 2015 Concurrent Sessions Renaissance March 19 21, 2015 Concurrent Sessions Renaissance March 19 21, 2015 Concurrent Sessions Renaissance March 18 21, 2015 Meetings Renaissance 300 chairs 300 chairs 300 chairs 250 chairs Fixed board room for x 10 Fast Fold Screen with Dress Kit x 10 Fast Fold Screen with Dress Kit x 10 Fast Fold Screen with Dress Kit x 10 Fast Fold Screen with Dress Kit 1-speaker with stand

12 March 18 21, 2015 Seating Area Renaissance Ballroom foyer with various couches March 18 21, 2015 Bloggers Café Renaissance Seating area March 19 21, 2015 Concurrent Sessions Hilton Classroom style 200 chairs 15-powerstrips to seating areas 1-JBL Eon 10 Speaker w/ tripod Stand to plasma 1-Shure ULX Pro Lavaliere Wireless Kits 8-electrical to poster session 5-powerstrips to seating areas x 10 Fast Fold Screen with Dress Kit March 19 21, 2015 Concurrent Sessions Hilton 200 chairs x 10 Fast Fold Screen with Dress Kit March 19 21, 2015 Concurrent Sessions Hilton 150 chairs March 19 21, 2015 Concurrent Sessions Hilton

13 March 19 21, 2015 Workshops Hilton Classroom style 30 chairs March 19 21, 2015 Workshops Hilton Classroom style 30 chairs March 19 21, 2015 Workshops Hilton Classroom style 30 chairs March 19 21, 2015 Workshops Hilton Classroom style 30 chairs 120 chairs 1-JBL Eon 10 Speaker w/ tripod Stand 30-electrical to each chair 1-JBL Eon 10 Speaker w/ tripod Stand 30-electrical to each chair 1-JBL Eon 10 Speaker w/ tripod Stand 30-electrical to each chair

14 1-JBL Eon 10 Speaker w/ tripod Stand 30-electrical to each chair