AV Support for Annual Conference

Tender description

Provision of AV support services and registration/event platforms for annual conference including: • Conference registration software, including the ability to take payments. • Online event platform • Support for delegates reporting difficulties with the platforms • Pre-production project management, including production build, rehearsals for hybrid sessions, and a production manager during and at the event. • Video and live streaming for hybrid sessions, meeting accessibility best practice, for example with live captioning and transcript • Large frame and banner: a branded backdrop and digital lectern for the main stage. • Background music for session starts, breaks, and potential awards. • Design phase (two rounds of revisions), including intro/outro slides, holding cards, and lower third graphics with speaker names for all presentations. Images for the digital lectern. • Timers for speakers and organisers, accessible via a laptop and comfort monitors. • Professional photography services for two days. • Power supply for 16 exhibitors. • Recording of all sessions and providing session recordings in mp4 format with proofed subtitle/caption files provided separately in .vtt or similar format • 10-16 TV screens for exhibitors, with setup and power provided.