California Travel Association (CalTravel)
Request for Proposals for
Audio Visual Vendor for 2017 California Travel Summit
CalTravel’s History
CalTravel is the collective voice of the travel industry, promoting a strong business environment through advocacy, collaboration, and education. Established in 1989, this non-profit organization brings together travel organizations doing business across the state to protect and ensure its continued success.
CalTravel’s California Travel Summit
One of the ways in which CalTravel achieves its mission is by producing the annual California Travel Summit (CTS), attended by approximately 450 – 500 industry professionals. The conference, in its 35th year in 2017, consists of educational sessions/workshops, general sessions, speakers/panels, and networking events over three days at a hotel/conference center. This year the conference is June 27-29, 2017 at the Marriott Hotel & Spa, Newport Beach, CA. An additional Board of Directors meeting will be held in conjunction on June 26, 2017.
Audio Visual Assistance
CalTravel is searching for an Audio Visual partner who will offer leading edge and creative solutions to meet our needs and to help CalTravel produce its California Travel Summit to enhance attendees’ experience and education. The CalTravel 2017 CTS includes keynote speakers plus two panels within 9 general sessions, 3 pre-conference workshops, 3 breakout sessions, two breakfasts, one luncheon, one gala dinner with a live auction and video, social/networking events and show management that require exceptional audio visual equipment and service. All equipment and service/support must contribute to the professional image of both the event and CalTravel and execution in all sessions and events must be flawless. CalTravel will rely heavily on the input and advice of the selected Audio Visual vendor in planning the conference audiovisual needs. An open and on-going dialogue will be essential in the planning and production of these events. All responses to this Request for Proposal will be treated in a confidential manner.
All expenses associated with proposals are the responsibility of the respondent (AV Company). This Request for Proposal is not an offer to enter into an agreement with any party but rather, it is a request to receive proposals from respondents interested in providing the services specified herein. CalTravel reserves the right to reject any proposal, in whole or part, and/or to enter into agreements to provide services with any party.
Proposal Submission and Deadline/Decision Dates:
Proposals should be submitted via email only to the email address listed below. Inquiries may be directed by phone or e-mail. Mapping of the property can be found online at the website for Marriott Hotel & Spa, Newport Beach.
Proposals due no later than midnight February 20, 2017
Group Name/Address:
California Travel Association (CalTravel) & Catalyst Marketing Company
Phone: (559) 289-9396 or (559) 252-2500
Submit Responses and Direct Inquiries to:
Denee Conner
Event Manager
Email:
2017 California Travel Summit Event Date/Location:
June 27-29, 2017
Marriott Hotel & Spa
Newport Beach, CA
Move-in Schedule:
Sunday, June 25, 8am-midnight (subject to hotel availability of room) we require a dress rehearsal with AV run-through Tuesday morning)
Monday, June 26
· Committee and Board of Directors meetings
Tuesday, June 27 morning for the following areas:
· 3 Breakout Sessions
· General Session (Set up in the am - we require a run-through with AV)
Pre-Conference session rooms must be completely set by 8:00 am on Tuesday.
Move-out Schedule:
Move-out must be completed by midnight on Thursday, June 29
Tentative Schedule:
The schedule below reflects the events expected to take place during the conference. This schedule is based on the tentative schedule to date and is subject to change.
Tuesday
7:00am – 11:00am Speaker Rehearsals
9:00am – 11:15am TID Forum
10:00am – 11:00am Opportunities for Young Professionals/Student Orientation
10:30am – 11:00am New Member/New Attendee Orientation
11:30am – 12:45pm Kick-Off Luncheon
2:00am – 2:05pm CTS Welcome: Joe & Barb
2:05pm – 2:15pm Welcome from Newport Beach
2:15pm – 3:00pm General Session: Keynote Speaker #1
3:00pm – 3:45pm General Session: Keynote Speaker #2
3:45pm – 4:15pm Networking Reception
4:15pm – 5:00 pm General Session: Panel Discussion
5:00pm – 6:00pm Networking Reception
6:30pm – 9:00pm Opening Dinner
Wednesday
6:30am – 7:30am Speaker Rehearsal
8:00am – 9:00am Breakfast
9:00am – 9:30am State of CalTravel: Barb
9:30am – 10:30am General Session: Speaker #3
10:30am – 10:45am Emerging Leaders Recognition/30 & Under Awards
10:45am – 11:15am Networking Break
11:15am – 12:15pm Breakout Sessions - 3 rooms (set-up) 2 – 5 (panels)
12:15pm – 2:00pm Luncheon /CalTravel Awards: Excellence in Tourism Advocacy Award
2:00pm – 3:00pm General Session: Speaker #4
3:00pm – 3:30pm Networking Break
3:30pm – 5:00pm Renew Sessions (7)
6:00pm – 9:00pm Reception & Awards Dinner – Rose Garden (Note: this dinner with be held in a separate outdoor location from General Sessions)
9:00pm - midnight Possible After Party
Thursday
8:00am – 9:00am Breakfast
9:00am –9:45am General Session: Issue of the Day, Speaker #5
9:45am –10:30am Networking Break
11:00am – 12:00pm General Session: Speaker #6
12:00pm – 12:15pm Closing Remarks CEO & Chair
12:30pm Conference Concludes
General Design/Branding:
The CalTravel Conference is designed to provide an organized, professional, attractive, and “branded” environment for attendees. All advertising and printed material will be designed to reinforce the professional image and brand of the event each year. To that end, the Audio Visual vendor will be expected to incorporate provided graphics into all items produced and provided for the events.
Rehearsals:
The selected/contracted Audio Visual vendor must be available for General Session rehearsals beginning Tuesday at the convenience/direction of speakers, CalTravel staff/management.
REQUIREMENTS
Pre-Production:
CalTravel will require Audio Visual vendor to gather walk-in / walk-out music and work with our media firm who is producing an awards video for video requirements. CalTravel will produce some speaker support PowerPoint template design, script, etc. that will give to onsite personnel. Work with Presenting Sponsor on possible special needs for the Awards Dinner presentation and any other sponsor with special needs.
General Sessions /Luncheon/Breakfast Program (Normally all set in same room, and set remains same throughout):
CalTravel’s selected Audio Visual vendor will be required to work with CalTravel staff/providers to develop and customize a stage design and stage set for the General Sessions. In the past this has included 3 monitors on towers and 2 additional light towers. We are open to new, creative staging options. Stage at least 24’ wide by 18’ deep, and 36” high. Draping should run the length of the room, with area behind stage for “green room”. Speakers should be able to enter/exit stage from the back. Most speakers use PowerPoint and CalTravel will show video/PowerPoint, and play music during entrance/exit. The General Session (one set up to be used five times over the three days (one full day and two ½ days).
Breakout Sessions:
Three pre-conference sessions on Tuesday, June 27 followed by up to 4 concurrent breakout educational sessions on Wednesday. “Standard” audiovisual equipment set up is required for each session. Additions/special equipment may be needed for some sessions, TBD. Each session will seat approx. 100-125.
To insure a fair bidding process a detailed list of requirements at this time include:
Room: Grand Pacific Ballroom
Pre-Set Up General Session
6/26/2017-Monday
Labor Set Technicians
8AM-12PM
60 Hours
5 hours-Audio Engineer 1.0
5 hours-Lighting Engineer 1.0
5 hours-Video Engineer 1.0
5 hours-Graphics Operator 1.0
Room: Baycliff
Cal Travel Board Committee Meetings
6/26/2017-Monday
9AM-Noon
Audio
1-Podium Microphone
1-Wireless Lavaliere Microphone
1-4 Channel Mixer
Projection
1-Conference Room LCD Display Package
1-25’ AC Cable
1-LCD Projector 4200 Lumens
1-Rollcart 26”-42”
1-8’ Tripod Screen
1-25’ VGA cable
Computer
Wireless Remote Presenter
Room: Cardiff
Cal Travel Board Meeting-Monday
6/26/2017-Monday
1PM-4PM
Audio
1-Podium Microphone
1-Wireless Lavaliere Microphone
1-4 Channel Mixer
Projection
1-Conference Room LCD Display Package
1-25’ AC Cable
1-LCD Projector 4200 Lumens
1-Rollcart 26”-42”
1-8’ Tripod Screen
1-25’ VGA cable
Computer
Wireless Remote Presenter
Room: Grand Pacific Ballroom
6/26/2017-Monday through 6/29/17-Thursday
General Session
Lighting
2-12’ Box truss, 10’ Section
2-MAC Spot Intelligent Light
20-LED Color Blast
1-Ballroom Stage Wash
1-Cable Kit
1-Dimmer Board 12 Channel
2-Source 4 19 Degree
2-Source 4 26 degree
2-Lighting Tree Kit
Audio
1-CD Player Single
1-Intercom Base Station
4-Intercom Belt pack & Headset
1-Gooseneck Microphone
4-Table Microphone
2-Wireless Handheld Microphone
2-Wireless Lavaliere microphone
1-12 Channel Mixer
12-Walkie Talkie, 2-way radios w/earpieces
1-K-array Sound Package
1-Audio Cable Kit
4-Line array Speaker
2-Subwoofer
Projection
2-DLP Projector 7,000 Lumens
2- 7x12 Formatted Wide Screen MW
2-LCD Projector Lens
1-Ballroom Two Screens
2-12” Box Truss, 10’ Section
4-Box Truss Base
1-Cable Kit
2-DLP Projector 7,000 Lumens
2-DLP Projector Lens
2-8.5 x 14 Formatted Wide screen MW
4-10’ Pipe & Drape Kit
1-Data Matrix Switcher
Video
1-42” Confidence Monitor
1-SDI Distribution Amp
Computer
2-Laptop Computer, MacBook Pro with Play Back Pro and Laptop Computer (PC)
Labor
10 Hours-Audio Engineer 1.0
4 Hours-Audio Engineer 1.5
10 Hours-Lighting Engineer 1.0
4 Hours-Lighting Engineer 1.5
10 Hours-Video Engineer 1.0
4 Hours-Video Engineer 1.5
10 Hours-Graphic Operator
4 Hours-Graphic Operator 1.5
Miscellaneous
1-Cue Light
1-Set Décor, Truss Bridge and Acrylic Panels
Breakouts
6/27/2017-Tuesday
1-Roving Technician
5 hours
Room: Newport Coast Ballroom
6/27/2017-Tuesday
Audio
1-Wireless Lavaliere Microphone
1-4 Channel Mixer
1-12” Powered Speaker
Video
6/27/2017-Tuesday
1-80” LED Monitor
Room: Baycliff
Breakout 1
6/27/2017-Tuesday
Audio
1-Podium Microphone
2-Table Microphones
1-Wireless Lavaliere Microphone
1-4 Channel Mixer
Projection
Conference Room LCD Display Package
1-25’ AC Cable
1-LCD Projector 4200 Lumens
1-Rollcart 26”-42”
1-8’ Tripod Screen
1- 25’ VGA cable
Computer
1-Wireless Remote Presenter
Room: Cardiff
Breakout 2
6/27/2017-Tuesday
Audio
1-Podium Microphone
2-Table Microphones
1-Wireless Lavaliere Microphone
1-4 Channel Mixer
Projection
Conference Room LCD Display Package
1-25’ AC Cable
1-LCD Projector 4200 Lumens
1-Rollcart 26”-42”
1-8’ Tripod Screen
1-25’ VGA cable
Computer
1-Wireless Remote Presenter
Room: Laguna/Sunset
Breakout 3
6/27/2017-Tuesday
Audio
1-Podium Microphone
2-Table Microphones
1-Wireless Lavaliere Microphone
1-4 Channel Mixer
Projection
Conference Room LCD Display Package
1-25’ AC Cable
1-LCD Projector 4200 Lumens
1-Rollcart 26”-42”
1-8’ Tripod Screen
1-25’ VGA cable
Computer
1-Wireless Remote Presenter
Grand Pacific Ballroom
General Session
6/28/2017-Wednesday
Lighting
2-12’ Box truss, 10’ Section
2-MAC Spot Intelligent Light
20-LED Color Blast
1-Ballroom Stage Wash
1-Cable Kit
1-Dimmer Board 12 Channel
2-Source 4 19 Degree
2-Source 4 26 degree
2-Lighting Tree Kit
Audio
1-CD Player Single
1-Intercom Base Station
4-Intercom Beltpack & Headset
1-Gooseneck Microphone
4-Table Microphone
2-Wireless Handheld Microphone
2-Wireless Lavaliere microphone
1-12 Channel Mixer
12-Walkie Talkie, 2-way radios w/earpieces
1-K-array Sound Package
1-Audio Cable Kit
4-Line array Speaker
2-Subwoofer
Projection
2-DLP Projector 7,000 Lumens
2- 7x12 Formatted Wide Screen MW
2-LCD Projector Lens
1-Ballroom Two Screens
2-12” Box Truss, 10’ Section
4-Box Truss Base
1-Cable Kit
2-DLP Projector 7,000 Lumens
2-DLP Projector Lens
2-8.5 x 14 Formatted Wide screen MW
4-10’ Pipe & Drape Kit
1-Data Matrix Switcher
Video
1-42” Confidence Monitor
1-SDI Distribution Amp
Computer
2-Laptop Computer, MacBook Pro with PlayBack Pro and Laptop Computer (PC)
Room: Breakouts
6/28/2017
5 Hours-1 Roving Technicians
Room: Newport Coast Ballroom
EXPO-Small Presentation Corner
6/28/2017
Audio
1-Wireless Lavaliere Microphone
1-4 Channel Mixer
1-12” Powered Speaker
Video
1-80” LED Monitor
Room: Baycliff
Breakout 1
6/28/2017
Audio
1-Podium Microphone
2-Table Microphones
1-Wireless Lavaliere Microphone
1-4 Channel Mixer
Projection
Conference Room LCD Display Package
1-25’ AC Cable
1-LCD Projector 4200 Lumens
1-Rollcart 26”-42”
1-8’ Tripod Screen
1-25’ VGA cable
Computer
1-Wireless Remote Presenter
Room: Cardiff
Breakout 2
6/28/2017-Wednesday
Audio
1-Podium Microphone
2-Table Microphones
1-Wireless Lavaliere Microphone
1-4 Channel Mixer
Projection
Conference Room LCD Display Package
1-25’ AC Cable
1-LCD Projector 4200 Lumens
1-Rollcart 26”-42”
1-8’ Tripod Screen
1-25’ VGA cable
Computer
1-Wireless Remote Presenter
Room: Laguna/Sunset
Breakout 3
6/28/2017-Wednesday
Audio
1-Podium Microphone
2-Table Microphones
1-Wireless Lavaliere Microphone
1-4 Channel Mixer
Projection
Conference Room LCD Display Package
1-25’ AC Cable
1-LCD Projector 4200 Lumens
1-Rollcart 26”-42”
1-8’ Tripod Screen
1-25’ VGA cable
Computer
1-Wireless Remote Presenter
Area: Rose Garden
Awards Dinner
6/28/2017-Wednesday
Lighting
4-12” Box truss, 10’ Section
4-Box truss Base
1-Décor Lighting Package
1-cable Kit
12-LED Color Block
1-Ballroom Stage Wash
1-Cable Kit
1-Dimmer Board 12 Channel
2-Source 4, 19 Degree
2-Lighting Tree Kit
Audio
1-Conference Room/Outdoor Sound Package
1-Cable Kit
1-Direct Box
1-Standing Microphone
1-6 Channel Mixer
2-12” Powered Speaker
2-Speakerstand
Labor Set/Strike Technician (1)
Projection
2-7x12 Formatted Wide Screen MW
2-LCD Projector 7700 Lumens
2-LCD Projector Lens
Video
1-Data Effects Switcher
2-VGA Cable
1-VGA Distribution AMP
Labor
5 Hours-1-General Technician
5 Hours-2-Labor Set/Strike Technicians
Miscellaneous
1-PlexiGlass Podium
Room: Grand Pacific Ballroom
General Session
6/29/2017-Thursday
Lighting
2-12’ Box truss, 10’ Section
2-MAC Spot Intelligent Light
20-LED Color Blast
1-Ballroom Stage Wash
1-Cable Kit
1-Dimmer Board 12 Channel
2-Source 4 19 Degree
2-Source 4 26 degree
2-Lighting Tree Kit
Audio
1-CD Player Single
1-Intercom Base Station
4-Intercom Belt Pack & Headset
1-Gooseneck Microphone
4-Table Microphone
2-Wireless Handheld Microphone
2-Wireless Lavaliere microphone
1-12 Channel Mixer
12-Walkie Talkie, 2-way radios w/earpieces
1-K-array Sound Package
1-Audio Cable Kit
4-Line array Speaker
2-Subwoofer
Projection
2-DLP Projector 7,000 Lumens
2- 7x12 Formatted Wide Screen MW
2-LCD Projector Lens
1-Ballroom Two Screens
2-12” Box Truss, 10’ Section
4-Box Truss Base
1-Cable Kit
2-DLP Projector 7,000 Lumens
2-DLP Projector Lens
2-8.5 x 14 Formatted Wide screen MW
4-10’ Pipe & Drape Kit
1-Data Matrix Switcher
Video
1-42” Confidence Monitor
1-SDI Distribution Amp
Computer
2-Laptop Computer, MacBook Pro with PlayBack Pro and Laptop Computer (PC)
Labor
10 Hours-Audio Engineer 1.0
4 Hours-Audio Engineer 1.5
10 Hours-Lighting Engineer 1.0
4 Hours-Lighting Engineer 1.5
10 Hours-Video Engineer 1.0
4 Hours-Video Engineer 1.5
10 Hours-Graphic Operator
4 Hours-Graphic Operator 1.5
Miscellaneous
1-Cue Light
1-Set Décor, Truss Bridge and Acrylic Panels
Labor
10 Hours-Audio Engineer 1.0
4 Hours-Audio Engineer 1.5
10 Hours-Lighting Engineer 1.0
4 Hours-Lighting Engineer 1.5
10 Hours-Video Engineer 1.0
4 Hours-Video Engineer 1.5
10 Hours-Graphic Operator
4 Hours-Graphic Operator 1.5
Miscellaneous
1-Cue Light
1-Set Décor, Truss Bridge and Acrylic Panels
Area: Rose Garden
Market Lighting Package
Labor Set/Strike Technician Lighting
Audio
Conference Room/Outdoor Sound Package
Cable Kit
Direct Box
Standing Microphone
6 Channel Mixer
12” Powered Speaker