ARFQ-0304-TOR2700000002-3 | AUDIO / VISUAL - GOVERNOR'S CONFERENCE 2026

The West Virginia Department of Tourism is soliciting bids under solicitation ARFQ-0304-TOR2700000002-3 for comprehensive audiovisual services for the Governor's Conference 2026. The event is scheduled to take place from September 20 to September 23, 2026, at the Charleston Coliseum and Convention Center. The selected vendor will be responsible for providing all necessary labor, equipment, setup, operation, and removal of audiovisual systems, including projection screens, lighting, microphones, and technical support. The contract will be awarded to the lowest cost vendor who meets all mandatory technical specifications and qualifications. This is a fixed-period contract effective for 365 days upon the notice to proceed. The agreement is governed by the West Virginia Department of Tourism Terms and Conditions and the WV-96 State Contract Addendum, which establish requirements for insurance, workers compensation, payment terms, and data ownership. Vendors must submit their responses by the deadline of September 4, 2026. The contract ensures compliance with West Virginia state law and protects the state's interests regarding funding contingencies, termination rights, and public records access.