# Texas DIR/ESBD #RFP-301-27-08828

Texas seeks audiovisual equipment and production support for its 2027 leadership conference and legislative luncheon

**Posted:** October 16, 2026
**Respond By:** November 16, 2026
**Identifier:** RFP-301-27-08828
**NAICS:** 532310, 561920, 541990, 532490, 532210

Texas is seeking full-service audiovisual production for a statewide women’s leadership conference and legislative luncheon in Austin.
- **Buyer and location**
  - State of Texas, Office of the Governor (OOG), Governor’s Commission for Women, Financial Services Division.
  - Services will support events at the JW Marriott Austin, including the luncheon, keynote space, four breakout rooms, foyer/prefunction areas, and individual rooms.
- **Named OEMs**
  - **Decimator** — MD-Cross V2 video cross-converter/transcoder, or equivalent.
  - **Soundcraft** — Si Expression 1 16-channel digital audio console, or equivalent.
  - **Dsan** — ASL4ND3 speaker timer and Perfect Cue presenter confidence/cue system, or equivalent.
  - These are example models; equivalent or superior equipment meeting the specifications may be proposed. No other equipment vendors are named.
- **Equipment requested**
  - 2 front-projection packages, each with a 9-by-16-foot screen, front and rear projection surfaces, an 8,500-lumen 3LCD laser projector, and safelock cover.
  - 4 Decimator MD-Cross V2-or-equivalent video cross-converters; 2 4-by-2 seamless video switchers; and 2 16-channel digital audio consoles.
  - 2 podium microphones with house-sound connections; 12 wireless handheld microphones for the two main spaces; and 24 wireless microphones for the four breakout rooms, including handheld/lavalier capability.
  - 6 speaker timer packages and 2 presenter confidence/cue systems; 2 4K camcorder packages with tripods, zoom/focus controls, and 7-inch monitors.
  - 4 main-stage LED wash lighting sets on 15-foot truss towers; 8 breakout-room LED fixtures on 10-foot stands; 4 analog mixers and 4 external PA systems for breakout rooms.
  - Approximately 260 linear feet of main-event, 160 feet of breakout-room, and 30 feet of prefunction/photo-op 16-foot pipe and drape; plus 15 65-inch televisions on stands.
- **Services and notable requirements**
  - Provide and coordinate equipment, delivery, installation, configuration, testing, live operation, and teardown, with qualified crews across all event areas.
  - Staff live audio mixing, video camera and switcher operation, show calling, stage management, breakout-room audio, lighting setup/strike, general setup/strike, and television troubleshooting.
  - Provide or coordinate high-speed/hardline internet for designated prefunction areas, an on-call technical contact, and loss/damage waiver coverage for rented equipment through setup, event operations, and teardown.
  - A Texas HUB subcontracting plan is required. Potential subcontracting areas include equipment rental, lighting/staging/truss, delivery and installation, production staffing, internet/network support, transportation, and onsite technical support.
  - The contract maximum will be set at award; the posted value of $0.01 is not a reliable estimate of the opportunity’s value.

### Description

The Governor’s Commission for Women within the Office of the Governor seeks audio-visual services and support for its 2027 Texas Women's Leadership Conference and Legislative Luncheon. The contractor will provide equipment, technical services, and onsite personnel, including setup, testing, operation, and teardown across multiple event spaces at the JW Marriott Austin. The events are scheduled for February 2–3, 2027, and requirements include room-by-room AV equipment and staffing, internet access coordination, and technical support. The maximum contract amount is to be determined at the time of award; the posted procurement value is listed as 0.01.

[View original listing](https://www.txsmartbuy.gov/esbd/RFP-301-27-08828)