REQUEST FOR BID (RFB)

Audio / Video / Lighting Services

Arkansas Fair Managers Association Annual Convention

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1. Overview

The Arkansas Fair Managers Association (AFMA) is soliciting bids from qualified Audio/Video/Lighting (AVL) production companies to provide comprehensive production services for its Annual Convention.

The selected vendor will be responsible for delivering professional AVL support for:

• General Sessions

• Main Room Events (outside of general sessions and entertainment)

• Entertainment (bands, singers, and specialty acts)

The goal is to ensure a seamless, high-quality production experience for attendees, presenters, and performers.

 

2. Event Information

• Event: AFMA Annual Convention

• Location: Hot Springs Convention Center

• Dates: January 14-16, 2027

• Attendance: Estimated 500-700 attendees

• Spaces:

  • General Session Ballroom

  • Main Event Room (multi-use space for sessions and entertainment)

Note: A layout from the previous year’s convention will be provided. Vendors must use this layout as the basis for all submitted diagrams and system designs.

 

3. Scope of Services

The selected vendor shall provide all labor, equipment, and technical support necessary for full AVL production.

 

A. General Sessions & Main Room Events

• Full PA system appropriate for room size

• Wireless handheld and lavalier microphones

• Podium microphone

• Digital audio mixing console with technician

• Stage wash lighting

• On-site technician(s) for all sessions and main room events

Note: Audio support is required for all main room events, including those outside of designated general sessions and entertainment programming.

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B. Entertainment / Performances

• Concert-quality sound system appropriate for bands and live acts

• Stage monitors and/or in-ear monitor capability

• Stage lighting package (dynamic lighting for performances)

• Rigging (optional; see note below)

• Dedicated audio and lighting technicians during performances

• Coordination with artist riders and technical requirements

Rigging Note:
Rigging is optional but permitted. Any proposed rigging must be pre-approved and fully coordinated with the venue and comply with all venue regulations and safety requirements.

 

C. Power Requirements

• Vendor shall identify all power needs for audio, video, and lighting systems

• Vendor must provide a summary of required power including:

  • Type of power needed (e.g., 120V standard outlets, 208V, etc.)

  • Quantity of outlets and/or circuits required

• Vendor must coordinate all power requirements with the venue in advance

• All power connections must comply with local electrical codes and venue regulations

• Vendor is responsible for providing any necessary cabling and distribution from provided power sources

• Any non-standard power requirements must be clearly identified in the proposal

 

D. Additional Requirements

• Load-in and load-out services

• Equipment transportation

• Pre-event planning meetings with AFMA

• Coordination with AFMA & venue staff

• Daily system testing and quality assurance

 

4. Vendor Qualifications

Vendors must:

• Demonstrate experience with conferences and live entertainment events

• Provide references from at least three similar events

• Be capable of supporting general sessions, main room events, and live performances

• Be properly insured (certificate of insurance required)

• Provide experienced, professional technicians

 

5. Timeline

• RFB Release Date: May 21, 2026

• Proposal Submission Deadline: June 17, 2026

• Vendor Selection: July 2026

• Event Dates: January 14-16, 2027

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6. Evaluation Criteria

Proposals will be evaluated based on:

• Pricing/Cost-effectiveness

• Experience and qualifications

• Technical capability (including audio layout design, diagram clarity, and power requirements)

• Transparency of pricing (including travel and lodging)

• Quality of equipment

• References and past performance

• Value of any multi-year proposal (if submitted)

 

7. Term & Renewal

• The selected vendor will be contracted for the upcoming convention year

• Vendor performance will be evaluated annually by AFMA

• Continued engagement beyond the initial year is not guaranteed and will be based on performance, pricing, and organizational needs

• AFMA may, at its discretion, enter into a multi-year agreement with the selected vendor if it is deemed beneficial

 

8. Submission Instructions

Proposals must be submitted electronically via Arkansas Fair Managers Association website: arkansasfairmanagers.com

For additional information or questions:

Trent Taylor

(870) 688-0642

trenttaylor94@gmail.com

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9. Terms & Conditions

• AFMA reserves the right to accept or reject any or all proposals

• AFMA may request additional information or interviews

• Final scope may be adjusted based on selected vendor and event needs

• Vendor must comply with all venue regulations and local laws

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10. Additional Notes

• Entertainment acts will be selected by AFMA; vendor will coordinate with performers regarding technical riders as needed in conjunction with the designated AFMA board member

• Flexibility is critical, as schedules and requirements may evolve

• Preference may be given to vendors familiar with fair/convention environments