Request for Quote: Audiovisual and Videography Services Provider

Location:	South Carolina
Posted:	Jul 7, 2026
Due:	Jul 16, 2026
Agency:	State of South Carolina - State Fiscal Accountability Authority(SFAA)
Type of Government:	State & Local
Category:	Q - Medical Services
Publication URL:	To access bid details, please log in.

Attachment Preview

South Carolina Judicial Branch

South Carolina Supreme Court

Columbia, South Carolina

Karama B. Herrington

STATE COURT ADMINISTRATOR

June Beard

COURT EDUCATION TRAINER

1220 SENATE STREET

COLUMBIA, SOUTH CAROLINA 29201

TELEPHONE: (803) 734-1438

FAX: (803) 734-0269

Valued vendor

Please find a quote request below.

This quote request is made up of Lot A (SC Annual Judicial Conference) and Lot B (Court Reporter’s Conference).

Lot B may or may not be awarded.

Lot A - SC Annual Judicial Conference

The SC Judicial Branch (SCJB) is seeking an audiovisual company to handle the audiovisual and videographer needs

related to the SC Annual Judicial Conference scheduled to be held at the Columbia Metropolitan Convention Center

(CMCC) in Columbia, South Carolina on September 30 through October 2, 2026.

We require a vendor capable of managing all aspects of setting up, running, and tearing down audiovisual equipment

needed to project PowerPoint slide decks, which may include embedded objects, and amplify presenters during their

presentations. Vendor must also be capable of managing all aspects of recording selected presentations and editing

them for a finished recorded product. Vendor must be ready to record/video and have audiovisual equipment ready

to run during each day’s start and end times:

*Wednesday, September 30, 2026:

Thursday, October 1, 2026:

Friday, October 2, 2026:

1:00 p.m. to 4:00 p.m.

8:45 a.m. to 4:30 p.m.

8:45 a.m. to 12:00 p.m.

*AV and videography required from 1:00 p.m. to 2:45 p.m. in Ballroom A/B. AV is required from 3:00 p.m. to 4:00

p.m. for breakout sessions.

Additionally, vendor must be prepared to video all presentations (approx. 6) conducted on Thursday, October 1, and

Friday, October 2 in Ballroom A/B.

Video recordings are to be MP4 files. The Thursday presentation at 1:00 p.m. is a top priority and must be delivered

as soon as possible, but no later than 24 hours after the presentation. All other videoed presentations are to be

delivered no later than October 9, 2026.

The selected vendor is required to meet the project’s scope and timeline.

All work should meet recognized audiovisual industry standards (such as AVIXA best practices), applicable safety

codes, and all SCJB requirements.

All work will be reviewed and approved by SCJB prior to any payment being issued.

Only authorized personnel who have passed a SLED background check and wearing appropriate vendor identification

will be allowed to work the conference. No guests are permitted.

SITE VISIT

A site visit will be held on the following date, time and location. Failure to attend will not relieve the vendor from

responsibility for estimating properly the difficulty and cost of successfully performing the work, or for proceeding to

successfully perform the work without additional expense to the State. The State assumes no responsibility for any

conclusions or interpretations made by the Contractor. Nor does the State assume responsibility for any understanding

reached or representation made concerning conditions which can affect the work by any of its officers or agents before

the execution of this contract, unless that understanding or representation is expressly stated in this contract.

Date & Start Time:

Contact Person’s Name:

Contact Phone Number:

Location:

July 10, 2026, 10 a.m.

June Beard

803-734-1438

Columbia, SC

SCOPE OF SERVICES/EQUIPMENT REQUIRED

Audio and video equipment is required to properly cover the SC Annual Judicial Conference, ensuring that

everything can be heard and recorded clearly in any of the rooms used at the Convention Center. The equipment list

provided below is only an example of what has been used in the past and should not be considered a required or

final list for this event. What is required is exceptional sound quality, including for attendees at the back of the room

and the ability to record both audio and video as needed. Please provide a total cost for delivering all necessary

equipment and services.

There is one main (large) ballroom (ballroom A-B) and 3 breakout rooms (hall of fame, ballroom b, ballroom c)

Number of Items

Item Type

MAIN ROOM (BALLROOM A/B

AUDIO

Rapco Laptop Audio Interface w/Ground Lift

Podium Mic – Wireless

Wireless Lavalier Microphone

Wireless Floor Mic

Atlas DS-5 Tabletop

Ultimate Boom Mic Stands

QSC TouchMix Digital 16 CH Mixer

Floor mics on stands for Q&A

House Sound Patch

Additional Information

COMPUTERS

DSAN Perfect Cue

VIDEO

CMCC 9’ x 16’ Projection Package

Dalite 9 x 16 Screen w/mat

EIKI EK-1000LU 10k Projector

25’ HDMI Cable

50’ Edison Power Cable

LG 47” LCD TV (47LN5790)

1x2 HDMI DA

BREAKOUT ROOM

AUDIO

Podium Mic – Wireless

Atlas DS-5 Tabletop

QSC TouchMix Digital 16 CH Mixer

House Sound Patch

ELECTRICAL

25’ Edison Power Cable

VIDEO

Eiki EK-306U 5k Projector (1.07-1.75:1)

25’ HDMI Cable

*Use existing screen in room

PRESENTER SUPPORT

Client Provided Laptops

*A/C power for client provided equipment

must be ordered from CMCC. Client is

responsible for all setup, adjustment, and

operations of client provided equipment.

SCJB employees took a feed from the vendor

audio and recorded it to a computer along

with a feed from the speaker presentations

and a camera they set up.

Client provided laptops for use

during presentations in Ballroom

A/B, and in breakout session

rooms.

NOTE: This year (2026), vendor

will be responsible for supplying all

video equipment and recording

presentations.

SCJB may require adding or deleting AV equipment and related services during the conference. Any changes

(additions or deletions) must be documented through a written change request initiated by SCJB and acknowledged

by the vendor prior to implementation. All additions and pricing must be approved, and no work or equipment may

be provided without written authorization from SCJB’s designated representative.

The Contractor is expected to conduct sufficient due diligence, including reviewing all conference requirements,

venue specifications, and event schedule, to ensure all necessary equipment, accessories, cabling, labor, and related

services are included in its proposal. SCJB will not approve change requests for equipment, materials, or services

that a reasonably experienced AV vendor should have identified and included through proper planning and due

diligence.

Lot B - SC Annual Court Reporters Conference

The vendor will provide audiovisual (A/V) equipment and support for the scheduled Annual Court Reporters

Conference, including:

• One projector and screen per room

• One microphone per room (type to be confirmed - podium or lapel)

• Any additional standard A/V accessories required for proper setup and operation

• Webex TV and hook-ups for computers for approximately 18 people will be required in one of the rooms.

Room Configuration

On Thursday, the event space will be divided to support concurrent sessions for approximately one to two hours.

During this timeframe, both rooms must be fully outfitted with the necessary A/V equipment to ensure

uninterrupted program delivery.

Additional Requirements

• No videography services are required for this event.

• Final room setup details, including microphone preference (podium vs. lapel), will be confirmed upon

receipt of the finalized event plan.

Personnel assigned to this project must have:

1. Documented experience in all aspects of audiovisual set up and running, and in videography and editing.

2. Demonstrated proficiency with all audiovisual aspects, and in videography and editing.

3. Experience working in secure or controlled areas such as would be in place for the safety and security of the

SC judiciary.

Quote Submission Requirements:

1. Confirmation that the vendor can complete the full scope of work within the specified timeframe and

provide all the necessary equipment.

2. Pricing: Vendor must provide pricing separately for delivering all necessary equipment and services.

Note: The convention center charges per electrical hook-up or per plug-in used. All related costs must be

included as part of the quote.

3. Provide Lot A and Lot B pricing separately.

4. Vendor mut provide a list of equipment that will be used in Lot A and used in Lot B separately.

5. Contractor’s SC vendor number.

6. Submit your quote and any questions via email to:

June Beard

Court Education Trainer

SC Judicial Branch

jbeard@sccourts.org

Email’s subject line: SCJB - Audiovisual

Timeline for Quote Submission:

• Site Visit:

July 10, 2026, 10 a.m.

• Questions will be accepted until: July 10, 2026, 5 p.m.

• Quotes due back:

July 16, 2026, 10 a.m.

SCJB will notify the awarded vendor as quickly as possible following the quote submission period.

Important note:

Awards/purchase orders/payments can only be issued to vendors who are registered to do business with the state. If

you are not currently a registered vendor, please complete the registration at https://procurement.sc.gov/doing-

biz/registration.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Request for Quote: Audiovisual and Videography Services Provider

Attachment Preview

See also