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2014 Vendor Proposals
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Schedule at a Glance

Schedule by Day

-Wednesday - July 30
-Thursday - July 31
-Friday - Aug. 1
-Saturday - Aug. 2
-Sunday -  Aug. 3

Special Events

Career Fair
& Expo


Authors Showcase
and Bookstore

Host Hotel

Travel Information


to Boston







2014 NABJ Convention & Career Fair

Request for Audio Visual Services Company Proposals

Deadline Extended to Friday, March 28, 2014

The National Association of Black Journalists (NABJ) is an organization of journalists, students and media-related professionals that provides quality programs and services to and advocates on behalf of black journalists worldwide. Founded by 44 men and women on December 12, 1975, in Washington, D.C., NABJ is the largest organization of journalists of color in the nation. Many of NABJ's 3,000 members also belong to one of the dozens of professional and student chapters that serve black journalists nationwide.

NABJ holds an annual convention and career fair each summer with dozens of plenary sessions and workshops for professional development. The career fair draws hundreds of recruiters and is among the best means of finding a job in the industry. At the annual Salute to Excellence Award Dinner, special recognition honors (Lifetime Achievement, Journalist of the Year, Community Service, etc.) are bestowed at each convention.

Submission Instructions

NABJ is accepting bids for our annual convention production support needs. NABJ will consider in-house as well as outside vendors.

The convention takes place on July 30-August 3, 2014 at the Sheraton Boston Hotel and John B. Hynes Veterans Memorial Convention Center in Boston, MA. NABJ will utilize the Hynes Ballroom A/B. Submitters should review the website for space specifications.

Please submit your bid by Friday, March 28, 2014, at 5:00 p.m. EST.

To submit your bid, please fill out the online application HERE.

The PDF document you submit on the application should be addressed as follows:

National Association of Black Journalists
1100 Knight Hall, Suite 3100
College Park, MD 20742
Phone: (301) 405-0248
Fax: (301) 314-1714

Please itemize your bid and include any support service costs, i.e. electricity or audio patches.

Decision Process

The following factors will be considered in the RPF process:

· Responsiveness

· Timeliness

· Availability for 45 min. Q/A session

· Creativity, flexibility and willingness to ask questions

Production Responsibilities

I. The Production Company is responsible for sound and video projection including:

  • All technical needs associated with Imag (Image Magnification) during events that will take place in the big ballroom(s). To include cameras, camera personnel, staging and lighting for all shows:
    • Plenary Sessions
    • Salute to Excellence Awards Dinner
    • Gospel Brunch
    • Special large ballroom programming
  • 2-3 studio configured hard cameras, camera operators
  • All direction and technical direction of large scale productions (rundowns to be provided by producers)
  • Graphics package for convention and large meal events (convention logo, lower third supers/chyron, sponsor logos, speaker headshots, etc.)
  • Graphics /Chyron operator for Plenary Sessions, Gospel, & Salute to Excellence
  • Produce packages for Salute to Excellence TRT 1:30 or less (scripts and all video elements).
  • Produce taped elements for opening session TRT and format TBD
  • Hand-held and lavaliere microphones for panel discussions at ballroom events
  • Teleprompter for main podium, teleprompter operator. PRESIDENTIAL style teleprompter! Only needed for Opening Ceremony, Salute to Excellence & Gospel Brunch, NOT needed for Plenary Session.
  • Headsets for Director, crew and producers
  • 2- large screens
  • Stage set-up and dressing
  • Stage lighting
  • All media playback equipment (dvd, tape, cd, machines, etc.)
  • All productions should be recorded live to tape and later transferred to DVD and portable drive for NABJ (two copies)
  • Post production activities as agreed in discussions with NABJ prior to contract signature.

II. Projection Requirements: The following are projection system recommendations. Please indicate in your bid the projection system you will be supplying.

Small sized rooms
projection distance: 10-12 feet
screen size: at least 8' diagonal
resolution: XGA (1024 x 768)
Minimum Brightness: 2,500 lumens

Medium sized rooms
projection distance: 14-20 feet
screen size: at least 10' x 12'
resolution: XGA (1024 x 768)
Minimum Brightness: 3,000 lumens

Large sized rooms
projector count: 2
projection distance: 14-20 feet
screen size: at least 12' x 16'
resolution: XGA (1024 x 768)
Minimum Brightness: 5,000 lumens

The above represents minimum requirements. Contractor should provide the best available equipment for the room size/event.

Preliminary Schedule

This is preliminary schedule of Hynes Ballroom A/B events. The schedule is subject to change.



8:00 AM

11:59 PM




9:00 AM

11:00 AM

Opening Ceremony



9:00 AM

11:00 AM

Newsmaker Plenary



3:30 PM

5:00 PM

W.E.B. DuBois Plenary



4:00 PM

5:00 PM

Newsmaker Plenary



6:00 PM

9:00 PM

2014 NABJ Salute to Excellence Awards Gala



8:00 AM

10:00 AM

NABJ Gospel Brunch



11:00 AM

3:00 PM


Breakout Rooms – Include in your bid, a separate cost for approximately 10-12 with screen projector, computer/laptop (optional).


NABJ is seeking a discounted, volume pricing agreement.

Any outside vendors are responsible for patch fees. Patch fees should be listed as a separate line item but not included in the overall pricing.

NABJ’s decision will be based on competitive pricing, inventory availability, customer service, and client references.

The 2013 Audio Visual Services Company contract was awarded to PSAV. Selection Reason: Best Overall Bid



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