RFI - Event Management & Technical Production Services for Commencement Ceremonies

Grand Valley State University is gathering information from qualified event production firms to assess capabilities, cost structures, and qualifications for a potential multi‑year contract that would provide comprehensive event management, technical production, and coordination services for its university commencement ceremonies held at Van Andel Arena. The RFI seeks detailed responses covering audio/lighting/staging, video production, venue coordination, logistics, staffing, insurance compliance, budgeting, and any value‑added services such as live‑streaming. Vendors are asked to describe typical pricing models and cost drivers, and to confirm their ability to meet university procurement and risk requirements. • Scope includes audio, lighting, staging, video, live‑stream, and post‑event recordings for 15 ceremonies (four per year) from 2027‑2032. • All responses must be submitted via GVSU Workday Strategic Sourcing by 5 PM ET on November 13 2026. • Key requirements: experience with large arena venues, familiarity with Tassel name‑display software, and compliance with higher‑education insurance standards. • No budget or award dates are disclosed; the RFI is purely informational and does not bind GVSU to issue an RFP.