Audio-Visual RFP:
 

 Eastern Sociological Society (“ESS”) is soliciting proposals for Audio-Visual needs for our 94th Annual Meeting in Washington, DC at the Washington Marriott at Metro Center from February 29-March 3, 2024.  

 

ESS is a 501c3 non-profit. We were founded in 1930. We are a sociological academic society wherein we promote scholarship, collegiality, access to experienced scholars for insight and guidance, mentorship for students, opportunities to promote and share one’s work, and growth in one’s profession. We are the oldest regional sociological society in the United States. We have approximately 900 members. Our conferences traditionally have attendance from 500-800.  

 

Our typical conference hours are:  

Thursday from 12:30pm-7:00pm  

Friday from 8:30am-7:00pm  

Saturday from 8:30am-7:00pm  

Sunday from 8:30am-1:30pm  

 

Our sessions are each 90 minutes, with a 15-minute break between sessions. Thus, 8:30am-10:00am, with the second session starting at 10:15am-11:45am, etc. We do not have lunch breaks. Each 90-minute time slot has approximately 25 sessions occurring simultaneously, most of which require A/V equipment.  

 

Note: There may be A/V needs Thursday morning from 9:00am-12:00pm. Those would be for one or two sessions only.  

 

For our conference at the Washington Marriott, we would need the following:  

-Projectors; screens, mics, speakers for presentations in approximately 12 rooms.  

-Two-three on-site techs for assistance during the conference.  

  

Selection Criteria: We have found A/V to be the most significant cost to our association. While it is understood that a company needs to make a profit, we are looking for reasonable costs that enable us to share our mission at a cost accessible to our many members and prospects. We host a meeting annually and would be willing to discuss a multi-year contract.  

 

Timeline for response: Kindly respond by October 30, 2023, 5:00pm Eastern Time.  

Send questions and responses to ess@wpunj.edu