The Answers to your Questions
Section A. Executive Summary
Overview of your company, mission, and history in large-scale conference production:
Referenced HERE
Large Scale Conference Experience
Referenced HERE
A clear explanation of your competitive differentiators:
We have five: Company Size, In-House Scenic manufacturing, Cloud based modular Content Management System, In-House Creative Team, Multiple Large Scale Event Production Teams
Section B. Proposed Event Production Core Team
Names, resumes, and roles of the core production team who will support ACGME year over year. Continuity of this team is mandatory.
We have a very capable and very senior team dedicated to you who will be by your side during the RFP process. Please refer HERE for their names, resumes and roles. With April 2027 still more than 18 months away, it’s a bit early to lock in the production team. What we can promise is that ON Services will assign a dedicated team focused on the ACGME account for the full 2027–2029 contract term, with assignments confirmed well before April 2026.
Organizational chart showing staffing hierarchy from project manager through breakout room and project managers.
We propose a staffing model covering the following rolls:
Proposed staffing model for:
•Event Producer
•Location Storeroom Manager
•Main Stage and Plenaries / Main Stage crew
•Breakout room project manager and technicians
•Exhibit Hall support staff
•Digital signage and technology support
•On-site speaker ready room staff
•Main stage; show caller(s), stage managers, project manager, camera operators, and lighting technicians
Chart Referenced HERE
Number of Core AV team members requiring hotel accommodation:
21 Persons
Section C. Event Management
A detailed project management approach includes timelines, deliverables, and milestones.
Referenced HERE
A dedicated run-of-show methodology, including rehearsals, contingency planning, and show calling:
Referenced HERE
Approach for integration with ACGME staff, Global Event Team, and third-party vendors (Shepard, Cvent, Electrical, other AV Vendors, security, etc.):
After selecting ON Services as your services provider, our first step is to schedule an implementation meeting. This meeting will lay the foundation for establishing our communication strategies. Our dedicated team will work closely with your planning team, serving as an extension of your staff to deliver the highest quality experience. Timelines, milestones, areas of responsibilities, and the design process will be key areas of discussion. Through forums like OneDrive and Teams, we are able to share information rapidly. Defined processes and ongoing communication are key ways to ensure successful partnership, consistent quality, innovation and performance. Everything is delivered onsite, where our concepts, plans and projections meet reality. From here, we will follow the timeline developed by key personnel who have intrinsic knowledge of key milestones.
Risk management, redundancy planning, and backup protocols (technical and staffing):
Technical Systems & IT Redundancy
•We maintain an established disaster recovery plan, modeled on processes developed within a publicly traded parent organization and supported by our outsourced IT services partner.
•All systems are secured through redundant, cloud-based backups (Office 365 architecture) with locally housed server copies at each office. This dual-layer system ensures access to all event-critical information regardless of disruption.
•Disaster recovery protocols are audited and tested annually and updated as requirements evolve, keeping pace with emerging risks and technologies.
•Service disruptions do not impact client-facing execution—we retain locally housed copies of all event information onsite for use in real time at the venue.
Staffing & Operational Continuity
We build redundancy into staffing models: backup personnel are assigned to critical event roles, and project managers cross-train to ensure coverage if a key team member becomes unavailable.
Our philosophy mirrors the live event industry standard: “the show must go on.” Every plan includes staffing contingencies and partner support networks to guarantee continuity.
Client Communication & Service Levels
•In the event of disruption, clients experience no loss of communication or project visibility—dedicated contacts and backup points of contact remain available throughout.
•For recoverable technical events, we meet all client deadlines. For large-scale disruptions, our commitment is to adapt and deliver your message regardless of obstacles.
Section D. Technology Solutions
Main Stage & Plenary Sessions:
•Stage design renderings (CADs or 3D visualizations).
•Camera packages and IMAG/livestream setup and delay screens.
•Projection, lighting, sound reinforcement, recording capabilities, and backup systems.
•Reference HERE for examples and creative renders.
Breakouts:
•Standardized AV package for small/medium/large rooms.
•Staffing and quick-turn support for concurrent sessions (50–900 attendees).
•Plans for audience response systems and hybrid/remote participation.
•Click HERE To See A Breakout Diagram Example
Speaker Management System:
•Description of cloud-based system, file security, and API integration with Cvent mobile app.
•Process for presentation upload, synchronization, and live updating.
•Staffing for speaker ready room, support for rehearsals, polling, and interactive tools.
Referenced HERE
Digital Signage:
•Content creation support and templates.
•Integration with conference branding.
•Technical requirements and deployment timeline.
•Large Media Walls, Informational, Directional, and Social Media Boards (Instagram and X) - Approximately 15 signs
Referenced HERE
Livestreaming & Recording:
•Technical specifications for capture, encoding, and storage.
•Integration with mobile app for overflow and on-demand access.
•Post-event availability of session recordings.
Example VIDEO
Section E. Creative and Production Design
Section F. Equipment & Complimentary Services
Comprehensive inventory of equipment you will provide (owned vs. rented).
All the equipment necessary for the event will be 100% owned by ON Services.
Complimentary equipment included.
2 - Complimentary 13.12’x6.56’ Large Format LED Media Boards
Clear outline of vendor-owned vs. sub-contracted technology.
All the equipment necessary for the event will be 100% owned by ON Services
Section G. Budget & Pricing Structure Based on ACGME's 2025 Event Details
Detailed cost proposal for each of the following areas:
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Main Stage
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Breakouts (approximately 32 breakout rooms)
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Speaker Management System
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Digital Signage (approximately 15 signs)
Including:
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Equipment rental/purchase costs
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Labor costs (by role and by day)
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Show management and design fees
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Subcontracted services (with identification of subcontractor)
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Travel, lodging, and per diem assumptions
Clearly identify discounts, incentives, and package pricing, complimentary equipment (e.g., multi-year contractdiscounts, volume pricing, hotel AV incentives):
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Main Stage
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Breakouts (approximately 32 breakout rooms)
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Speaker Management System
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Digital Signage (approximately 15 signs)
Concessions Include:
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45% Equipment Discount
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Maximum 2 Day Equipment Charge for Main Stage
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Complimentary Operations Room Equipment
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Maximum 2 Day Equipment Charge for Breakouts
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2 - Complimentary 13.12’x6.56’ Large Format LED Media Boards
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$200,000 Multiyear Contract Signing Bonus
Payment schedule and terms. - Payment Policy:
Client will pay ON the estimated amounts due for Services as follows:
Client must be approved in advance for credit terms by the ON credit department, or pay the full amount due inadvance of Event. Should terms be extended, the advance deposit of 50% of estimated charges for the Event isdue upon receipt of the deposit invoice which shall be no later than 60 days prior to Event Move-In, payable bycheck or ON accepted credit card. The remaining balance is due no later than 30 days from issuance of theinvoice, payable by check. Any variance from the amount originally invoiced that is payable for Services will besent to Client as a supplemental invoice payable within 15 days of receipt. Client will be invoiced based on actualperformance, actual labor hours and any change orders. ON may require Progress Payments for pre-productionwork as hours are consumed in advance of the Event. Invoices for such Progress Payments will be due within 30days of receipt and payments will be applied towards the total estimated charges for the Event, reducing theremaining balance owed. Should Client use up all budgeted pre-production hours, ON will issue an estimate foradditional pre-production hours to be approved by Client, which upon approval will be invoiced separately. Theprices that ON quotes are exclusive of sales, use and other applicable taxes. Client shall be solely responsible forthe payment of all such amounts. Any amount payable to ON pursuant to this Agreement and not paid by theabove deadlines shall bear interest at the rate of 1-½% per month, or the maximum legal rate, whichever is less.ON reserves the right to modify or rescind the payment terms stated above should Client fail to comply with theterms listed in this Section 8, or if in ON’s sole discretion there is a material change in Client’s financial condition.Any payments made by credit card will be subject to a convenience fee.
Section H. Cancelation Policy
Provide details of cancellation policy. - Postponement / Cancellation: The parties intend this Agreement is bindingand non-cancelable; however, should a situation arise where Client does postpone or cancel an Event, the partiesagree to the following as remedies:
In the event of cancellation of an Event for any reason other than one specified in Section 10 of this Agreement, Client agrees to pay ON for all Services performed and all expenses incurred up to the effective date of cancellation. Should Client cancel Event within 120 days of Event Move-In, Client shall pay ON the greater of 50%of the Event total set forth in the Proposal, or for all Services performed and all expenses incurred up to the effective date of the postponement or cancellation including, without limitation, any third-party obligations incurred by ON as a result of this Agreement. Should Client cancel Event within 60 days of Event Move-In, Client shall pay ON for the full amount set forth in the Proposal. Should Client postpone an Event, Client agrees to pay ON for all Services performed and all expenses incurred up to the effective date of the postponement. Client also agrees to work in good faith with ON to reschedule the Event. Should an Event not be rescheduled with ON, ON reserves the right to negotiate an equitable adjustment in the pricing or services for the remaining Events (if any) or to treat the postponement as a cancellation and pursue remedies as set forth in this Section 11 of the Agreement.
Section I. References & Testimonials
At least three references from clients with conferences of 5,000+ attendees in healthcare, education, or association fields.
Referenced HERE
Indicate if you have produced other events in our future contracted venues.
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2027: February 25–27, San Antonio Convention Center, San Antonio, TX – YES
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2028: February 24–26, Rosen Shingle Creek Resort, Orlando, FL- YES
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2029: March 1–3, Gaylord Opryland Resort and Convention Center, Nashville, TN- YES
Section J. Samples & Case Studies
Photos and/or videos of past work (Main Stage, plenary sessions, breakouts, digital signage, hybrid production).
Referenced HERE
Case studies of events with comparable complexity, ideally with:
- Attendee numbers
- Scope of production
- Technology challenges and solutions
- Outcomes and lessons learned
Referenced HERE
Indicate if you have produced other events in our future contracted venues.
-
2027: February 25–27, San Antonio Convention Center, San Antonio, TX – YES
-
2028: February 24–26, Rosen Shingle Creek Resort, Orlando, FL- YES
-
2029: March 1–3, Gaylord Opryland Resort and Convention Center, Nashville, TN- YES
Section K. Compliance & Risk Management
Insurance coverage details (liability, worker’s compensation, equipment).
Our coverage is in USD.
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Errors and Omissions Insurance
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$5,000,000 maximum
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Workers Compensation Insurance
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Statutory $1,000,000 each bodily injury by accident
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$1,000,000 policy limit bodily injury by disease
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$1,000,000 each occurrence bodily injury by disease
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Commercial Liability Insurance
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Bodily Injury/Property Damage $1,000,000 each occurrence
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Combined Single Limit $2,000,000 general aggregate
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$2,000,000 products/completed operations aggregate
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Commercial Automobile Liability Insurance
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Bodily Injury/Property Damage $1,000,000 each accident
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Combined Single Limit Vehicles Coverage is applied to all vehicles
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If we are awarded the audio-visual contract, your organization shall be named as additional insured.
Safety protocols for staging, rigging, and electrical.
ON Services' Safety Approach
ON Services maintains a structured safety program led by a Safety Executive Steering Committee with cross-department representation and supporting subcommittees focus on: Warehouse Safety - Workplace Safety -Onsite Safety - Rigging & Lifts Safety - Electrical Safety. Each group develops and enforces protocols within its area.
Training - Mandatory training includes rigging safety, load-carrying rules, protective equipment use, and first aid.General Managers ensure safety experts are present in each operations center.
Audits & Reporting - Regular audits are conducted on safety-related equipment, including physical inspections andrecord reviews. There is a safety reporting hierarchy and protocol for follow up in place for every member to rely onto bring attention to any issues.
Event Procedures - A safety briefing is held at the onset of every venue event to review site-specific protocols.
This framework ensures consistent standards, accountability, and safety-first execution across all operations.
Contingency planning for technology failures or staffing shortages.
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Staffing & Operational Continuity
-
We build redundancy into staffing models: backup personnel are assigned to critical event roles, and projectmanagers cross-train to ensure coverage if a key team member becomes unavailable.
-
Our philosophy mirrors the live event industry standard: “the show must go on.” Every plan includes staffingcontingencies and partner support networks to guarantee continuity.
-
Client Communication & Service Levels
-
In the event of disruption, clients experience no loss of communication or project visibility—dedicated contactsand backup points of contact remain available throughout.
-
For recoverable technical events, we meet all client deadlines. For large-scale disruptions, our commitment is toadapt and deliver your message regardless of obstacles.
Section L. Innovation & Value-Add Services
Suggestions for innovative enhancements (AR/VR, mobile engagement, interactive signage, AI-driven speaker tools).
Referenced HERE
Proposals for improving the attendee experience through technology.
Referenced HERE
Examples of proactive sustainability practices (green AV, reduced power consumption, recyclable staging).
Referenced HERE
For other off-site meetings held throughout the year, a discounted AV rate will be offered if the provider is designated as the in-house AV partner.
Should ONS be selected as the AV provider for any events outside the AEC, we will honor a 45% equipment discount.
Please also provide a list of hotels where you currently serve as the in-house AV provider.
Yes, through our national network we are able to service multiple events at various locations without being the preferred in-house provider. In addition, we are a member of the Rental Staging Network and the AV Alliance, both national networks of audio-visual companies that can be employed effectively to provide additional equipment when needed.