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The 42d Contracting Squadron at Maxwell Air Force Base is issuing a sources sought synopsis to identify vendors capable of providing audiovisual services for the annual Air Force Reserve Officer Training Corps (AFROTC) Commander's Symposium. This is not a solicitation for proposals, but rather an information-gathering effort to determine market availability and inform a potential acquisition strategy. The government is seeking information on company details, business type (NAICS 532490), customary contract terms, and capabilities. Specifically, vendors must confirm their ability to provide facilities and A/V equipment as outlined in the draft Statement of Work (SOW), and to perform services at the Double Tree by Hilton Dallas Near the Galleria from January 5-8, 2026. Responses are due via email by 12:00 P.M. CST on November 25, 2025.

The Statement of Work outlines the requirements for audio/visual (A/V) support for the 2026 US Air Force Reserve Officer Training Corps (AFROTC) Commander’s Symposium. This annual professional development event, taking place from January 5-8, 2026, at the Double Tree by Hilton Dallas Near the Galleria, will host 145 AFROTC Detachment Commanders, 4 Region Commanders, and their staff. The contractor is responsible for providing all necessary personnel, facilities, and equipment for A/V services and meeting requirements. This includes the delivery, setup, technical support, breakdown, and removal of A/V equipment such as LCD packages (small and large room), wireless microphones, computer sound interfaces, whiteboards, power strips, and presentation clickers. The contractor must also provide event space configurations, including main auditoriums and breakout rooms, with specific layouts (U-Shape, Classroom) and seating for varying numbers of attendees, as well as stages, podiums, and curtain backdrops where required. Military installation access is not needed for this service.

The 42nd Contracting Squadron is soliciting proposals for Audio/Visual (A/V) support for the AFROTC Commanders' Symposium. This is a 100% Small Business Set-Aside on the open market, and only SAM.gov registered vendors will be considered. The requirement is for one unit of A/V support to be delivered to the Double Tree by Hilton Dallas Near the Galleria by December 12, 2025, 12:00 p.m. CST. Proposals must include a dated quote with unit and extended prices, demonstrate capability to meet all services outlined in the Statement of Work, confirm country of origin, and include specific certifications regarding telecommunications equipment. Award will be based on the lowest-priced contractor meeting minimum criteria, including service capability. Primary contacts for inquiries are A1C Alexia Lassin and Jeremy Kersey.

This Statement of Work outlines the requirements for audio/visual (A/V) support and event space for the 2026 US Air Force Reserve Officer Training Corps (AFROTC) Commander’s Symposium. This annual professional development event, taking place from January 5-8, 2026, at the Double Tree by Hilton Dallas Near the Galleria, will host 145 AFROTC Detachment Commanders, 4 Region Commanders, and their staff. The contractor is responsible for providing personnel, equipment, and facilities, including delivery, setup, technical support, and breakdown. Specific A/V equipment, such as various LCD packages, wireless microphones, and sound interfaces, are detailed for daily use in a main auditorium and multiple breakout rooms. Event space configurations, including U-Shape and Classroom setups, are specified to accommodate attendees ranging from 10 to 240 people, with requirements for tables, a stage, podium, and curtain backdrop in the main auditorium.