Sound System Production/Equipment Rental and Services
Request for Proposal (RFP)
Sound System Production/Equipment Rental and Services
Issued by:
Mille Lacs Band of Ojibwe – Office of Government Affairs
Event:
State of the Band 2026
Event Date:
January 13, 2026
Proposal Due Date:
November 24, 2025
1. Introduction
The Mille Lacs Band of Ojibwe, Office of Government Affairs, is seeking proposals from qualified audio/sound equipment engineers/professionals to provide sound system, amps, speakers, wireless audio, lighting, truss structure, and rigging (setup, operation and takedown) for the 2026 State of the Band. This annual event brings together tribal members, community partners, and other dignitaries for a day of video presentations, speeches, and cultural celebration.
The selected vendor will ensure a seamless audio experience, supporting all event activities including speeches, video presentations, and supporting on-line streaming feed.
2. Event Details
- Event Name: State of the Band 2026
- Date: January 13, 2026
- Location: Grand Casino Mille Lacs
- Attendance: Approximately 1000+ attendees
- Event Type: Indoor
3. Scope of Work
The selected vendor will provide full-service audio and sound management, including but not limited to:
- Professional-grade sound system equipment rental
- Microphones (podium, wireless handheld, and lavalier options)
- Audio mixing and soundboard management
- Playback support for video and multimedia presentations
- Setup and testing of all sound equipment prior to the event
- On-site technical operation throughout the event
- Teardown and equipment removal following event conclusion
- Coordination with event staff, presenters, and video production teams
- (Optional) Integration with in-house or existing venue audio systems
Vendors are encouraged to propose both equipment and technical staffing options.
4. Vendor Qualifications
Proposals should demonstrate:
- Experience providing professional audio services for large indoor events (1000+ attendees)
- Familiarity with tribal government or formal events preferred
- Availability for on-site setup, testing before event, and event-day operation
- References from at least two comparable past projects
5. Proposal Requirements
Proposals should include:
- Company background and contact information
- Description of proposed equipment and services
- Detailed cost estimate (equipment rental, labor, and any additional fees)
- Staffing plan and event-day support structure
- References or portfolio of past work
- Proof of insurance and relevant certifications (if applicable)
6. Timeline
Milestone......................................................Date
RFP Release.................................................November 7, 2025
Proposal Submission Deadline............November 24, 2025
Vendor Selection........................................By end of November/early December 2025
Event Date....................................................January 13, 2026
Setup & Rehearsal....................................First week of January 2026
7. Submission Instructions
Proposals must be submitted via email by 5:00 PM on November 24, 2025, to:
Jamie Edwards
Office of Government Affairs
Mille Lacs Band of Ojibwe
Email: Jamie.Edwards@millelacsband.com Phone: (320) 495-5006
8. Evaluation Criteria
Proposals will be evaluated based on:
- Technical capability and event experience
- Cost-effectiveness and value
- Quality and reliability of equipment proposed
- References and past performance
- Responsiveness to RFP requirements
9. Additional Information
The Mille Lacs Band of Ojibwe reserves the right to:
- Accept or reject any or all proposals
- Request additional information or clarification from vendors
- Award the contract in the best interest of the Band