Video production, Visual display, and Live Streaming Services
Request for Proposal (RFP)
Video production, Visual display, and Live Streaming 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 firms or professionals to provide video production, visual display, and live streaming services for the State of the Band 2026 event.
This annual gathering highlights the Mille Lacs Band’s accomplishments, priorities, and leadership messages to more than 1000 attendees, with additional reach through live and online streaming. The selected vendor will be responsible for capturing high-quality video and audio, managing live visual displays, and ensuring a seamless broadcast experience for both in-person and virtual audiences.
2. Event Details
- Event Name: State of the Band 2026
- Date: January 13, 2026
- Location: Grand Casino Mille Lacs
- Attendance: 1000+ in-person attendees; online viewers TBD
- Event Type: Indoor
3. Scope of Work
The selected vendor will be responsible for providing camera crew, virtual production, livestream, teleprompter, LED screens, Tron screens, and state crew. The event will require comprehensive video, visual, and streaming support, including but not limited to:
- Multi-camera video capture (stationary and roaming)
- Live streaming of the event to designated platforms (e.g., YouTube, Facebook, or custom link)
- Integration of real-time visuals with presentations, slides, and video prompts
- Production of highlight reels or recap videos post-event
- On-site operation of video switchers, monitors, and projection systems
- Coordination with the event’s audio team and venue staff
- Lighting design to ensure optimal video quality
- Equipment setup, testing, and teardown
- Optional: Closed captioning or accessibility features for streamed content
Vendors may submit proposals for full-service video production or specific service components.
4. Vendor Qualifications
Vendors should demonstrate:
- Experience with large-scale event video production and live streaming
- Knowledge of audiovisual integration in large indoor venues
- Ability to provide professional-grade video and streaming equipment
- Strong project management and on-site coordination skills
- Experience working with tribal governments or public ceremonies (preferred)
5. Proposal Requirements
Proposals must include:
- Company overview and key personnel qualifications
- Description of proposed equipment, technology, and production workflow
- Proposed live stream platforms and technical requirements
- Itemized cost estimate (equipment, labor, production, post-production)
- Timeline for setup, rehearsal, and delivery of post-event content
- Links or samples of similar past work
- Proof of insurance and relevant certifications
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 2026
Setup & Testing..........................................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
Jamie.Edwards@millelacsband.com, Phone: (320) 495-5006
8. Evaluation Criteria
Proposals will be evaluated on the following criteria:
- Demonstrated experience and technical capability
- Quality of equipment and proposed production plan
- Cost-effectiveness and overall value
- References and prior performance
- Creativity and ability to meet event goals
9. Additional Information
The Mille Lacs Band of Ojibwe reserves the right to:
- Accept or reject any or all proposals
- Request clarification or additional details
- Award the contract in the best interest of the Band