SUNY College of Optometry is seeking a qualified facility to host our annual commencement ceremonies for 2024, 2025 and 2026. The dates for these events are confirmed Thursday, May 23, 2024; and anticipated Thursday, May 22, 2025 and May 21, 2026. The event will take between 4-5 hours (not including venue set-up and break-down). A maximum of 8 hours is anticipated for each event when including the set-up/break-down time.

Below is a summary of the facility requirements:

• Must be under 1/2 mile walking distance of College of Optometry, 33 W 42nd Street, New York, NY 10036
• Must have auditorium/theater style seating for about 650-700 guests, preferably on a single level
• Must be handicap and wheelchair accessible, including restrooms
• Must be able to offer services that include lighting, sound engineering, live-streaming, projection, and similar event services along with appropriate operators or third party vendors*
• Must have WIFI capabilities that support uninterrupted live-streaming of event
• Must have separately designated spaces for robing that can accommodate at least 100 students, 60 faculty, and 25 platform party including coast racks, hangers, and tables
• Must be able to accept deliveries in advance of event and hold return packages for up to 24 hours following the event
• Must have space for reception of about 75 people
• Must have security or fount of house agents for guest entry
• Should be an iconic New York Building that resonates with the College's history in NYC and instills a sense of pride for our graduates

*Specific lighting, sound, and technical requirements:

• Lighting space to highlight any hey architectural features and create a pleasant atmosphere
• Able to use gobos for branding and visual appeal if appropriate floor or wall space permitted
• Provide adequate lighting to ensure the safety of guests, including during entry/exit and movement during program
• Provide a wash and specific lighting for the stage area that is suitable for video and photography, as well as highlights key areas such as podium
• Capability to video with appropriate lenses, magnification, and accessories for live-streaming and digital recording
• Laptop and virtual switcher or other appropriate technology to manage live-streaming and use pre- and post-program images/slides
• Speakers, amplifiers, stands, and other appropriate equipment to produce high quality, clear sound for audience and recording
• Variety of microphones for podium, singers (handheld), and musicians
• A podium, preferably Lucite, that accepts branding from standard printer, meaning to say, no additional cost incurred for specialized wraps or other specialized materials
• Monitor to ensure platform party (on stage) can hear the program
• Stage with backdrop to ensure clean visual presentation. Backdrop such as black pipe and drape or fly curtain are examples.
• Minimum stage size of 36' W x 24' D to ensure ample space for 20-24 platform party seats, podium, two 6' award tables, and safe passage for students, and award winners to cross from one side of the stage to the other
• Stage skirting for open platforms and stairs (with at least one handrail) across front, and/or side of stage area
• Provide all operators and technicians needs for efficiently and effectively carrying out the load-in/load-out process, the production, as well as any necessary communication system (i.e. wireless headset or similar) that allows appropriate communication among team members without disruption to the production
• Must be able to furnish in a timely manner for all the appropriate certificates of insurance

SUNY intends to make an award under our discretionary authority, pursuant to NYS Education Law §355(5)(a), for the above noted procurement. A sealed bid will not be held. If you are interested in providing a proposal for the above, you must contact the appropriately designated Campus contact in this advertisement within 15 business days of this Advertisement Notice.