Understanding
Of Scope
Pre-Event
planning & coordination
Our Approach
From the earliest stages of planning through final walkthrough, our senior event leadership is directly involved and available, in person or virtually, around the clock and whenever the client needs them. The people in the planning meetings are the people running the show.
We are available to conduct thorough on-site walkthroughs and AV system testing on the client's timeline, ensuring that technical requirements, venue specifications, and program flow are fully confirmed before the event begins.
From there we develop a comprehensive production schedule covering every milestone, critical moment, and logistical detail. Contingency planning is woven into everything we build. With the depth of experience our team carries, our contingency plans are not theoretical. They are practical, proven, and ready.
Audio
Services
Our Approach
Our audio systems are high-end, performance grade, and selected specifically for the demands of each program. From keynote speakers and panel discussions to live performances, we deliver clear, powerful sound reinforcement that ensures every word and every note reaches the audience exactly as intended.
We offer a full range of microphone options including lavalier, handheld, podium, headset, and any specialized microphones required for band or backline needs. Our high-quality audio mixers include built-in processing that allows our engineers to scientifically analyze the room, account for its specific construction and acoustic properties, and design a system that works with the space rather than against it. The result is pristine, even sound distribution throughout the entire room, with no loud spots, no quiet spots, and no distractions from the message being delivered.
Whether that message is educational, motivational, or inspirational, we make sure it is heard.
Live streaming & hybrid event support
Our Approach
We provide fully integrated hybrid event support built around the latest live streaming technology and designed to work seamlessly with today's leading virtual meeting and webcasting platforms including Zoom, Teams, and custom webcasting solutions. Whether an attendee is in the room or joining remotely, the experience is cohesive, engaging, and professionally delivered.
Our multicamera setup captures the event from multiple angles, keeping the visual experience dynamic and the attention of both in-room and remote audiences locked on the content. We are also fully prepared to provide real-time captioning, ASL interpreter display, and audience engagement tools including ARS systems, cell phone integrated voting, and interactive activities that bring every attendee into the experience regardless of where they are watching from.
Visual & projection
services
Our Approach
We provide high-end, name brand LED walls in a variety of configurations, available across our basic, standard, and premium offerings outlined later in this proposal. Our video systems support full matrix switching and playback from a wide range of devices and formats, ensuring seamless compatibility with PowerPoint, Keynote, and more.
Every visual element we deploy is selected and positioned with the audience in mind. Brightness, color vibrancy, and optimal placement are non-negotiable standards for our team. We design sight lines and screen configurations so that every seat in the room has a clear and impactful view, ensuring the full power of every message reaches every person in the room.
We also provide confidence monitors, teleprompters, and speaker timers as needed, supporting your presenters so they can focus entirely on delivering their message with confidence.
Lighting &
StaginG
Our Approach
Our lighting design begins with a full stage wash across the entire width of the stage, ensuring even, vibrant illumination with no dark spots and optimal visibility for every speaker and performer. Layered on top of that foundation is a dynamic intelligent lighting system that brings energy and emotion to the room. Color, shape, and mood shift seamlessly from moment to moment, supporting the emotional arc of the program whether the room calls for high energy celebration, focused attention, or quiet reflection.
We also incorporate specials, dedicated lights aimed at specific focal points on stage, ensuring that key moments and key people are precisely and powerfully illuminated.
Our creative team has developed stage designs that are visually compelling and functional, with renderings included later in this proposal. The result is a staging environment that is professionally executed and genuinely inspiring to walk into.
ONSITE TECHNICAL
SUPPORT OPERATIONS
OUR APPROACH
The talent we place on site is the cream of the crop within the industry. That is the result of a deliberate process spanning hiring, training, and ongoing advanced development, combined with real world experience producing high caliber events at volume, year after year. The engineers, technicians, lighting designers, and operators assigned to your event are specialists in their disciplines, and there will be no novices on this program. Our lighting designers in particular bring a creative sensibility that goes beyond technical execution, shaping the emotional energy
of the room to drive inspiration, motivation, and connection at exactly
the right moments.
Real time troubleshooting is second nature to this team. Backup equipment is always on hand, but the greater safety net is the depth of experience in the room.
What sets our team apart beyond technical expertise is how they perform under pressure. Communication remains clear, calm, and respectful in the most demanding moments of a live event, just as it is in any other conversation. Smooth transitions between presenters, videos, and live performances are a natural result of having that caliber of talent at
every position.
Post Event Breakdown
& Deliverables
Our Approach
When the event concludes, we move quickly and efficiently. We understand the importance of room turnover and timeline commitments, and our team is organized to dismantle and remove all equipment promptly and professionally with full respect for the venue's schedule.
Any recorded sessions or applicable recordings are delivered as quickly as possible following the event. Depending on the level of editing required, some materials may be available on site while others follow shortly after. Either way, getting those deliverables into our client's hands quickly is a priority.
The post-event review is something we consider one of the most valuable parts of our entire process. We sit down with our client to talk honestly about the event, the experience, and what we can amplify going forward. That conversation is not a formality. It reflects how we view every client relationship, not as a single event engagement but as the beginning of a long-term partnership built on continuous improvement and shared success.
EQUIPMENT & TECHNICAL
REQUIREMENTS
OUR APPROACH
ON Services partners with BrandLive, a trusted virtual communication platform for Fortune 500 companies, to transform events into immersive experiences.
Immersive Design: Create branded, interactive events with polls, quizzes, chats, and Q&A to boost engagement and retention.
Dynamic Sessions: Manage live streams, on-demand content, breakout sessions, and virtual expos effortlessly.
Interactive Features: Gamify events with tools like live presentations, pre-recorded content, and real-time interaction.
Comprehensive Analytics: Gain insights with participation and engagement metrics.
Seamless Integrations: Integrate with Salesforce, HubSpot, and Stripe for smooth operations.
With ON Services and BrandLive, turn virtual events into unforgettable, results-driven experiences.
To see the platform, visit BrandLive HERE.
STAFFING
& EXPERTISE
Our Approach
Between Freedom Audio Visual and ON Services, we bring decades of combined experience to programs of this caliber, and it shows in how we staff and support our events. Your program will be led by a dedicated executive producer, account manager, and project managers assigned to both the general session and breakouts. All personnel names will be provided as requested and updated promptly as changes occur. Every technician on this program is a seasoned specialist who arrives on time, presents professionally, and maintains composure and respect throughout every phase of the event.
TIMELINE &
DELIVERY
OUR APPROACH
We have reviewed the requested timeline and are fully prepared to meet every milestone as outlined. AV setup will be completed two days prior to the event start, followed by a full technical run-through, sound check, and system testing the day before. On-site support will be present and attentive throughout the entire event. Breakdown and removal will be completed within one to two days post-event, and all recordings and post-event deliverables will be delivered within two to three days following the conclusion of the program.
BUDGET & COST TRANSPARENCY
Our Approach
A full investment overview is provided on the following page, including links to view complete proposal details for each tier. All applicable fees are included and clearly outlined. There are no surprises.
It is important to note that rigging and electricity are exclusive venue services and will be billed directly by the venue, outside of our proposal. Any applicable fire marshal fees may also come into play, and we will provide the necessary production drawings to support those conversations with the appropriate parties. If selected as your partner, we are happy to manage that coordination on your behalf.
We are presenting tiered pricing options at the basic, standard, and premium levels, allowing you to select the scope and investment that best aligns with your goals. Any changes or additions that arise along the way will be communicated clearly and approved by the client explicitly before moving forward. What you see is what you get.
Compliance &
Insurance
OUR Approach
ON Services carries full general liability insurance and proof is available upon request. We are well versed in venue specific regulations and safety standards, and the Los Angeles Convention Center is very familiar territory for us. We work there regularly and have a thorough understanding of its specific labor guidelines, including the eight hour day structure that differs from the broader industry standard. We follow those rules without exception.
In fact, as this proposal reaches you on its due date, our team is actively producing a large scale event at the Los Angeles Convention Center at this very moment. That is not a coincidence. It is simply a reflection of how frequently we are there and how well we know that building.
Rigging and electrical installation will be handled by the venue's exclusive providers, and our technicians are trained and prepared to work within those parameters safely and collaboratively, ensuring full compliance and a safe environment for everyone involved.