Stage, Sound, Backline & Production Services

PearlPalooza 2026

Issued By: Downtown Albany Business Improvement District (BID)
Event: PearlPalooza 2026
Event Date: Saturday, September 12, 2026
Quotation Due: Thursday, August 6, 2026
Selection Notification: Thursday, August 13, 2026 by 12:00 PM (Noon)
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1. INTRODUCTION
The Downtown Albany Business Improvement District (BID) invites qualified production companies to submit quotations for staging, professional audio, backline, lighting, and on-site production support for PearlPalooza 2026.
PearlPalooza is Downtown Albany’s signature free outdoor music festival, attracting thousands of attendees each year to North Pearl Street in Downtown Albany. The selected contractor will provide a turnkey production solution capable of supporting national touring artists while maintaining professional production standards throughout the event.
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2. EVENT INFORMATION
Event: PearlPalooza
Date: Saturday, September 12, 2026
Location: N Pearl Street Outside 79 N Pearl St Albany, NY 12207
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3. PRODUCTION SCHEDULE
The following schedule is tentative and subject to adjustment.

The successful contractor may begin setup no earlier than 5:00 AM. All equipment, vehicles, and materials must be removed from the site and the breakdown completed by 11:00 PM or earlier.
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4. SCOPE OF SERVICES
The selected contractor shall furnish all labor, equipment, transportation, supervision, and technical support necessary to provide a complete concert production.
Services should include, at a minimum:
•    Pre-production planning with artists and Downtown Albany BID
•    Professional festival staging
•    Complete front-of-house audio system
•    Monitor system
•    Digital mixing consoles
•    Stage lighting
•    Backline
•    Rigging and staging accessories
•    Cabling
•    Power distribution
•    Qualified production crew
•    Stage management support
•    Audio & monitor engineers
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5. STAGE REQUIREMENTS
Vendor should provide itemized pricing for a professional outdoor concert stage suitable for a regional music festival.
Minimum requirements:
•    Approximately 32’ x 20’ performance area or larger (stage must fit within the confines of the street infrastructure ~42’ curb to curb)
•    Roof system rated for outdoor use
•    Black stage skirting
•    ADA-compliant performer access
•    Secure stair access
•    Wind-rated roof system
•    Professional appearance suitable for public festival use
•    Minimum of three (3) 4’ x 6’ or similarly-sized riser stages for 11:00 AM Yoga class
•    Stage must be capable of supporting a 550” wide x 39” high vinyl mesh header banner with grommets and two 72” wide by 216” high side scrim banners with grommets.

Equivalent staging systems may be quoted.
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6. AUDIO SYSTEM REQUIREMENTS
Vendor shall provide a professional concert-quality audio system appropriate for an outdoor audience of several thousand attendees.
System should include:
•    Left/Right line array system
•    Front fills as needed
•    Subwoofers
•    Front-of-house digital console
•    Monitor console (or dual-console configuration)
•    Stage monitor wedges and/or in-ear monitor support
•    Complete microphone package
•    DI boxes
•    Microphone stands
•    Cabling
•    Wireless microphone capability
•    Playback capability
•    One or more portable wireless speakers for projecting sound to back of yoga class crowd
The system shall be capable of accommodating artist riders for professional touring acts.
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7. BACKLINE REQUIREMENTS
Provide professional-quality backline including, as requested by artist riders. Backline should include, at a minimum:
•    Industry-appropriate drum kit and hardware 
•    Guitar amplifiers
•    Bass guitar amplifier
•    Keyboard stand(s)
•    Piano bench 
•    Instrument stands
•    Industry-appropriate accessories
The Downtown Albany BID will provide finalized artist riders following contract award.
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8. LED VIDEO WALL (optional)
The Downtown Albany BID requests pricing for the optional provision of a professional LED video wall installed as an upstage backdrop behind performers.
The quotation shall include pricing for rental of an outdoor-rated, high-brightness LED display, video processor and control equipment. Preferred minimum specifications include:
•    Minimum display size of approximately 16' × 9' (or vendor-recommended equivalent).
•    Outdoor daylight-viewable LED panels.
•    Pixel pitch appropriate for live concert viewing.
•    Capable of displaying sponsor graphics and video playback.

Vendors are encouraged to include additional LED wall size options and shall clearly identify overall screen dimensions, resolution, brightness rating, recommended viewing distance, and any additional staffing or equipment required to operate the video wall. The LED video wall shall be quoted as a separate line item or alternate so that the Downtown Albany BID may elect to include or exclude it during contract award.
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9. STAFFING
Quotation should identify all key personnel expected on site, including:
•    Production Manager
•    Lead Audio Engineer
•    Stage manager
•    Additional production staff
Please indicate anticipated crew size.
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10. VENDOR RESPONSIBILITIES
The selected contractor shall:
•    Confirm run-of-show and coordinate production details with Downtown Albany BID staff.
•    Review and accommodate artist technical riders where reasonably feasible.
•    Maintain all equipment in safe working condition.
•    Supply all necessary cabling, hardware, adapters, and accessories.
•    Maintain appropriate staffing throughout the event.
•    Complete setup and breakdown within the event schedule.
•    Comply with all applicable OSHA, New York State, and City of Albany safety regulations.
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11. INSURANCE REQUIREMENTS
Prior to commencing work, the selected contractor shall maintain, and provide proof of:
•    Commercial General Liability Insurance 
o    Minimum $1,000,000 each occurrence 
o    $2,000,000 general aggregate 
•    Automobile Liability Insurance 
o    Minimum $1,000,000 combined single limit for owned, hired, and non-owned vehicles. 
•    Workers' Compensation Insurance 
o    Coverage meeting all statutory requirements of the State of New York. 
•    Employers' Liability Insurance 
o    Minimum $1,000,000 each accident 
o    $1,000,000 disease – each employee 
o    $1,000,000 disease – policy limit
The Downtown Albany BID may require certificates of insurance naming additional insured parties prior to execution of an agreement.
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12. QUOTATION REQUIREMENTS
Please include the following:
1.    Company overview
2.    Primary contact information
3.    Stage banner schematic
4.    Itemized pricing
5.    Optional services and pricing, if applicable
6.    Any exclusions or assumptions
Please identify any subcontracted services.
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13. EVALUATION CRITERIA
Quotations will be evaluated based on:
•    Relevant festival experience & staffing qualifications
•    Quality of quoted equipment
•    Overall value
•    Cost
The Downtown Albany BID reserves the right to request additional information, negotiate with one or more respondents, reject any or all submissions, waive informalities, or cancel this solicitation at any time if deemed to be in the organization’s best interest.
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14. SUBMISSION INSTRUCTIONS
Electronic quotations shall be submitted no later than:
Thursday, August 6, 2026
Submit to:
[email protected]
Subject Line:
Quotation: PearlPalooza 2026 Production
Late submissions may not be considered.
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15. QUESTIONS
Questions regarding this RFQ should be submitted via email to:
[email protected]
The Downtown Albany BID may distribute responses to all known respondents if clarification is determined to be beneficial to the procurement process.
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16. SELECTION SCHEDULE
Milestone    Date
RFQ Issued    July 30, 2026
Quotation Deadline    Thursday, August 6, 2026
Vendor Selection    Thursday, August 13, 2026 by 12:00 PM (Noon)
Event Date    Saturday, September 12, 2026
Thank you for your interest in supporting PearlPalooza 2026. The Downtown Albany BID looks forward to reviewing your quotation.