Australian Musem Proc 193 Audio Visual Services

⁠⁠⁠The AM has been inspiring exploration of nature and culture for more than 198 years. Since we were founded in 1827, the AM has continually evolved and adapted to the world in which we live.

The AM’s mission is to be the leading voice for the richness of life, the Earth, and culture in Australia and the Pacific, and our vision is to ignite wonder, inspire debate, and drive change.

We commit to transform the conversation around climate change, the environment and wildlife conservation, to prioritise First Nations cultures, and to continue to develop world leading science, collections, exhibitions, and education programs.

The Australian Museum (AM) is Australia's first museum, located at 1 William Street, Sydney NSW 2010. As the Museum approaches its bicentenary in 2027, its Events & Programming and Corporate Hire divisions together deliver a rich and varied calendar of activations — spanning large-scale public programming, cultural celebrations, education events, weddings, conferences, corporate dinners, and private functions.

The Museum seeks to engage a suitably qualified and experienced Audio Visual (AV) services provider — supplying both equipment and skilled crew — to support delivery across this full range of event types and venue spaces.

The AM is a dynamic, multi-use environment and no two events are the same. While this document outlines the core scope and typical requirements, respondents should be prepared to work flexibly and creatively with the Museum's internal teams to meet bespoke and evolving needs that may not be fully captured here. The ability to adapt, problem-solve, and bring solutions to the table is as important as any specific technical capability listed in this document.

The Australian Museum (AM) invites you to provide a tender for Audio Visual Services (Services) for a term of up to three years, which may be extended for up to 2 years by way of 2 x 1 year options which may each be exercised separately at the sole discretion of the Australian Museum Trust under the Terms and Conditions of the AM Independent Contractor Agreement.

AM proposes to enter into a contract with a Supplier for a term of up to three years, which may be extended for up to 2 years by way of 2 x 1 year options which may each be exercised separately at the sole discretion of the Australian Museum Trust.

AM may establish a panel of suppliers for the Goods/Services.

In the event a panel is established, it is envisaged that the panel will be in place for a term of up to three years, which may be extended for up to 2 years by way of 2 x 1 year options which may each be exercised separately at the sole discretion of the Australian Museum Trust

The Scope of Services includes:

Core AV & Production Services

The provider shall supply equipment, crew, and end-to-end production support across the full event lifecycle, including:

Production management – Overall technical production oversight and coordination for complex events

Pre-production planning – Technical recces, rider preparation, briefing with the AM representative, and advance logistics coordination

Bump-in & bump-out – Efficient, professional setup and pack-down within the Museum's operational constraints

Equipment testing & operation – Full technical operation during events by suitably skilled crew

Live troubleshooting – Responsive, on-the-spot problem solving in live performance, programming, and corporate event environments

Technical Disciplines

Technical services may include any combination of the following, scaled to the requirements of each event:

Sound – PA systems, microphones (handheld, lapel, podium, headset, wireless), mixing, foldback, audio recording, and video conferencing integration

Lighting – Event lighting design and operation, including intelligent fixtures, uplighting, wash lighting, gobo projection, and atmospheric/decorative lighting for weddings and gala events

Screens & AV – Projection systems, LED screens, video walls, video switching, content playback management, and confidence monitors

Staging & draping – Staging platforms, lecterns, draping, and presentation infrastructure

Rigging – Overhead truss installation, certification, and cable runs (including suspended lighting, sound, and projection arrays)

Power distribution – Safe, compliant power supply and distribution across venue spaces

Hybrid & streaming – Live streaming, webinar facilitation, broadcast switching, and recording; including integration with platforms such as Zoom, Microsoft Teams, and comparable solutions

Conference AV – Multi-screen setups, simultaneous breakout room AV, speaker confidence monitoring, and integrated delegate management support

Venue Spaces

The provider must demonstrate familiarity with, or willingness to survey and assess, the Museum's full range of event spaces, which include:

Hintze Hall – The Museum's principal event space; frequently requires overhead rig installation including truss, certification, and suspended lighting, sound, and projection infrastructure. The ability to scale this rig up or down across multiple events, and to maintain it as a semi-permanent install during extended programming seasons, is highly desirable

Theatre – A dedicated performance and lecture space with fixed AV infrastructure; the provider must be capable of operating in-house systems as well as integrating supplementary equipment, including microphone use, vision switching, foldback, video conferencing, and audio recording

Westpac Long Gallery (WLG) – Heritage-listed gallery space with acoustic sensitivity and limited rigging points; used for both public programming and corporate events

Harbour View Rooms – A premium multi-room venue used for weddings, conferences, cocktail receptions, and corporate functions; events in this space may require self-contained AV setups and a high standard of client-facing presentation

Minerals Gallery – Distinctive gallery space used for corporate dinners and private hire events; AV requirements must be sensitive to the exhibition environment and collection protection protocols

Wild Planet – Gallery space used for events requiring integration with the exhibition environment

Ad hoc spaces – Various other gallery, circulation, and outdoor spaces around the building as required by specific activations

The Museum regularly activates multiple spaces concurrently, particularly on busy event weekends, and the provider must demonstrate the crew depth and logistics capability to staff these events simultaneously without any compromise to quality or service.

Primary contact:

Procurement Manager

Email: tenderbox@australian.museum

Telephone: +61499804015