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Last updated: April 3, 2025
As stated in the RFP on p.2 – "Optional Services #2: Contractor provides a streaming service for playback of OCALI-provided pre-recorded keynote sessions from 12:30 - 1:30 pm EDT on Tuesday and Friday for up to 3,000 simultaneous users. Preferred Zoom or other streaming service that allows for confirmation of individual viewers for continuing education (CEUs) tracking/verification."
Would we be provided a video file of the keynote session? Do you want us to play a video back to people who are logged in at 1230 or are you looking for an on-demand link that viewers can start on their own? How many weeks would this be active for?
Yes, OCALI would provide an .mp4 or similar video file. Contractor would be responsible for starting playback at 12:30 sharp. OCALI would handle on-demand playback, so no further action would be required from Contractor.
As stated in the RFP on p.2 – "Optional Services #3: Contractor provides a continuous all-day streaming service for playback of OCALI-provided pre-recorded segments for the OCALI Channel (Vimeo or equivalent) during all conference hours. OCALI Channel player will be embedded in OCALI Pass Session Sorter page."
Is this one video that plays on a loop or multiple videos that start at specific times? Do you need reporting as well for this option?
The OCALI Channel features multiple videos that play at specific times, but can be edited into a single long video, if preferred. The OCALI Channel does not require reporting for continuing education, so the basic viewing analytics offered though a service like Vimeo are sufficient.
Is each presenter coming with content on their laptop to screen share and run? If not, are we expected to coordinate with you to get all presentations in advance or do we need to reach out to each individual presenter?
Each presenter will come to the session with presentation content loaded on their own laptop and will share/run their own screen(s). Contractor will not need to reach out to individual presenters in advance.
The RFP mentions tech checks with presenters. Are they all happening right before or are you expecting us to do so in advance? If so, can we schedule blocks of time days leading up to the event for your presenters to join in small groups?
All presenters are asked to log in 30-minutes prior to the session start time for a tech check and final preparations before the session begins. Advance tech checks days or weeks prior to the event are not necessary.
Is there one presenter per session or multiple, and if there are panels this year, how many sessions? If there is more than one presenter in a session, is there more than one PowerPoint presentation?
Sessions can have up to five presenters. The total number of sessions – including panel sessions – will not be determined until late summer 2025. We recommend multiple presenters use a single presentation slide deck, but there may be instances when multiple presenters share/run their own screens. Presenters are encouraged to present from their own location on their own device (laptop, tablet, phone) on a high-quality network.
Is your team creating all the Zoom meetings and webinar links?
Yes, OCALI will create all Zoom meetings and webinar links. Contractor will receive temporary login access to all OCALI Zoom accounts.
How does Zoom meetings link to OCALI’s online system? Manual data entry?
OCALI staff will manually add the Zoom link to OCALI’s Session Sorter system and switch links on/off each day of the conference.
Will your team handle all the populating and managing of the OCALI system?
Yes, OCALI will populate and manage all of its internal systems that support the event.
Do you have a rough estimate on the number of meetings requiring ASL feeds?
The total number of sessions with ASL interpreters will not be finalized until Fall 2025. Inclusion of ASL interpreters is based on requests from event registrants. We typically employ the services of 1 interpreter for the entire :60 session – not switching between interpreters as sometimes seen in events that feature ASL interpretation. Interpreters come into the Zoom session just like presenters and are pinned/spotlighted just like a presenter. Based on 2024 requests, ASL interpreters were featured in 16 sessions over the course of the week.
Typically, we pre-configure Zoom to begin recordings when the meeting opens. This means that tech checks and pre-meeting discussions are also captured on the recording. In this case, would we be responsible for going onto your Zoom account and cutting the tips and tails of each video? When we also quote on adding a backup recording to each meeting, would you like us to include cutting the tips and tails?
OCALI will handle all edits to Zoom recordings and/or any backup recordings.
If providing a backup off platform recording, what resolution/format is required?
.mp4 is the preferred format.
Could you clarify the expectations for the technician-to-session ratio? Is a 1:1 ratio preferred, or would a smaller team be acceptable with overlapping responsibilities?
Our preference is for a sufficient number of technicians to serve up to 16 concurrent sessions and provide tech support for up to 16 succeeding concurrent sessions. We prefer the responding candidate use their professional judgment to recommend a sufficient number technicians and detailed plans for supporting all sessions.
Aside from Zoom, are there any APIs or third-party software we would need to support?
No, there are not any APIs or third-party software that require contractor support.
How flexible are the session timings? Would there be scenarios where sessions extend beyond their allotted time?
Session timings are rigid; all sessions are :60 (sixty-minutes) total and presenters are expected to fill the entire session time. No extensions beyond the :60 time period are permitted.
Since Zoom doesn’t have built-in trimming tools within the Zoom Cloud interface, the raw recordings would be uploaded on OCALI’s Zoom cloud. Are these recordings typically edited for on-demand viewing?
OCALI technicians will coordinate and mange editing for on-demand viewing.
What is your preferred file format for backup recordings?
.mp4 is the preferred file format for backup recordings.
Are you comfortable sharing a budget range for this project?
OCALI does not have a designated budget range for this project.
Would you consider multi-year proposals, or is this strictly a one-year contract?
This is strictly a one-year contract.