Booking a Mobile Stage Through Procurement: A Checklist for Towns and Universities

Public events run on paperwork before they run on power. If you work for a town, a county, or a university, booking a stage means getting a vendor approved, a purchase order issued, and a risk office comfortable before anyone talks about the lineup. Here is what we send, and what we ask for, so the stage clears procurement without slowing your event down.

What your procurement office will ask us for

• W-9. Stagebot Live LLC sends one with the first quote.
• SAM.gov registration. Needed when federal money touches the event. We are registered and active.
• Small business certification. Stagebot is an SBA-certified Service-Disabled Veteran-Owned Small Business (SDVOSB). If your office tracks veteran-owned or small business spend, we will send the certification letter.
• A written scope and quote. Stage, options, sound, lighting, crew, travel, and dates, line by line.

What we will ask you for

• The site. An address or a dropped pin, and where the stage should face. A firm, level spot with truck access is the requirement.
• Power. Full sound and lights need about 12 circuits. If the site can't provide that, plan for a generator.
• Permits. Event and noise permits come from your side. If your town has a noise ordinance, we can log sound levels through the show and share the report.
• An on-site contact. One name and one cell phone for show day.

How the deposit works

A deposit locks in the date, crew, and equipment. The balance is due seven days before the event. If your office pays by purchase order, send the PO with the deposit invoice and we will match it. ACH is preferred.

Weather is part of the contract

Risk managers ask about weather first, so we put it in writing. The SL100 is rated for 77 mph winds with the wind walls up. We still stop and secure the stage when winds of 45 mph or more are forecast or measured. A lightning strike within 10 miles stops the show for 30 minutes. Wind walls come with every SL100 rental.

Book early for spring and summer

Most town and campus events land on the same handful of weekends. Budgets get set in winter, and the first weekends to go are in May, June, and September. If you know your date, the show builder will put together a request you can forward to procurement as-is.