Tender Specifications for Auditoriums, AV and Acoustics

A good tender specification gets the right system at a fair price. A weak one invites bids that look cheap on paper and disappoint on site. Sound Krafted helps procurement officers, engineers and consultants in government, defence, universities and corporate organisations write clear, brand-neutral specifications and BOQs for acoustic, audio-visual and ICT projects.

This page explains what each specification should cover. If you need a specification written for your project, our engineers can prepare it after a site survey.

Principles of a good specification

• Performance, not just product. Specify the result you need (coverage, intelligibility, noise reduction, brightness) as well as the equipment.
• Brand-neutral with “or equivalent”. Describe the features and standards required so several brands can compete fairly.
• Complete scope. Use “supply, installation, testing and commissioning” and include cabling, mounting, programming, training and documentation.
• Measurable acceptance. State how the system will be tested at handover.
• Warranty and support. State warranty period, response time and spare parts expectations.

1. Auditorium chairs

A specification for “supply and fixing of auditorium chairs” should include:

1. Seat count, row layout and seating plan reference.
2. Frame type and mounting (floor, riser or beam).
3. Seat and back construction, foam density and upholstery type and colour.
4. Seat return mechanism (gravity or spring).
5. Armrests, writing tablets, cup holders and seat and row numbering.
6. Fire behaviour of materials where required.
7. Sample approval before production, installation, alignment and warranty.

2. Sound system for auditorium or hall

For “supply, installation, testing and commissioning of sound system”:

1. Venue size, seat count and use (speech, music, performance).
2. Required coverage and intelligibility across the seating, verified at handover.
3. Speaker types (line array, point source, column, ceiling, delay) and quantities.
4. Mixer channel count, digital or analogue, recording and remote control.
5. Wireless microphone count, type and frequency planning.
6. Amplification and DSP for feedback control and room tuning.
7. Cabling, rack, power, tuning, training and documentation.

3. SMD / LED screen

1. Screen size and aspect ratio.
2. Indoor or outdoor rating, pixel pitch matched to the nearest viewing distance.
3. Brightness, refresh rate (important if filmed), colour uniformity.
4. Processor or controller with input types and layouts.
5. Mounting structure, service access (front or rear), power and cooling.
6. Calibration, spare modules and warranty.

4. Conference, voting and interpretation system

1. Number of delegate and chairman units, and seating layout.
2. Discussion modes, voting and interpretation channels.
3. Camera tracking, recording and integration with screens and sound.
4. Wired or wireless, paperless display features where required.
5. Software, training and documentation.

See also our digital conference system page.

5. Acoustic treatment and soundproofing

1. Purpose of the room and acoustic targets (reverberation time for treatment; sound reduction for soundproofing).
2. Panel types, thickness, core material, facing, fire behaviour and finish.
3. Wall, ceiling and floor build-ups for soundproofing, including doors and seals.
4. Area and layout drawings.
5. Measurement before and after installation.

Common specification mistakes

From reviewing tenders, these are the problems we see most often:

• Naming one brand without “or equivalent”, which limits competition and can raise costs.
• Listing equipment without performance targets, so a system can meet the BOQ and still sound poor.
• Leaving out installation items such as cabling, brackets, racks, programming and training, which leads to variations later.
• Unrealistic quantities, such as too few speakers for the hall or too coarse a pixel pitch for the viewing distance.
• No acceptance test, so there is no agreed way to check the system works.
• Mixing soundproofing and acoustic treatment, so the specified panels do not solve the actual noise problem.

A short review by an engineer before tender can prevent these issues and save money during the project.

How Sound Krafted can help

• Site survey and requirement study before the specification is written.
• Design and BOQ in the format your department uses.
• Specification review of drafts prepared by others.
• Bidder query support during the tender period.
• Acceptance testing support at handover.

As an independent system integrator, we work with any brand, so our specifications are written to allow fair competition. We have 31+ completed projects for clients including PTV, Radio Pakistan, HEC, FAO, GIZ, UMT, BNU, the CM Office, the Punjab Council of the Arts, NESPAK and ENGRO.

Frequently asked questions

Can you write a tender specification for our project?

Yes. After a site survey we prepare a brand-neutral design, BOQ and technical specification that can go directly into your tender document.

Why should a specification be brand-neutral?

Brand-neutral specifications with “or equivalent” allow several suppliers to compete fairly, which usually gives better value, while still guaranteeing performance.

What does “supply, installation, testing and commissioning” cover?

It means the contractor supplies the equipment, installs it, tests that it meets the specification and sets it up ready for use, including training and documentation.

Do you have downloadable specification sheets?

Specification sheets for auditorium chairs, sound systems and SMD screens are being prepared and will be added to this page. Contact us for the current versions.