Ohio Agriculture Center State Fair Exhibit Bidder Resource Page

Thank you for visiting the Bidder’s Resource Center!

The Ohio Agriculture Industry is looking for an exhibit designer to bring its ideas to life for the new Ohio Agriculture Center at the Ohio State Fair. The new facility is a 177,000-square-foot, multi-purpose building. The industry has 75,000 sq. feet of temporary space in the Exhibition Hall and 3,000 sq. feet of temporary space in the Dining Hall. The industry strives to offer families a one-of-a-kind experience to create memories and traditions with Ohio agriculture.

The new Ohio Agriculture Center building will be complete in 2025, and will need to be programmed for the 2026 Ohio State Fair, which will take place July 29-Aug. 9, 2026. The working theme for the exhibit is “Ohio Agriculture: Bigger than Life!”

Timeline
  • Issue Date: Sept. 29, 2025
  • Bidder’s Meeting: Oct. 8, 2025, 3:30-5:30 p.m.
  • Question Deadline: Oct. 13, 2025 at 5 p.m.
  • Proposals Due: Oct. 31, 2025
  • Firm Interviews: Nov. 6-11, 2025
  • Firm Selection: Nov. 14, 2025
  • Kickoff Meeting: Dec. 1, 2025
  • Renderings Delivered: Jan. 31, 2026
  • Exhibit Pieces Built: March 31, 2026
  • Exhibit Display Signage Completed: May 31, 2026
  • Exhibit Set Up: July 15-26, 2026
  • Staff Training and VIP Sneak-Peak: July 27-28, 2026
  • Exhibit Oversight: July 29-Aug. 9, 2026
  • Exhibit Tear Down: Aug. 10-14, 2026
Q&A

All questions submitted by the Oct. 13 deadline have been answered here. No additional bidder questions will be answered in advance of the submission deadline.

Questions submitted so far:

  • Do we need to formally submit something now to indicate that we’d like to bid? No. Proposals are due Oct. 31.
  • Will the bidders’ meeting give us a complete picture of what they’re looking to have built? It will provide a full picture of the space available for the exhibit.
  • Are questions allowed during the bidders’ meeting? Yes.
  • Will all questions and answers be shared with all bidders? Yes. All questions and answers will be shared with all bidders on the website.
  • Is the meeting online or in person and will you be sharing a link to the meeting? The meeting is in person only.
  • With release date of the RFP being yesterday and the initial bidders meeting being next Wednesday, due to travel considerations, is there any way the date can be adjusted, separate meetings held? or previewed via video verse in person? No. Oct. 8 is the only opportunity to view the space before the RFP deadline.
  • Do you have sketches/renderings that you can share of each zone activation that you are asking us to price? If not, are you expecting that visuals of the activation described in each zone will be provided by the bidder, along with the cost proposal, that is due on Oct. 31? We do not have sketches or renderings at this time. We do not expect visuals to be supplied as part of the bidding process. This is a design/build project so the visuals would be the first step of the project for the vendor that is selected. 
  • There are several technical based activations that will require the use of your subject matter experts to help create the correct experience. What does that collaboration look like between the exhibit designer and the experts? Will they be available just for questions or will they be integrally involved in the creation? The owner’s representative will help to navigate the relationship between the vendor and subject matter experts as needed. 
  • Will they be sharing their budget—or at least a “not to exceed” number? It’s difficult to develop a meaningful design without that guidance, much like trying to buy a car without knowing the price range. The budget is provided. It is $1,400,000. We also plan to do additional fundraising, so you may provide add-on options that exceed the base budget.
  • I noticed that proposals are due on 10/31, but renderings aren’t due until 1/31. Could you clarify how that process works? Typically, design drives the proposal (like an architect can’t price a house until they know what’s being built). This is a design/build project. We do not require renderings to be submitted with your proposal. We anticipate that the design phase of the project would be completed by 1/31 with fabrication beginning after that.
  • Is it also possible to obtain the numbers of bidders that you expect to participate. We have invited about 30 vendors to participate in the bidding process.
  • Should we assume that our “intent to bid” is showing up at the bidder’s meeting next week? We do not require bidders to provide their “intent to bid” prior to submitting a proposal.
  • Are you willing/able to share how many “bidders” you have invited to this meeting? Approximately 30.
  • Proposal Requirements- Are there existing design concepts/ renderings that have already been created for these written descriptions? The concepts are in idea form only at this time. There are no existing renderings. We are asking the exhibit vendor to provide design/build services.
  • Item #6 Cost Proposal – It is hard to provide a detailed cost estimate based on written descriptions. Quantity /type of casework, materials, finishes, graphics, interactives, client assets and types of assets available all play a key factor in final cost. We design to fit within your target budget. So it’s hard to provide an itemized cost breakdown of each area of a project, that has not yet been designed. The balance of the information requested on the “Proposal Requirements”  we would be happy to submit. Once we have created the full presentation it will include renderings and itemized cost of each area, but until then we will use the target budget provided. We are looking for guidance from the exhibit vendor related to design, materials and details. This is a design/build project. Please use the target budget provided. You may also include add-ons that exceed the target budget. We anticipate the opportunity for in-kind contributions for items such as drones. However, we would need to secure a sponsor for this area. Feel free to include provisions for in-kind contributions in your budget outline. Client assets will include creative and copy. We also have access to original videos and photography from our partners. 

  • In Zone #5, you list the idea of milking stations on a life-sized cow. Would you have real milkers available or would you want us to fabricate milkers for the exhibit? Also, do you have an existing life-sized cow or would you want this to be fabricated for the exhibit? We can find real milkers. We do not have a life-sized cow.

  • Storage: Does climate-controlled storage need to be near the fairgrounds? Assuming there will be an annual or monthly storage facility fees beyond the original scope of work? We would be looking for the exhibit vendor to advise on an appropriate and practical storage location. Please estimate direct costs for rental in your bid.

  • Payment terms / structure: What does the payment schedule look like? Percentage down? Monthly draws until completion? We will work out a payment schedule with the successful bidder.

  • Permitting / Engineering: Is there any special “stamped” engineering drawings required? Any special permitting required? We defer to the exhibit company to advise on what would be needed for an exhibit of this size to pass inspection.

  • Rigging Equipment: Will rigging equipment be supplied on site for installation or will we be required to supply our own lifts etc? We will provide one scissor lift and one forklift during the move-in and move out period. And, we will provide a trained and licensed operator to operate the equipment

  • Are rental items for certain displays an option (saves fabrication and storage costs)? Yes. You may include rented display items in your proposal

  • Hard wired internet is typically required for interactive activations/gaming. Does the facility offer internet support other than wifi? Internet will be provided. We will provide more information about the specific technology (wifi or wired) to the selected vendor. Please recommend the required technology for your proposal.

  • Are lifts (fork, scissor, boom) provided by facility, or should bidders include this in their estimate? We will provide one scissor lift and one forklift during the move-in and move out period. And, we will provide a trained and licensed operator to operate the equipment.

  • Are cleaning services provided by facility (daily mopping, trash removal) or should bidders include this in their estimate? We will provide daily cleaning and trash removal.

  • Are electric costs for the exhibits absorbed by the facility, or should costs be included in the estimate? Basic utilities and services such as electricity, water, sewer, general lighting and climate control and Internet connectivity services will be provided.

  • What assets (copy, brand guide, photo/video, datasets, GIS layers) will be provided and on what timeline? Who is the content approval authority? Copy, brand guidance, photos and videos will be provided to the selected vendor, and a more detailed timeline of handoff will be developed at our initial meeting.

  • Is the Birthing Center Waiting Area within the Animal Care Center (pink space in UPDATED-Floor-Plan-Layout-with-Animal-Care-and-Hort.10.9.25.pdf)? Or “above” it on the plan? The “Birthing Center” itself is in the pink space that is removed from the main exhibit area. It will not take up space in the 75,000 sq. ft. main exhibit area. However, the “Birthing Center Waiting Area” is part of the 75,000 sq. ft. main exhibit area.

  • How many cashiers/registers do you anticipate you will need for the merchandising area? We are planning for 2 registers and 3-4 cashiers, with adjustments made based on the store’s size and the number of items available for sale once the bids come back. This will allow us to scale staffing as needed

  • Will Ohio-based bidders have a competitive advantage? No.

  • Is the interpretive plan part of this RFP? Who is writing the content/creative? The exhibit vendor should plan to incorporate an interpretive plan into their RFP. The content and creative will be developed in collaboration with OFBF and Shiftology.

  • Is there concern or consideration for non-slip flooring solutions in the water play area? Yes. If you have alternative suggestions for the play zone or safety recommendations, we welcome them.

  • Is there a unifying strategy or narrative intended to connect all six Exhibition Hall zones and the Dining Hall experience? If so, could you share any existing documentation? Additionally, is there flexibility to adjust the activity or focus within each zone, provided the overarching theme remains consistent? We would like there to be an overarching narrative that ties together the parts of the display. This has not yet been fully developed. However, we will share this with the selected vendor. We are open to recommendations to adjust the activity or focus within each zone.

  • Will design approvals flow solely through Shift•ology, or will the steering committee (Farm Bureau, ODA, OSU, and the Expo Commission) collectively review and approve design stages? How many days should we allocate for feedback and approvals? OFBF and Shiftology will establish a workflow with the selected vendor and coordinate with participating partners. We will establish expected turnaround times at the beginning of the project.

  • Will the selected vendor be responsible for programming and maintaining AV and interactive technology, or will third-party specialists (provided by OFBF or partners) handle these integrations under separate fees? Yes. We would like the vendor to plan for on-site staffing for AV and interactive technology. OFBF will provide staff, including professionals, interns and volunteers, as well.

  • Are storage and decommissioning costs included within the established $1,400,000 budget, or should these be proposed as additional line items?
    Please include decommissioning and storage costs in the budget for 2026 and show each as separate line items. This will help us to understand the storage cost versus the decommissioning cost and allow us to plan for 2027, when these costs will be repeated.

  • What is the anticipated daily visitor count, and what is the overall capacity of the space? The average daily attendance for the Ohio State Fair is approximately 80,000 to 90,000 people, based on total attendance figures of around one million visitors over the 12-day event. The space — if treated like a trade show — can accommodate about 3,000 people at a time. It is reasonable to estimate that we could have more than 50,000 visitors per day in the building.

Q&A from the Bidders’ Meeting

Please note: Some answers appear exactly as they were answered by the resources at the meeting. We have attempted to edit the answers slightly to provide context for those who were not in attendance.

  • What are some of the wall finishes? Will the ceiling stay like it is – painted? The ceiling is going to stay exposed. There will be metal panels that’ll go around the outside perimeter above the CMU.
  • Can you talk about the kind of general colors finish on that, the top of projection? The color finish of the metal panel is corrugated. It has a pattern to it. So it wouldn’t be ideal for projection. It’s a limestone color. You’ll be able to hang something in front of it.
  • How can things be rigged from the ceiling? There are D rings on the bottom of the trusses. D rings can be used for cabling and suspending things up to 1000 pounds, depending on the cable layout, with a 15 degree cable from 2 D rings will support about 1000 pounds. On other layouts on, 750, 500 pounds, depending on how the cables break. They’re pretty much all over the space around and in the ceiling.
  • You should probably talk a little bit about electrical and where that’s coming from also. There will be bus ducts throughout the whole exposed space at the top, where there will be opportunities to drop, pretty much anywhere you want to drop the panel down the floor or suspend it. And then electricity can be ran from that point out to different areas.
  • And then let’s talk about drainage, or lack thereof, and slope of the floor in the main area. The floor in the expo hall will be more polished when it’s finished, and it’s a flat slope. There’s no sloping to the floor. There are perimeter drains located every 40 feet or so around the perimeter where things can be dumped or drained into. There’s also water supply on the wall that at certain intervals, along with occasional electrical outlets.
  • You said there’s ground duct work up from the ceiling. Yeah, there’s all you saw. It’s in the space, but it’s all round up in between the joists. The ceiling will be clear from the joists down.
  • What did you say the walls were made of? How tall? It’s like a metal, it’s a metal panel from the top of the CMU that you see there that wall, it’ll sit right on top, and it’ll be from there, because, he said, it’s a metal corrugated, little wavy. The CMU is permanent.
  • Is there any anchoring to the floor that’s allowed or do you want these to be free standing? No, this has to be free standing. It has to be taken down once the fair is over, stored and, brought back the following year. So that’s always a consideration. It has to be temporary.
  • What about the Wi-Fi? Yes, we have a ground wire fiber and Wi-Fi that’s a part of this. Farm Bureau will cover the Wi-Fi in the space.
  • Is there an elevation in the package? See updated drawing provided with specifics at the top of the Bidder Resource page.
  • What other items might we need to think about? Along the back wall there are the doors to the wash bays, there’s also doors to restrooms and certain things of that nature. There’s a few restrooms, maybe an office on the far southeast side, but these are areas that probably wouldn’t want to block. You know, as opposed to you could block, there’s plumbing Chase doors and things like that could be blocked. So there’s doors to note to be blocked and not be blocked depending on the way out.
  • What about fire extinguishers? There’s fire extinguisher suppression along the wall.
  • Is there anything we need to not block? You would want to keep the fire extinguishers visible and things like that. But all of that, you know, I’m sure the layout is going to be reviewed by the state fire marshal inspector. So those are the things that will come up later in the project.
  • Or is there a drawing that has those locations? See updated drawing provided with specifics at the top of the Bidder Resource page.
  • Where’s the length of the investment, if you want to use it for sequential years? How many years? The last exhibit was a 20 year project, so we would like to see this last. If this is a big investment for the partners, they want to make sure that it lasts. But we’re also realistic, and knowing that technology is going to change, we want to have the ability to improve upon it as time goes on. And, you know, maybe we make small additions to it each year. The other opportunity that we have here at the beginning of this is the Ohio Farm Bureau Foundation will be doing some fundraising and working with partners through this to get people interested. So there’s an opportunity there to make some things have a longer life. I know, part of the process when she is going out and talking to investors and donors is we’re not asking for one donation up front. There has to be a continual ongoing support to cover maintenance over time, so that will definitely be taken into consideration. We would like to see it have quality finishes, and there’s a lot of little kids, so they need to hold up.
  • Are we liable for installing it for years beyond, or would somebody else? I think we would like to know what that might look like, but I don’t anticipate that that needs to be part of your initial bid. We are looking for a long term partner because, you know, if we try to do this all over again with a second partner, the second year, that could bring a lot of complications. Ultimately, this project is a one year project, so that would be Farm Bureau’s decision to make after the 2026 Ohio State Fair.
  • Is the FFD going to be separated? FFD is fabricated. So your fixtures and furniture, anything else, your exhibit, is it going to be a separate bid from the design, or is it going to be, if they get the design, they can build? This is a design build project. Yes, we’re looking for direction and installation. One thing I can talk a little bit about is Marin Smith joined us. She is our Vice President of Client Services and creative at Shiftology. She is also essentially our creative director as well. So you’re lucky that you will have somebody that can help make sure that we’re keeping all of the creative in line. And, partners’ logos and brand standards, and make sure that the industry’s brand standards and the story are all very consistent. We’re looking for this partner to help execute on that, but we want to set you up for success when it comes to those things. So in terms of providing really great copy for signage and the right images. We’re gonna try to eliminate as much of that back and forth as possible by being here for you. So she gets to start doing some of that creative art this month.
  • Other questions, are the entrances both always open? Both entrances will be open during operating hours, which we think will be 9 a.m. on weekends, 10 a.m. on weekdays through 9 p.m. on evenings. Otherwise, they’ll be locked. People will come in both entrances. So I think you should not necessarily look at this as an exit, only the primary entrance that we anticipate most of the traffic flow going through is the (north) side based on basically what the exterior layout is. So there will be some food vendor routes that kind of line the pathway that take you to that main entrance. But given that there are rides right outside of the (south) entrance, there will be people. So as you look at your design, recognize that there are two entrances.
  • What about installing? Yes, we’re looking for installation, as well, at least a plan for the installation and some supervision. Please include someone from your team to be on site during the Ohio State Fair. We want somebody on site for troubleshooting if anything goes wrong with technology. If you’re incorporating a bunch of lighting and tech and stuff like that into the exhibit, we’re looking for you to incorporate that into the budget and make sure that it’s working the whole time. Ohio Farm Bureau staff will be here all day, every day of the fair.
  • Staffing is not included in scope, but would you be open to us training the staff as like a training session based on the design intent? Yes, we will have four interns and some volunteers and professional staff. Please plan to provide one larger training at the beginning, and then two shifts can be trained each day as volunteers cycle through.
  • Is it possible to get either CAD your only or something else to go along with that? See updated drawing provided with specifics at the top of the Bidder Resource page.
Bidder’s Meeting

A bidder’s meeting was held Oct. 8, 2025. Attendance at that meeting is not a requirement to submit a proposal

Other RFP and Project Updates

General project updates will be posted here. Also, please refer to the Q&A section.