Event Decorating Services

Quick Summary

The U.S. Embassy in Nassau, The Bahamas, is soliciting proposals for Event Decorating Services for its Fourth of July celebration, themed 'American Icons.' This event, scheduled for June 26, 2026, will host approximately 1,200 guests on the outdoor Embassy grounds in Nassau. The requirement covers comprehensive decoration, furniture, and equipment rental services.

Scope of Work

This opportunity requires a vendor to provide full event decor services, including:

• Theme and Design: 'American Icons' featuring iconic U.S. cities and landmarks, with a 'Patriotic Chic' aesthetic (red, white, blue, metallic accents).
• Venue Spaces: Creation of distinct areas such as Check-in, Lounge Areas, Entertainment Spaces, Food Stations, Eating Areas, and Display Areas for city showcases.
• Decorative Elements: Provision of flags, bunting, various lighting (string, uplighting, pathway, accent), centerpieces, table décor, and specialty props.
• Climate Control: Six misting stations and twelve portable fans.
• Furniture Rental: Counters, stanchions, lounge furniture, seating for ceremonies and eating areas, high boy tables, bar stools, cocktail tables, dining tables, and display tables with linens.
• Entrance Décor: Red carpet, stanchions with velvet ropes, and a receiving line backdrop.
• Guest Experience: VIP/Diplomatic Lounge setup, display pedestals for city monuments, directional and space identification signage, city plaques, and a sponsor recognition banner.
• Infrastructure: Generator backup, power distribution, emergency lighting, setup/breakdown services, and waste removal.

Contract & Timeline

• Contract Type: Solicitation (RFP)
• Set-Aside: None specified
• Place of Performance: Nassau, The Bahamas
• Proposal Due Date: June 15, 2026
• Published Date: May 27, 2026
• Event Date: June 26, 2026
• Payment: EFT within 30 days of service completion and approved invoice; no mobilization or stage payments.

Evaluation Criteria

Proposals will be evaluated based on:

• Theme alignment and creative execution (35%)
• Budget and value (25%)
• Quality and condition of rental items (20%)
• Experience with diplomatic/outdoor events (15%)
• Logistics plan (5%)

Eligibility & Vendor Requirements

Offerors must be technically qualified and financially responsible, demonstrating:

• English proficiency and an established business.
• Necessary personnel, equipment, and resources.
• Required licenses and permits, and local insurance (minimum $2M liability).
• No adverse criminal record or conflicting affiliations.
• Good experience, specifically with outdoor events for 1,000+ guests.
• Ability to provide a detailed floor plan, samples/renderings, and a sustainability plan for materials and waste management.
• A weather contingency plan.
• An on-site supervisor and 24-hour emergency contact.

Submission & Key Deadlines

• Pricing and Detailed Floor Plan: June 15, 2026
• Sample Centerpieces/Décor: June 18, 2026
• City Showcase Mockups: June 19, 2026
• General Walk-through: June 25, 2026
• Setup Completion: June 26, 2026, by 2:00 PM
• Final Walk-through: June 26, 2026, 5:00 PM

Proposals should indicate all items and pricing in the specified format, with VAT as a separate line item. All installations must comply with Embassy security requirements.

Contact Information

• Primary: Tatiana Escobar (escobarta@state.gov, 242-461-5245)
• Secondary: Deana Nelson (NelsonDA@state.gov, 242-461-5092)