EUR/Athens Event Management services for the 250th anniversary of American Independence

SOL #: 19GR1026Q0020Solicitation

Overview

Buyer

State

State, Department Of

AMERICAN EMBASSY ATHENS

WASHINGTON, DC, 20520, United States

Place of Performance

Athens, Greece

NAICS

All Other Professional (541990)

PSC

Contract, Procurement, And Acquisition Support Services (R707)

Set Aside

No set aside specified

Original Source

https://sam.gov/opp/c56cc18dabfb4774a3381d6218dce3cb/view

Timeline

Posted

Mar 13, 2026

Last Updated

Apr 23, 2026

Submission Deadline

May 8, 2026, 11:00 AM

Qualification Details

Fit reasons

NAICS alignment with historical contract wins in similar service areas.
Scope strongly matches core technical capabilities and delivery model.

Risks

Past performance thresholds may require one additional teaming partner.
Potential clarification needed on staffing minimums before bid/no-bid.

Next steps

Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.

Quick Summary

The U.S. Department of State, American Embassy Athens, is seeking quotations for Event Management Services for the celebration of the 250th anniversary of American Independence. The event is scheduled for July 2, 2026, at the Stavros Niarchos Foundation Cultural Center (SNFCC) in Athens, Greece. Quotations are due by May 8, 2026.

Purpose & Scope

This Request for Quotations (RFQ) aims to secure comprehensive event management services for a significant diplomatic event. The scope of work includes, but is not limited to:

Venue Management: Rental for three days (setup, event, breakdown).
Event Coordination: Planning, set-up, take-down, and coordination of third-party contractors.
Design & Theme: Development and execution of an event design centered on the "Freedom250" theme.
Technical Services: Audio-visual equipment rental and operation (sound systems, projectors, high-speed Wi-Fi), stage backdrop, and overhead signage.
Entertainment: Provision of performing artists, a backup band, and a U.S. military band.
Logistics: Deliveries, equipment setup/teardown, event furnishings, lavatories, staff, and on-site transportation coordination.
Support Services: Decoration, graphic design, audio/visual documentation, medical care, and coordination with Embassy and SNFCC security.

Contract Details

Contract Type: Firm Fixed-Price Purchase Order.
Period of Performance: Setup begins July 1, 2026; event on July 2, 2026; breakdown and load-out conclude by July 3, 2026.
Estimated Value: Budget Range/Not to Exceed: $350,000 US (or Euro equivalent).
Set-Aside: None specified.
Place of Performance: Athens, Greece.

Submission & Evaluation

Submission Deadline: Quotations must be submitted electronically via email to AthensOffers@state.gov by 14:00 hours (Athens Time) on May 8, 2026.
Evaluation Criteria: Proposals will be evaluated based on:
1. Technical capability/approach (most important)
2. Past performance (significant importance)
3. Key personnel (important)
4. Price (lowest importance)
Award: Award may be made without discussions based on initial proposals.

Important Notes

Eligibility: Offerors must be registered in the System for Award Management (SAM) database prior to proposal submission. Companies with quotations above $40,000 must provide their company's UEI.
Site Visit: An organized site visit will be held on April 17, 2026, at 10:00 hours. Interested parties must RSVP by April 16, 2026, to AthProcurement@state.gov.
Questions: Questions regarding the solicitation must be submitted in writing to athprocurement@state.gov by 12:00 hours on April 16, 2026.
Financial: Value Added Tax (VAT) is not applicable (U.S. Embassy has tax exemption status). Advance payments are not authorized. Electronic invoicing is preferred.
Contacts: Dresden A. Kalin and Kelly Georgopoulou (athprocurement@state.gov).