EUR/Athens Event Management services for the 250th anniversary of American Independence
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
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. Embassy Athens, under the Department of State, has issued a Request for Quotations (RFQ) for complete Event Management Services. This opportunity supports the celebration of the 250th anniversary of American Independence, scheduled for July 2, 2026, at the Stavros Niarchos Foundation Cultural Center (SNFCC) in Athens, Greece. The estimated budget for this event is up to $350,000 US (or Euro equivalent). Quotations are due by May 8, 2026, at 14:00 hours (Athens Time).
Scope of Work
The selected contractor will provide comprehensive event management services for a three-day period (July 1-3, 2026), encompassing setup, the event itself, and breakdown. Key deliverables include:
- Venue Management: Rental and coordination for the SNFCC.
- Event Planning & Execution: Full planning, set-up, take-down, and coordination of third-party contractors.
- Design & Branding: Development and execution of event design centered on the "Freedom250" theme, adhering to provided brand guidelines.
- Technical Services: Audio-visual equipment rental and operation (sound systems, projectors, high-speed Wi-Fi), stage backdrop, and overhead signage.
- Entertainment: Coordination of performing artists, a backup band, and a U.S. military band.
- Logistics: Management of deliveries, equipment setup/teardown, event furnishings, lavatories, and staff.
- Support Services: On-site transportation coordination, decoration, graphic design, audio/visual documentation, medical care, and first aid services.
- Security Coordination: Liaison with Embassy and SNFCC security personnel. Offerors must be established businesses with all required licenses and a permanent address in Greece.
Contract & Timeline
- 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: Not to exceed $350,000 US (or Euro equivalent).
- Response Due: May 8, 2026, 14:00 hours (Athens Time).
- Questions Due: April 16, 2026, 12:00 hours (Athens Time) to athprocurement@state.gov.
- 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.
Eligibility & Evaluation
- Set-Aside: No specific set-aside designation.
- 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 Unique Entity Identifier (UEI) as proof of SAM Registration.
- Evaluation Factors: Proposals will be evaluated based on: technical capability/approach (most important), past performance (significant importance), key personnel (important), and price (lowest importance). Award may be made without discussions.
Submission Details
Quotations must be submitted electronically via email to AthensOffers@state.gov. Value Added Tax (VAT) is not applicable due to the U.S. Embassy's tax exemption status. Advance payments are not authorized, and electronic invoicing is preferred.