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

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the Event Management Services for the 250th Anniversary of American Independence at the U.S. Embassy in Athens, Greece.

• DBA Insurance: Not mandatory for this event.
• VAT: Under review, with an update expected by April 29th.
• Guest Check-in: The U.S. Government will be responsible.
• Catering Services: Not part of this solicitation; handled separately.
• Venue Rental: Must be included in the event planner's budget. Planners must contact the venue directly at rentals@snfcc.org for quotes.
• Golf Carts: The venue provides a limited number; planners cannot provide additional carts.
• Seating: Required for at least 10% of total guests.
• "Freedom 250" Logos: Available via provided Dropbox links.
• Greek Flags: May be displayed alongside U.S. flags, particularly during speeches.
• In-kind Donations: Confirmed donations include at least one vehicle, one motorcycle, and food/beverage products.
• Main Stage Design: Planners are encouraged to propose a design, ensuring visibility via screens and considering secondary staging.
• Presentation Submission: Follow Section 3 instructions. If files exceed 25MB, split into multiple emails, numbering each part sequentially.

Clarifies requirements for venue rental, catering, insurance, and specific deliverables like seating and stage design. Provides instructions for obtaining logos and submitting presentations, potentially impacting proposal preparation.

Form / Attachment / Pricing Sheet

This document provides brand guidelines for the "Freedom 250" initiative. It outlines the approved logos, typography, color palette, and usage rules to ensure consistent brand representation.

• Logos: Details primary, secondary, and icon versions of the Freedom 250 logo, inspired by the Betsy Ross flag. Includes guidance on full-color and black & white usage.
• Typography: Specifies the "Georgia" and "DM Sans" fonts, including weight, tracking, and vertical scale.
• Color Palette: Defines primary colors (Starfield, Stripe) and accent colors (Freedom Gold, Freedom Silver) with their respective HEX, RGB, and CMYK values.
• Tagline: "Celebrating the Triumph of the American Spirit."
• Usage Rules: Provides guidelines on co-branding, minimum clear space around the logo, and "Do's & Don'ts" for logo application to maintain brand integrity.

Vendors responding to opportunities related to the "Freedom 250" initiative must adhere to these brand guidelines for any materials they produce. This includes using approved logos, colors, and fonts to ensure consistent branding across all communications and deliverables.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) is for complete event management services for the celebration of the 250th anniversary of American Independence. The event is scheduled to be held on July 2, 2026, at the Stavros Niarchos Foundation Cultural Center (SNFCC) in Athens, Greece.

The scope of work includes, but is not limited to:

• Venue rental for three days (setup, event, breakdown).

• Event management services, including planning, set-up, take-down, and coordination of third-party contractors.

• Development and execution of the event design centered on the Freedom250 theme.

• Audio-visual equipment rental and operation, including sound systems, projectors, and high-speed Wi-Fi.

• Stage backdrop and overhead signage.

• Entertainment, including performing artists, a backup band, and a U.S. military band.

• Logistics, including deliveries, equipment set-up/teardown, event furnishings, lavatories, and staff.

• On-site transportation coordination.

• Decoration and graphic design services.

• Audio and visual documentation of the event.

• Medical care and first aid services.

• Coordination with Embassy and SNFCC security.

• 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).

• Quotations must be submitted electronically via email to AthensOffers@state.gov by 14:00 hours (Athens Time) on May 8, 2026.

• 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 based on initial proposals.

• 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 as proof of SAM Registration.

• 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 regarding the solicitation must be submitted in writing to athprocurement@state.gov by 12:00 hours on April 16, 2026.

• Value Added Tax (VAT) is not applicable; the U.S. Embassy has tax exemption status.

• Advance payments are not authorized.

• Electronic invoicing is preferred.

Solicitation / RFP / RFQ

This is a pre-solicitation notice for Event Management and Rental Services for the celebration of the United States Independence Day on or about June 29, 2026, in Athens, Greece. The awardee must operate an established business with all required licenses and permits and a permanent address in Greece.

• Event management and rental services for the US Independence Day celebration.

• The awardee must be an established business with a permanent address in Greece.

• The resultant contract will be a firm fixed price type contract.

• Contract type: Firm Fixed Price.

• Period of Performance: On or about June 29, 2026.

• Estimated Value: Not specified, but quotations/proposals are required for values above $40,000.

• The solicitation will be issued on SAM.gov at a later date.

• The Government may award the contract based on the initial offer without discussion.

• Electronic responses are allowed.

• Offers must be submitted prior to the response date and time.

• Email submissions must not exceed 70 MB and may only contain .zip and .pdf files.

• External links to Cloud storage are not permitted.

• If file size exceeds 70MB, submissions must be made in separate files attached to separate emails, each less than 70MB.

• Response Date: To be provided.

• Set Aside: N/A

• All contractors must be registered in the SAM (System for Award Management) Database prior to submitting an offer.

• Primary Point of Contact: Dresden A. Kalin, Contracting Officer (Athprocurement@state.gov).

• Secondary Point of Contact: Kelly Georgopoulou, Procurement Agent (Athprocurement@state.gov).

• Place of Contract Performance: U.S. Embassy Athens, 91 Vas. Sophias Avenue, 10160, Athens, Greece.

• Vendors can Add/Remove from Interested Vendors list, but cannot View Interested Vendors List.