Event Planner for Independence Day Celebration
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 Warsaw is soliciting proposals for an Event Planner to organize its annual Independence Day Celebration on June 17, 2026, at the Royal Castle in Warsaw, Poland. This event is a flagship public diplomacy initiative, leading up to the 250th anniversary of the United States. Proposals are due March 20, 2026.
Scope of Work
The selected vendor will provide comprehensive event management services for up to 1,500 guests, including senior Polish government officials, business leaders, and diplomats. Key responsibilities include:
- Concept Development & Execution: Overall event concept, consulting, and execution in close coordination with the Embassy.
- Technical Production: Sound systems, lighting, stage construction, multimedia, video, LED screens, and power distribution.
- Logistics & Coordination: Catering, event styling, decoration, visual identity, graphic design, musical arrangements, entertainment, and rental/installation of furnishings (stages, tents, furniture).
- Guest Services: Reception desk services, name badge/invitation preparation, and provision/management of event staff.
- Site Management: Coordination with Embassy Security, professional cleaning, liaison with Royal Castle management, suppliers, and sponsors.
- Project Management: Dedicated project management, timeline management, planning meetings, and budget oversight.
- Setup & Breakdown: Full setup, on-site management, and post-event breakdown, including material transportation and venue restoration.
Contract & Timeline
- Type: Solicitation
- Event Date: June 17, 2026
- Set-Aside: None specified
- Product/Service Code: M1AB (Operation Of Conference Space And Facilities)
- Proposal Due: March 20, 2026, 4:00 PM UTC
- Published: March 5, 2026
Evaluation
Proposals should demonstrate a creative vision and professionalism appropriate for a premier diplomatic event of national significance. Vendors are encouraged to incorporate ideas highlighting American heritage, innovation, and culture. Proposals must include a rain contingency plan for the indoor arcade space. Required proposal elements include a concept narrative, detailed services/staffing plan, technical production plan, decoration/branding concept, proposed emcee, timeline, project management structure, relevant past performance, and a detailed cost proposal.
Additional Notes
The Embassy will manage invitations, guest lists, and overall guest relations. The Royal Castle provides core infrastructure, but the vendor is responsible for coordinating all event-related production and operational requirements directly with Castle staff and suppliers.