J4 2026 Event Production Services

Quick Summary

The U.S. Embassy, Brussels requires Event Production Services for the July 4th, 2026 Semiquincentennial event in Brussels, Belgium. This is a combined synopsis/solicitation for a firm-fixed-price Indefinite Delivery Indefinite Quantity (IDIQ) contract. Proposals are due Friday, February 27, 2026, at 2:00 PM CET.

Scope of Work

The contractor will provide comprehensive event production and coordination for a large-scale, multi-venue public diplomacy event commemorating the U.S. Semiquincentennial. The event is expected to host several thousand participants across the Autoworld Museum (indoor VIP reception for up to 1,150 guests) and Parc du Cinquantenaire (outdoor main event for up to 5,000 guests).

Key deliverables include:

• Standard Event Services: Stage production, AV, music, speeches, event décor, food and beverage services, invitation management, guest registration, branding, security, access control, crowd management, medical services coordination, traffic planning, insurance, and sanitation.
• Full Event Lifecycle Support: Project study, development & planning, pre-production (permits, authority coordination, technical certifications, guest management, catering, visual identity), production (setup, audio, lighting, power, video, artist liaison), and post-production (dismantling, site clearance, cleaning, debriefs).
• Optional Services: May include artist extra services, architectural lighting, laser equipment, special effects (smoke/flames), drone shows, fireworks, live DJ sets, bar services, food truck services, additional decorations, large-scale LED screens, video mapping, and curated program development.

Contract Details

• Contract Type: Firm Fixed-Price Indefinite Delivery Indefinite Quantity (IDIQ)
• Term: March 1, 2026, to July 10, 2026
• Pricing: In EURO, with a minimum order of €1,000.00 and a maximum order of €800,000.00. VAT at 21% is applicable and must be included.
• Set-Aside: Not a small business set-aside
• Place of Performance: Brussels, Belgium

Submission & Evaluation

• Proposals Due: Friday, February 27, 2026, at 2:00 PM CET
• Submission Method: Electronically to BrusselsBids@state.gov. Proposals must be in English, in Adobe Acrobat (PDF) format, with individual email attachments not exceeding 45MB. Multiple emails are permitted for larger submissions.
• Required Documents (Two Volumes):
  • Volume 1: Completed SF-18, Price Proposal Breakdown (Attachment A), Section 5 Representations and Certifications, evidence of active SAM registration, and completed Form W-14 (Attachment B) if applicable.
  • Volume 2: Technical Capability & Strategic Plan, Prior Experience and Past Performance (using provided form), and Company Profile.
• Evaluation: Award will be based on a trade-off evaluation, with technical factors (Technical Capability & Strategic Plan, Prior Experience, Company Profile) considered more important than price.
• Eligibility: Offerors must be actively registered in the System for Award Management (SAM.gov) prior to submission.

Key Dates & Contacts

• Site Visit: Monday, February 9, 2026, at 10:00 AM at Parc du Cinquantenaire. Contact BrusselsBids@state.gov to arrange entry.
• Questions Due: Thursday, February 12, 2026, at 3:00 PM CET. Submit questions via email to BrusselsBids@state.gov or using the provided Question Submission Form.
• Primary Contact: Andrew Malandrino (BrusselsBids@state.gov)