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Event Planner for Independence Day Celebration
Contact and place of performance
M. Brandon Rigby
Warsaw, PL-MZ 00-540
POL
Event Planner for Independence Day Celebration, 19PL9026Q0010 Prospective Vendors, The U.S. Embassy Warsaw invites qualified event management firms to submit proposals to plan and execute the Embassy’s annual Independence Day Celebration, to be held on June 17, 2026 at the Royal Castle in Warsaw (outdoor lawn, with indoor arcade contingency). This year’s celebration is especially significant as part of th...
View moreThe Embassy will manage invitations, guest lists, and overall guest relations. The Royal Castle venue provides core infrastructure, including power, restrooms, and base facilities; however, the vendor will be responsible for coordinating all event-related production, rentals, and operational requirements directly with Royal Castle staff and relevant suppliers.
Proposals should reflect a creative vision and level of professionalism appropriate to a premier diplomatic event of national significance. Vendors are encouraged to incorporate ideas that highlight American heritage, innovation, and culture while creating a visually compelling and memorable guest experience. Proposals must include a rain contingency plan ensuring continuity of design, technical production, and guest experience should the event move to the indoor arcade space (same location).
Interested vendors should submit a proposal that includes:
Please submit proposals electronically no later than March 20, 2026, to [email protected] Questions may be directed to the same contact.
We look forward to your proposal and to working together to deliver a memorable and historic America250 Independence Day celebration.
The U.S. Department of State, through the U.S. Embassy in Warsaw, has issued solicitation 19PL9026Q0010 for an event management firm to plan and execute the annual Independence Day Celebration. Scheduled for June 17, 2026, at the Royal Castle in Warsaw, Poland, this flagship public diplomacy event serves as a precursor to the 250th anniversary of the founding of the United States. The selected vendor will manage a high-profile reception for up to 1,500 guests, including senior government officials, diplomats, and business leaders. The requirement falls under NAICS code 711320 for Promoters of Performing Arts, Sports, and Similar Events without Facilities and PSC M1AB for the Operation of Conference Space and Facilities. There is no set-aside designated for this opportunity.
The scope of work encompasses comprehensive event management, including concept development, technical production, catering coordination, and thematic styling aligned with the America250 commemoration. The contractor is responsible for installing infrastructure such as stage construction, sound systems, lighting, LED screens, and event furnishings. Additional requirements include graphic design for branding materials, guest check-in support, musical arrangement, and professional cleaning services. While the Embassy manages the invitation list and guest relations, the vendor must coordinate directly with Royal Castle management for logistics and provide a rain contingency plan for the venue’s indoor arcade space.
Proposals must include a concept narrative, technical production plan, staffing structure, itemized budget, and a proposed bilingual emcee. Submissions are also required to detail relevant past performance in large-scale diplomatic or corporate events. Electronic responses are due by March 20, 2026, and should be directed to the point of contact, M. Brandon Rigby. Performance will take place at the Royal Castle in Warsaw, and the project requires dedicated management for timeline oversight, budget adherence, and post-event venue restoration.
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