Name | Type | Posted | Actions |
|---|---|---|---|
Independence Day Event Planner Organizer JOFOC.pdf | May 22, 2026 |
Event management, design, production, and execution services for the Independence Day celebration 2026 at the Science Museum
Contact and place of performance
Kathleen Edgin
Addis Ababa, ET-AA
ETH
Event Services for the United States’ 250th Independence Day Celebration 1. BACKGROUND U.S. Embassy Addis Ababa will host its Independence Day celebration on July 2, 2026, at the Addis Ababa Science Museum. This high-level diplomatic event will bring together approximately 1,000 guests, including senior officials, delegates and representatives from the Un...
View more2.1 Event Design and Creative Services
The Contractor shall:
All details are explained in the following pages of this Statement of Work (SOW).
2.2 Production, Installation, and Operation
The Contractor shall oversee timely production, installation, and operation of all key elements and ensure full and prompt removal and takedown following the event, including but not limited to:
2.3 Coordination and Stakeholder Management
The Contractor shall work with all relevant parties and persons, including but not limited to:
2.4 VVIP and VIP and Guest Management
The Contractor shall:
2.5 Branding and Visual Identity
The Contractor shall:
2.6 Event Execution and On-Site Management
The Contractor shall:
2.7 Documentation and Deliverables
On or before July 17, 2026, the Contractor shall provide:
2.8 Music, Ceremony, and Live Entertainment
2.8.1 Overview
The Contractor shall plan, coordinate, and execute all production elements supporting the ceremonial program and live entertainment portions of the event. This includes audio-visual support for official remarks, national anthem performances, a live band performance by the embassy-contracted band, a live simulcast of the ceremony to a secondary viewing area, and a closing DJ set.
2.8.2 Ceremonial Program Support
The Contractor shall provide all technical production, staging, and audio-visual support necessary to execute the ceremonial program, which shall include but is not limited to:
The event organizer shall advise on program pacing, cue sequencing, and stage-management protocols based on site assessment and consultation with embassy teams. A detailed run-of-show document for review shall be provided to the embassy no later than one month before the event date.
2.8.3 Speaker Support
The event organizer shall provide:
2.8.4 National Anthem Performances
The event organizer shall provide vocal reinforcement, playback, and monitoring to support two separate vocalists performing the national anthems. Specifically:
2.8.5 Live Band Performance
The embassy will host a live performance by the embassy-contracted band (five performers plus one audio engineer). The event organizer will be responsible for providing all rental equipment, stage accommodation, logistical support, and on-site coordination required to support the band’s performance in accordance with the band’s technical rider and rental manifest.
Without limiting the generality of the foregoing, the event organizer shall:
The event organizer acknowledges that equipment and stage substitutions are permitted subject to the band and embassy’s approval.
2.8.6 DJ Set (Closing Segment)
The event program will transition from the live band performance to a closing DJ set. The DJ will provide their own DJ equipment (controller, laptop, headphones, and associated gear). The event organizer will be responsible for providing:
The event organizer shall coordinate directly with embassy POCs to confirm requirements.
2.8.7 Live Simulcast to Secondary Viewing Area
A portion of the event audience will be in a secondary viewing area within the venue and will not have direct line of sight to the primary ceremony stage. The event organizer shall provide a live audio and video simulcast of the ceremonial program to this secondary area. Specifically:
2.8.8 Additional Illumination Efforts
3. PRICING
The event organizer shall provide competitive, market-rate pricing for all goods and services described in consistent with pricing for comparable high-profile events in Addis Ababa. Pricing shall be itemized in the event organizer’s proposal to allow the embassy to evaluate individual line items.
4. PERIOD OF PERFORMANCE and PAYMNET
Services shall commence upon contract award or issuance of a purchase order to the Contractor. Payment will be made after full-service delivery and upon submission of a legitimate invoice to the Embassy finance team. Payment will be effected by electronic funds transfer (EFT) within 30 days of invoice submission.
5. PLACE OF PERFORMANCE
Addis Ababa, Ethiopia
6. DELIVERABLES AND TIMELINE
The Contractor shall submit the following deliverables according to the schedule to the Embassy POCs by email:
7. GOVERNMENT-FURNISHED PROPERTY/INFORMATION
The embassy will provide:
8. SPECIAL REQUIREMENTS
The Department of State has issued a Justification and Approval under solicitation number 19ET1026P0665 for comprehensive event management, design, production, and execution services. This requirement supports the United States’ 250th Independence Day celebration scheduled for July 2, 2026, at the Science Museum in Addis Ababa, Ethiopia. The high-level diplomatic event will host approximately 1,000 guests under the theme "Freedom 250: American Innovation, Technology, and Future." The selected contractor is responsible for the end-to-end coordination of all event elements, including stage systems, audio-visual equipment, catering coordination, and guest management, while maintaining professional on-site staff for operational support before, during, and after the celebration.
The scope of work includes creative services such as designing venue layouts, developing interactive technology-themed experiences, and producing 3D renderings and narrative videos. Technical requirements involve the installation of two main stages, large-scale security screening tents, approximately 35 uniform vendor booths, and a live simulcast system for secondary viewing areas. The contractor must also manage lighting displays at the CBE tower and the Embassy compound, provide backline equipment for a live band, and deliver post-event documentation including highlight videos and at least 250 high-resolution photographs by July 17, 2026. Performance involves coordination with the Science Museum management, local traffic police, and Embassy security teams to ensure compliance with safety and protocol standards.
This opportunity is classified under NAICS 711320 for Promoters of Performing Arts, Sports, and Similar Events without Facilities and PSC R708 for SUPPORT- MANAGEMENT: PUBLIC RELATIONS. Kathleen Edgin is the primary point of contact for this notice, which was published on May 22, 2026. One attachment, a Justification and Approval (J&A) document in PDF format, is associated with this notice. All work will be performed in Addis Ababa, Ethiopia, and services commence upon contract award or issuance of a purchase order.
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