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Comprehensive Event Management Planning
Contact and place of performance
Khoa Tran
Washington, DC
USA
This is not a solicitation or request for proposal announcement. This request for information (RFI)/Sources Sought is for market research only and to assist the Office of the Nonproliferation and Disarmament Fund in determining technical capabilities of interested parties for acquiring a comprehensive event management planning services in...
View morePhase I: Planning and Registration
• Registration management for up to 5,100 participants
• Automated confirmation systems and digital access links
• Materials development meeting Section 508 accessibility standards
• Government branding compliance
Phase II: Multi-modal Logistics
• Venue/platform selection for in-person, virtual, or hybrid formats
• Secure, licensed platforms (e.g., Zoom, Teams, Webex) with breakout rooms and simultaneous interpretation capability
• High-definition cameras and microphones for streaming
• Translation services
• IT support
• Catering and hospitality coordination
Phase III: On-Site or Digital Execution
• Dedicated staffing (2-3 staff for on-site OR 2 technical moderators for virtual)
• Section 508/ADA compliance for all content
• Security and access control protocols
• Cyber-security protocols for virtual platforms
Task 3 – International Event Management and Training Delivery
The contractor must provide comprehensive international event management including:
• Outreach and engagement with foreign government officials and technical experts
• Venue identification and procurement
• Travel arrangements for participants and staff
• Lodging coordination and booking
• Visa processing and issuance support
• Travel and per diem for course participants
• IT support and technical infrastructure
• Event catering
• Interpretation and translation costs
• Training module delivery via workshops, consultancies, online learning, webinars, and study tours
Task 4 – Curriculum and Materials Development
• Creation of training curricula and tabletop exercises
• Interactive learning materials
• Traditional classroom-based training
• Virtual/online learning modules
• Hybrid learning experiences
• Study tours and consultants
• Professional translation of materials into foreign languages
• All materials must be Government intellectual property
Performance Standards:
Contractors must be capable of meeting the following standards:
Platform Stability: 99.9% platform stability for virtual/hybrid components
Participant Engagement: Interactive elements (polls, Q&A) for all participants
Communication: Final confirmation for attendees 48 hours prior to event
Responsiveness: Response to Government inquiries within one business day
Quality Assurance: Error-free deliverables meeting Government standards
Compliance: Federal regulations, security protocols, and accessibility requirements
INSTRUCTION TO RESPONDENTS: Interested parties who desire to participate in this RFI/Sources Sought are encouraged to submit responses that demonstrate they have the CAPABILITIES and qualifications to provide the key capabilities described above.
Responses shall include the following information:
Company Information
Capability Information
Please provide narratives addressing the following:
Experience and Past Performance
Technical Capabilities
Project Management Approach
International Operations
Curriculum Development
Staffing and Key Personnel
Equipment and Resources
Teaming Arrangements
Cost Estimates for Budget Planning (Optional)
This RFI is issued in accordance with FAR 15.201(e) for market research and planning purposes only. It does not constitute a solicitation and shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. The Government will not pay for any information solicited or received.
Responses to this notice will not be returned and no reimbursement will be made for any costs associated with providing information in response to this announcement or any follow-up information requests. Proprietary information, if any, should be minimized and must be clearly marked.
Respondents will not be notified of the results of the review. However, responses may be used by the Government in developing the acquisition strategy and solicitation documents. The Government reserves the right to contact individual respondents for clarification or additional information.
No telephone inquiries will be accepted. All questions must be submitted in writing as specified above. Not responding to this RFI does not preclude participation in any future request for proposal (RFP) or request for quotation (RFQ), if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All responses to this RFI will remain in the possession of the Government and will not be returned.
The Department of State, Office of Acquisitions - AQM Momentum, has issued this Sources Sought notice under solicitation number 19AQMM26R288 to support the Office of the Nonproliferation and Disarmament Fund (NDF). The government is conducting market research to identify parties capable of providing comprehensive event management planning services for domestic and international projects. These projects range from small workshops to large-scale conferences with up to 5,100 attendees and require delivery in in-person, virtual, or hybrid formats. This requirement is classified under NAICS code 561920 Convention and Trade Show Organizers and PSC R408 SUPPORT- PROFESSIONAL: PROGRAM MANAGEMENT/SUPPORT, with the primary place of performance in Washington, DC.
The scope of work includes project management and strategic oversight, domestic and international event management, and curriculum development. Specific tasks involve managing registration and automated confirmation systems, venue and secure digital platform selection, and the development of materials meeting Section 508 accessibility standards. International requirements include outreach to foreign government officials, travel and visa processing, lodging coordination, and the delivery of training modules via workshops, online learning, and study tours. Performance standards require contractors to maintain 99.9% platform stability for virtual components and provide interactive elements such as polls and Q&A for all participants.
Interested parties are requested to submit capability narratives addressing technical expertise, international operations, staffing, and project management approach. Responses should include company details, CAGE code, and Unique Entity Identifier (UEI) number, along with business size and socioeconomic status. Optional cost estimates for budget planning may also be provided. All information must be submitted to the point of contact, Khoa Tran, by the response deadline of June 19, 2026.
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