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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 Department of State has issued solicitation 19PL9026Q0010 for comprehensive event management services to plan and execute the U.S. Embassy Warsaw’s Independence Day Celebration. Scheduled for June 17, 2026, at the Royal Castle in Warsaw, Poland, this event serves as a flagship public diplomacy initiative leading up to the 250th anniversary of the founding of the United States. The selected vendor will manage an outdoor celebration for approximately 1,500 guests, including senior government officials, diplomats, and business leaders, with a requirement to maintain a rain contingency plan for an indoor arcade space at the same venue.
The scope of work includes concept development, technical production for sound and lighting, stage construction, catering coordination, and thematic styling aligned with the America250 commemoration. Responsibilities extend to graphic design, musical entertainment coordination, furnishing rentals, guest check-in services, and the provision of on-site event staff. The contractor must also manage logistics, cleaning services, and direct liaison with Royal Castle management and Embassy security leadership. The Department of State identifies this requirement under NAICS 711320 for Promoters of Performing Arts, Sports, and Similar Events without Facilities and PSC M1AB for Operation of Conference Space and Facilities.
The solicitation features no set-aside and uses the NONE; explanation: NONE designation. Proposals must include a thematic concept narrative, technical production plans, a staffing structure, and an itemized budget. The submission deadline is March 20, 2026, with all electronic proposals and inquiries directed to M. Brandon Rigby at the U.S. Embassy in Warsaw. Performance will take place in Warsaw, PL-MZ, POL.
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