Event Planner for Independence Day Celebration

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 the lead-up to the 250th anniversary of the founding of the United States and will serve as the Embassy’s flagship public diplomacy event of the year. The event will host up to 1,500 guests, including senior Polish government officials, business leaders, diplomats, military representatives, and members of civil society.

The selected vendor will be responsible for providing comprehensive event management services, including concept development, planning, technical production, and full execution. The scope of work includes, but is not limited to:

• Overall event concept development, consulting, and execution in close coordination with the U.S. Embassy Warsaw
• Technical production, including sound systems, lighting, stage construction, multimedia support, video equipment, LED screens, power distribution, and related infrastructure
• Catering coordination, including liaison with caterers, sponsors, and event partners, as applicable
• Event styling, decoration, and thematic design appropriate to the America250 commemoration, including stage décor, floral arrangements, banners, branded installations, and photo backdrops
• Preparation of the event’s visual identity and graphic design, including signage, printed materials, event maps, and branding elements
• Musical arrangement and entertainment coordination, including support for an emcee and live music (note: the Embassy is currently pursuing a U.S. military band; if unavailable, entertainment services may be amended and requested under contract)
• Rental and installation of event furnishings, including stages, tents, flooring, furniture, lounge seating, podium/lectern, reception desks, and related equipment
• Reception desk services, including guest check-in support and coordination with Embassy staff
• Preparation of name badges and invitations based on Embassy-provided guest lists, including QR code generation if requested
• Provision and management of event staff, including hostesses, hosts, technical personnel, and production staff, with coordination of dress code and presentation standards
• Coordination with Embassy Security leadership
• Professional cleaning services during and after the event, including waste management coordination
• Full liaison and coordination with Royal Castle management, suppliers, sponsors, vendors, and Embassy representatives
• Dedicated project management, including timeline management, planning meetings, and budget oversight consistent with approved cost parameters
• Setup, on-site management, and post-event breakdown, including logistics, transportation of materials, and restoration of the venue

The 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:

• Concept narrative and thematic approach
• Detailed description of services and staffing plan
• Technical production plan (sound, lighting, staging, multimedia, and infrastructure)
• Decoration, branding, and visual identity concept
• Proposed emcee (preferably a well-known bilingual Polish public figure or personality)
• Timeline for planning, setup, execution, and breakdown
• Project management and coordination structure
• Relevant past performance examples, particularly for large-scale diplomatic, corporate, or public events
• Detailed cost proposal with itemized budget

Please submit proposals electronically no later than March 20, 2026, to warsawproc@state.gov 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.