Description

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 United States, the African Union, Sudan, and Ethiopia's business and diplomatic community. The event theme, "Freedom 250: American Innovation, Technology, and Future," will showcase Administration priorities, U.S. achievements, and vision through immersive, technology-driven experiences. 2. SCOPE OF WORK The hired event coordinating company, hereby referred to as “Contractor,” shall provide comprehensive event management, design, production, and execution services for the Independence Day celebration as detailed below. The Contractor shall coordinate, design, and recommend all event elements, including but not limited to stages, audio systems, tents, lighting, decorations, music, catering, and guest management. The Contractor shall provide continuous operational support before, during, and after the event and maintain professional staff on-site throughout the event to ensure all elements are executed with precision, discretion, and operational discipline. The Contractor shall troubleshoot and resolve any issues that arise, coordinate with all stakeholders, and provide professional recommendations to the U.S. embassy on workable solutions for the embassy's approval. 2.1 Event Design and Creative Services The Contractor shall: Design, build, and/or procure the venue layout, decorations, and exhibition booths aligned with the "Freedom 250: American Innovation, Technology, and the Future” theme. Create a futuristic, welcoming atmosphere that represents American innovation and technology. Prepare detailed floor plans and layouts for all event spaces. Produce high-quality photo and/or video renderings of proposed designs for Embassy approval. Develop and implement technology-themed interactive experiences. Coordinate with all food vendors, bartenders, servers, and caterers for an appropriate food and drink menu and fast-paced, active service for guests. Design and install immersive guest experiences, potentially including a 3D virtual reality experience and/or exhibits that remain at the venue beyond the day-of the Independence Day Event. Conceptualize and deliver the overall spatial design to the highest industry standards. Prepare and produce a 5–7-minute video (visual only) that can be played on loop during the event, highlighting relevant information specific to the event's theme and recognizing event sponsors. Produce an additional 2–3-minute video to show directly after the speeches with a storytelling narrative. Provide stage and podium systems; requisite professional lighting systems, including wash lights; audio and video equipment; microphone systems (wired and wireless); and multiple s…

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