19BE2026Q0157 - SOW.docx

U.S. Embassy Brussels 19BE2026Q0157

STATEMENT OF WORK

Venue Rental for Official U.S. Government Representational Event

Solicitation No: 19BE2026Q0157

Contracting & Acquisition Office U.S. Embassy Brussels Regentlaan 25-27 Boulevard du Regent 1000 Brussels Belgium

1. SUMMARY

The U.S. Embassy Brussels has a requirement to procure a venue to host an official U.S. Government Representational Event. The selected venue shall provide appropriate facilities to accommodate invited guests including VIP and VVIP attendees, support event-related activities, and meet all applicable safety, accessibility, and operational requirements. The venue rental shall include exclusive use of the designated space for the duration of the event, as well as agreed-upon access for setup and dismantling.

2. STATEMENT OF WORK

The American Embassy Brussels requires the services of a qualified contractor to provide a venue for an Official U.S. Government (USG) Representational Event in the Brussels area. The contractor shall furnish the venue and all related services necessary to support the event in a safe, secure, and professional manner.

The venue must meet the following requirements:

Capacity: Provide adequate space to accommodate between xxx and xxx guests Location: Situated in the Brussels area Accessibility: Easily accessible by public transportation and compliant with accessibility standards; sufficient parking for motorcades, VVIP guests, and USG staff working on-site.

Security: Ability to meet all USG security requirements, including cooperation with USG security personnel.

No other events shall be scheduled in or immediately adjacent to the venue during the event period, including set up, in order to ensure safety and security.

Catering Facilities: Availability of a dedicated catering area (catering services will be procured separately) Exclusivity: Be available for exclusive use of the event date, as well as one (1) day prior for setup and one (1) day following the event for dismantling.

Professional Representation: The venue must reflect the prestige and diplomatic nature of an official USG representational event.

1. Scope of services Under this contract, the contractor shall provide the following services:

1.1. Venue Provision:

· Exclusive rental of the designated event space(s) for the agreed-upon period and price

· Access to the venue for setup, event execution, and dismantling

1.2. Facilities and Amenities

· Use of existing furniture and fixtures (e.g., desks, chairs, carpet, cloakroom…) if required by the U.S. Government

· Access to restrooms and common areas

· Utilities including electricity, water, and lighting for all rented space(s)

1.3. On-Site Support

· Designation of a venue point of contact available before, during, and after the event

· Cooperation with U.S. Government and local security personnel

· Availability of professional staff (security, restroom attendants and other support staff…) if required by the U.S. Government

1.4. Safety, compliance, and cleanliness

· Compliance with all applicable local laws, regulations, and safety standards

· Maintenance of a clean and orderly venue before, during, and after the event

· Prompt reporting of any incidents affecting venue use

3. OTHER REQUIREMENTS:

The contractor must have all necessary licenses, permits, and certifications.

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