Qs and As.pdf

SITE Visit

May 23, 2024

Event Management and catering services for J4 Celebration Reception

U.S. EMBASSY – ATHENS, GREECE

Q1. Please clarify the Event planner’s role and responsibility.

A1. The event planner will be responsible for overseeing the catering operations and coordination efforts with the Megaron staff, i.e., arranging truck deliveries, escort as needed, liaise with Embassy staff for all in-kind donations and deliveries, etc. The Embassy-appointed planner will coordinate all the peripheral activity (i.e. schedule of events, M/C script, and Embassy employee staff responsibilities during the event.

The Embassy-appointed planner will be available in-person for the entirety of the event to work alongside the event planner and assist with coordinating all efforts.

Q2. If rentals and linen of the Megaron venue are not of liking to the government, what options do we have to obtain and secure items that is acceptable?

A2. This should be coordinated with the Megaron Approved caterers.

Q3. Is this a grazing/station reception, buffet reception or butler passed reception?

A3. This is a buffet reception.

Q4. On Page 10, Section II under “Other Desserts,” you mention in-kind possibilities. Can you provide who this vendor may be so we’re prepared of those needs from both our staff and the vendor?

A4. The final list will be given to the awardee.

Q5. You are asking for an event management company to manage the program, however on Page

10, Section II under “Food Tasting,” you are requesting a food tasting in a box from one of the exclusive catering companies, which has not been selected or deemed to be able to execute the menu requested provide a tasting. How do you want this executed as this solicitation is for Event

Management and Catering Services and we have yet to discuss the menu with the exclusive catering companies which may not yet be available, wish to cater or do not have the abilities to execute this menu requested? We highly suggest the Event Company be secured first with ample time to plan the menu with the chef and ensure the tasting is adequate, professional and ready to be presented correctly.

A5. This is not Possible, Megaron has only approved caterers, as stated in the solicitation document.

Q6. Can we prepare a proper tasting after award and closer to the date of the event as per customary in the event industry? We highly suggest not to execute a tasting in this manner due to taste, quality and potential spoilage given the ingredients in the menu requested.

A6. No.

Q7. If the exclusive catering company is to provide their own menu/tasting, then is the Event

Management company to provide one also if it’s the same food that has been entered under contract with by the US Government already selected and not able to be modified?

A7. See answer to Question no 4.

Q8. Will we use glassware, or other serving glassware for the bars?

A8. This should be coordinated with the Megaron approved caterers.

Q9. Is this a hosted/open bar event (not cash bar)?

A9. It is an open bar; no cash transaction will be allowed to include tipping.

Q10. If this is a cash bar event, what bottles and other bar items would you like to be presented for purchase?

A10. N/A.

Q11. Do the servers/vendors need to speak languages other than Greek and American English?

A11. No.

Q12. If we do not have a physical office in Greece, but operate frequently internationally, can we still submit a proposal?

A12. Please refer to Section 3, Paragraph A.2. for required information.