Qs and As.pdf
PDF 118 KB Posted
- Solicitation number
- 19GR1026Q0020
- Issued by
-
Department of State US Embassy Athens
About this file
This is a Questions and Answers document for solicitation 19GR1026Q0020 regarding Event Management Services for the 250th Anniversary of American Independence, to be held at the U.S. Embassy in Athens, Greece. The site visit was conducted on April 17, 2026.
Key service requirements include: the event planner must include venue rental costs in the budget (obtained directly from the venue at rentals@snfcc.org), provide seating for at least 10% of total guests, propose a design for the main stage with viewing screens for other venue spaces, and coordinate with a separately contracted caterer. The event planner is restricted from providing or operating additional golf carts beyond those provided by the venue. The U.S. Government will handle guest check-in and has committed in-kind donations of at least one vehicle, one motorcycle, and food and beverage products. DBA insurance is not required. Greek flags may be displayed alongside U.S. flags in accordance with official protocol, with the primary branding focused on U.S. flags and the Freedom 250 theme. Event planners can obtain Freedom 250 logo files from three designated Dropbox links. VAT treatment was under review as of the document date with clarification expected by April 29th. Full event presentations exceeding 25MB must be divided into separate files marked with sequence numbers (e.g., Part 1 of 4) and submitted via multiple emails per instructions in Section 3.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Qs and As _Round 3.pdf | ||
| Qs and As _Round 2.pdf | ||
| Freedom 250 Logos.pdf | ||
| 19GR1026Q0020_Solicitation_Document.pdf |
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Text version
SITE Visit
April 17, 2026
19GR1026Q0020 – Event Management Services for the 250th Anniversary of
American Independence.
U.S. EMBASSY – ATHENS, GREECE
Q1. Is DBA insurance mandatory for this year’s event?
A1. No, DBA insurance is not required for this event.
Q2. Is VAT included in the offer?
A2. Issue under review. Please check back on April 29th.
Q3. Who will be responsible for guest check-in?
A3. The U.S. Government will be responsible for the guest check-in.
Q4. Are catering services part of this solicitation?
A4. No, catering will be handled under a separate solicitation. The caterer will be required to work closely with the winning event planner.
Q5. Will the budget for this solicitation include the venue rental?
A5. Yes, the event planner must include the venue rental cost in the budget.
Q6. How can event planners obtain the venue rental price?
A6. Event planners must contact the venue directly via email at rentals@snfcc.org to obtain the quote for the venue.
Q7. Can the event planner use golf carts for guest transportation?
A7. The venue provides a limited number of golf carts for use; however, the event planner is not permitted to provide or operate additional golf carts.
Q8. Is a seating arrangement required for this event?
A8. Yes, the event planner must provide seating for at least 10% of the total number of guests.
mailto:rentals@snfcc.org
Q9. How can event planners obtain the “Freedom 250” logos?
A9. Event planners can obtain the Freedom 250 logo files here:
https://www.dropbox.com/scl/fo/j66qn8hhwkoxxtvf2x735/AHSythJcpXno3whyfX uuD84/Logo/Full%20Color%20-
%20For%20White%20Background%20Use?dl=0&rlkey=cbwy18see5vv6urgaq2zf l7m1&subfolder_nav_tracking=1 https://www.dropbox.com/scl/fo/yiq41b3coqruxznmllkvn/AAYcp5LNy3XJykWfp pEssG4?rlkey=nbcdkhbarba1q2l46u1kbnyh4&st=8xdiw136&dl=0 https://www.dropbox.com/scl/fo/j66qn8hhwkoxxtvf2x735/AJhfLozoaO_RxFnkz2-
PLCM/Icon?rlkey=cbwy18see5vv6urgaq2zfl7m1&e=1&subfolder_nav_tracking=
1&dl=0
Q10. Will Greek flags be used for this event?
A10. Yes, Greek flags may be displayed alongside U.S. flags in accordance with official protocol, especially where official speeches are delivered. The primary branding and focus of the event will be U.S. flags and Freedom 250 theme.
Q11. What in-kind donations are expected for this year’s event?
A11. The U.S. Government has confirmed the donation of at least one vehicle, one motorcycle, and a selection of food and beverage products to either be displayed or distributed to guests.
Q12. Is the design of the main stage open to proposal?
A12. Yes, the event planner is encouraged to propose a design for the main stage, ensure that the main stage can be viewed via screens from other venue spaces, and propose secondary staging for attractions that will motivate guests to use the entire space available.
Q13. How should event planners submit the full event presentation?
A13. Please follow the instructions in Section 3. If the total file size exceeds
25MB, the submission must be divided into separate files and sent via multiple emails, ensuring each attachment remains under the 25MB limit. Presentations split into multiple files should be marked with a sequence number (eg. Part 1 of 4).
https://www.dropbox.com/scl/fo/j66qn8hhwkoxxtvf2x735/AHSythJcpXno3whyfXuuD84/Logo/Full%20Color%20-%20For%20White%20Background%20Use?dl=0&rlkey=cbwy18see5vv6urgaq2zfl7m1&subfolder_nav_tracking=1 https://www.dropbox.com/scl/fo/j66qn8hhwkoxxtvf2x735/AHSythJcpXno3whyfXuuD84/Logo/Full%20Color%20-%20For%20White%20Background%20Use?dl=0&rlkey=cbwy18see5vv6urgaq2zfl7m1&subfolder_nav_tracking=1 https://www.dropbox.com/scl/fo/j66qn8hhwkoxxtvf2x735/AHSythJcpXno3whyfXuuD84/Logo/Full%20Color%20-%20For%20White%20Background%20Use?dl=0&rlkey=cbwy18see5vv6urgaq2zfl7m1&subfolder_nav_tracking=1 https://www.dropbox.com/scl/fo/j66qn8hhwkoxxtvf2x735/AHSythJcpXno3whyfXuuD84/Logo/Full%20Color%20-%20For%20White%20Background%20Use?dl=0&rlkey=cbwy18see5vv6urgaq2zfl7m1&subfolder_nav_tracking=1 https://www.dropbox.com/scl/fo/yiq41b3coqruxznmllkvn/AAYcp5LNy3XJykWfppEssG4?rlkey=nbcdkhbarba1q2l46u1kbnyh4&st=8xdiw136&dl=0 https://www.dropbox.com/scl/fo/yiq41b3coqruxznmllkvn/AAYcp5LNy3XJykWfppEssG4?rlkey=nbcdkhbarba1q2l46u1kbnyh4&st=8xdiw136&dl=0 https://www.dropbox.com/scl/fo/j66qn8hhwkoxxtvf2x735/AJhfLozoaO_RxFnkz2-PLCM/Icon?rlkey=cbwy18see5vv6urgaq2zfl7m1&e=1&subfolder_nav_tracking=1&dl=0 https://www.dropbox.com/scl/fo/j66qn8hhwkoxxtvf2x735/AJhfLozoaO_RxFnkz2-PLCM/Icon?rlkey=cbwy18see5vv6urgaq2zfl7m1&e=1&subfolder_nav_tracking=1&dl=0 https://www.dropbox.com/scl/fo/j66qn8hhwkoxxtvf2x735/AJhfLozoaO_RxFnkz2-PLCM/Icon?rlkey=cbwy18see5vv6urgaq2zfl7m1&e=1&subfolder_nav_tracking=1&dl=0
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