SF30 Amendment 0001_Solicitation Event Management Services for US Independence Day 2026_19SA4026R0002.pdf

Questions and Answers RFP 19SA4026R0002 - Event Planner Independence Day Event 2026

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Q# Section Reference Question(s) Government Response

1 SECTION 1 —

EVENT DETAILS 1.1 Primary objectives of the event:

Highlight strength of U.S.-Saudi relationship, with focus on U.S. ConGen Jeddah’s relationships in the Western Region, in celebration of the United States’ Independence Day. Sub-objectives are to

• Solidify and build relationships with notable contacts, including local government; other consulates and diplomatic missions; business leaders; social leaders; influencers in the nonprofit, tourism, media, creative economy, and other sectors; etc.;

• Showcase American culture and history;

• Elevate the profile of U.S. ConGen Jeddah with a prestigious, well-organized, and memorable event that guests will remember as a highlight of local national day celebrations.

2 SECTION 1 —

EVENT DETAILS

1.2 Key messages or themes to highlight beyond

“Colonial Philadelphia”:

“America 250” – Celebration of The United States’ 250th Anniversary.

3 SECTION 1 —

EVENT DETAILS

1.3 Expected guest profile & percentage of (VVIP, VIP, diplomats, business leaders, general invitees):

Expect high level dignitaries from other consulates in Jeddah and from the Saudi Government. Business leaders and consulate contacts will also be in attendance.

4 SECTION 1 —

EVENT DETAILS

1.4 Preferred event flow (sequence of speeches, performances, receiving line, etc.):

There will be a receiving line and some short speeches by consulate leadership. The DJ and/or band will play in between set speeches. The national anthem will also be sung by a distinguished guest/guests (TBD). This will be followed by mingling and buffet-style dinner for the remainder of the event.

5 SECTION 1 —

EVENT DETAILS

1.5 Start time, duration of formal program / Event

end time

The event is planned from 8PM to 10:30PM for guests.

That is subject to change slightly depending on programming.

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6 SECTION 2 —

VENUE & LOCATION

Updated venue map or layout availability: Confirm if the event venue is the green area

☐ Yes (attached) ☐ No

Yes.

7 SECTION 2 —

VENUE & LOCATION 2.2 Areas under construction or restricted:

Areas within approximately 5 meters of the walls. There will be privacy fencing in place cordoning off construction areas.

8 SECTION 2 —

VENUE & LOCATION

2.3 Available power sources (voltage, amperage, distribution points):

Electricity will be provided (3-phase). For proposal purposes, vendors should assume the consulate can accommodate whatever electricity needs are required.

The awarded contractor will submit a full list of electrical equipment and electricity requirements for review by our engineering team.

9 SECTION 2 —

VENUE & LOCATION

2.4 Weather considerations or restrictions (tents, coverings, shading):

No restrictions, but event will take place in the evening.

In the event of inclement weather, event likely to be rescheduled for later date. Refer to section 1.

7&7.1 cancellation / rescheduling.

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10 SECTION 2 —

VENUE & LOCATION

2.5 Delivery windows and access procedures for

equipment and staff: Refer to section 1. Under 6. Schedule.

11 SECTION 3 — MUSIC

& ENTERTAINMENT 3.1 Preferred music genres or eras to emphasize: American rock, pop, country, and big band music.

12 SECTION 3 — MUSIC

& ENTERTAINMENT 3.2 Any genres, artists, or themes to avoid: Non-American music. Music with profanity or romantic themes.

13 SECTION 3 — MUSIC

& ENTERTAINMENT 3.3 Band technical requirements (if available): Microphones for a band of 5. Further details will be shared if/when a band is procured by the Consulate.

14 SECTION 3 — MUSIC

& ENTERTAINMENT

3.4 Sound level restrictions beyond 100 decibels or

guidelines: No further guidelines/restrictions.

15 SECTION 3 — MUSIC

& ENTERTAINMENT

3.5 Can the stage, lightning, speakers and utilities be

setup and tested days in advance: Refer to section 1. Under 6. Schedule.

SECTION 4 —

PHOTOGRAPHY &

VIDEOGRAPHY

4.1 Priority coverage areas or moments: Speeches, national anthems, receiving line, photo booths.

SECTION 4 —

PHOTOGRAPHY &

VIDEOGRAPHY

4.2 Preferred photography style (documentary, cinematic, traditional, mixed): Traditional, mixed.

SECTION 4 —

PHOTOGRAPHY &

VIDEOGRAPHY

4.3 Individuals or areas that must not be photographed: Refer to section 1. Under 5 Required services.

4. Photography.

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SECTION 4 —

PHOTOGRAPHY &

VIDEOGRAPHY

4.4 Approval workflow for edited photos and video

reel:

Refer to section 1. Under 5 Required services.

4. Photography.

SECTION 4 —

PHOTOGRAPHY &

VIDEOGRAPHY

4.5 Coverage time (Arrival and departure time):

The event is planned from 8PM to 10:30PM for guests.

That is subject to change slightly depending on programming.

21 SECTION 5 —

CATERING & MENU

5.1 Dietary restrictions or special requirements (halal, allergies, vegetarian counts):

All menu items must be halal. The menu should also include some vegetarian options.

22 SECTION 5 —

CATERING & MENU

5.2 Preferred service style:

☐ Buffet ☐ Roaming trays ☐ Hybrid

As per the scope; section 1, under 5. required services.

2. Catering & food services. Minimum 3 menus to be submitted along with the proposal.

23 SECTION 5 —

CATERING & MENU

5.3 Beverage expectations (mocktails, American

themed drinks, specialty stations):

As per the scope; section 1, under 5. required services.

2. Catering & food services. Minimum 3 menus to be submitted along with the proposal.

SECTION 6 —

SEATING &

ARRANGEMENT

6.1 VVIP seating expectations (40 seat arrangement, spacing, placement):

As per the scope; section 1, under 5. required services.

1.1 Event furniture.

SECTION 6 —

SEATING &

ARRANGEMENT

6.2 Lounge seating preferences (style, quantity, placement):

Vendor should make recommendations as to style (fitting with overall theme), quantity, and placement.

However, placement should not restrict venue flow (so should be along the margins of the event areas) and should not encourage guests to “park” or monopolize the seating areas. By contrast, they should provide options for quests who need a brief rest or cannot stand for long periods of time.

SECTION 6 —

SEATING &

ARRANGEMENT

6.3 Accessibility requirements (mobility, spacing, ramps): Primary event areas should be wheelchair accessible.

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SECTION 7 — THREE

COURSE MEAL

SELECTION

(SUGGESTED

OPTIONS)

Please select preferred items or provide alternatives.

Starter Course (choose one or more):

☐ Samosa ☐ Fruit platter ☐ Cheese platter ☐ Pastry varieties

☐ Other:

As per the scope; section 1, under 5. required services.

2. Catering & food services. Minimum 3 menus to be submitted along with the proposal.

SECTION 7 — THREE

COURSE MEAL

SELECTION

(SUGGESTED

OPTIONS)

Main Course (choose one or more):

☐ Biryani Beef/Chicken variety ☐ Mini beef brisket sandwiches ☐ Mac-and-cheese cups ☐ Grilled vegetable skewers (vegetarian)

2. Catering & food services. Minimum 3 menus to be submitted along with the proposal.

SECTION 7 — THREE

COURSE MEAL

SELECTION

(SUGGESTED

OPTIONS)

Dessert Course (choose one or more):

☐ Cake bites ☐ Chocolate brownie squares

2. Catering & food services. Minimum 3 menus to be submitted along with the proposal.

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30 SECTION 8 Gift suggestion will be priced separately and submitted to US Jeddah Consulate for approval Yes.

31 SECTION 9 ADDITIONAL NOTES OR SPECIAL REQUESTS No Additional notes or special requests.

Please refer to the SOW.

32 Kindly confirm me the Date April 6, 2026

33 Kindly confirm me the timings ?

The event is planned from 8PM to 10:30PM for guests.

That is subject to change slightly depending on programming.

Catering & Food Service Section, could you please elaborate is it Finger food for 400 pax or Dinner for 400 Pax ?

As per the scope; section 1, under 5. required services.

Catering & food services. Minimum 3 menus to be submitted along with the proposal.

35 Can the budget be increased beyond USD 45,000, if required? No.

36 Can you share the outdoor floor plan with exact dimensions?

Please utilize google maps for a general outline of the space discussed during the walkthrough. Additional walkthroughs will be conducted with awarded contractor to discuss details of proposal.

37 Can you provide photos of the indoor lobby along with its dimensions No, due to security restrictions.

38 What type of music do you prefer (live band, DJ, instrumental, patriotic, etc

3. Entertainment.

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39 Should we provide the generator set, or will the client supply electrical power and cable connections

Electricity will be provided (3-phase). For proposal purposes, vendors should assume the consulate can accommodate whatever electricity needs are required.

The awarded contractor will submit a full list of electrical equipment and electricity requirements for review by our engineering team.

Based on the site visit, the outdoor area cannot accommodate tables and chairs for 400 guests please confirm the expected seating arrangement

This will not be a seated event. Guests will be primarily standing. Please utilize cocktail tables and other solutions to accommodate standing guests. Please see SOW for description regarding VVIP and lounge seating optional proposals. Lounge seating may be proposed for VVIP guests who attend the full event, although most VVIP guests will likely attend only the early portion (presentation). Vendor should make recommendations as to style (fitting with overall theme), quantity, and placement. However, placement should not restrict venue flow (so should be along the margins of the event areas) and should not encourage guests to “park” or monopolize the seating areas. By contrast, any lounge seating should provide options for quests who need a brief rest or cannot stand for long periods of time.

41 Will the chiller and freezer be provided by the client, or should we include them in our scope No Government furnished equipment or property.

42 Is there a specific America 250 theme or color palette to follow

Yes, see included branding guidance.

(Attached branding guidance Page# 18)

43 Will the client provide branding materials (logos, flags, backdrops), or should we design them

Yes, see included branding guidance (Page# 18). Higher resolution copies will be provided to awarded vendor.

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44 Any speeches, performances, or national anthem planned

There will be a receiving line and some short speeches by consulate leadership. The DJ and/or band will play in between set speeches. The national anthem will also be sung by a distinguished guest/guests (TBD).

45 Are their security or protocol requirements from the U.S. Consulate See SOW.

Upon receipt of your clarifications and site visit, we will require a minimum of fifteen (15) working days to prepare and submit our competitive proposal.

Accordingly, we request an extension of the bid submission deadline.

The proposal submission deadline extended to January 29, 2026, 5:00 PM (local time).

In addition to responses to our queries, kindly provide consolidated clarifications issued to other Contractors, to ensure a consistent and competitive proposal.

All questions received from prospective offerors and the Government’s responses are incorporated into this Solicitation Amendment 0001.

Event Scope, Objectives & Creative Direction

How strictly should the event adhere to the historical Colonial Philadelphia theme versus allowing a more modern or interpretive approach?

The event should adhere closely to the Colonial Philadelphia theme, although ConGen Jeddah invites proposals with creative interpretations of this theme.

Event Scope, Objectives & Creative Direction

Should the overall tone of the event feel formal and diplomatic or celebratory and social? More celebratory and social.

Event Scope, Objectives & Creative Direction

Are there any mandatory branding or design elements for the America 250 celebration beyond the Idea Book?

Yes, see attached.

(Attached branding guidance Page# 18)

Event Scope, Objectives & Creative Direction

Is there an official America 250 brand guideline that must be followed, or will this be provided separately?

Yes, see attached.

(Attached branding guidance Page# 18)

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Event Scope, Objectives & Creative Direction

Which event elements are considered top priority from a design and impact perspective (e.g., entrance experience, stage, donor wall, photo activation areas)?

There will be a life-sized Liberty Bell replica that will be the centerpiece decoration of the event.

Event Scope, Objectives & Creative Direction

What is the intended guest journey, from arrival through departure?

Guests will enter and be greeted by ConGen staff ushers, who guide them to the event area and point out photo points and where to get refreshments. Guests’ first stop will be to greet the Chargee d’Affaires and Consul General in the receiving line, then mingle. Once most guests have arrived, they will view presentations by U.S. Mission and join in the U.S. and Saudi national anthems, culminating with cutting of the cake by U.S.

Mission leaders and several most-notable VVIPs.

Guests will then continue to mingle, with the addition of entertainment (either band or DJ) and buffet-style dinner. Upon exiting, they will receive party favors (if part of the proposal).

Event Scope, Objectives & Creative Direction

What is the duration of the event?

The event is planned from 8PM to 10:30PM for guests.

That is subject to change slightly depending on programming.

Event Scope, Objectives & Creative Direction

What is the contractor’s scope for donation providers?

Will the in-kind donation providers list be shared by ConGen for the contractor’s coordination, or will this be exclusively managed by the contractor?

Confirmed in-kind donations will be shared with the contractor to coordinate placement within the event.

Guest Attendance, Protocol & Management

Will the Consulate manage guest lists, RSVPs, and on-site registration, or should these be included within the contractor’s scope?

Guest lists, RSVPs and onsite registration will be handled by consulate staff.

Guest Attendance, Protocol & Management

Are there defined VIP/VVIP protocol requirements, including receiving lines, seating hierarchy, and escorting?

VIP/VVIP protocols will be managed by consulate staff

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Guest Attendance, Protocol & Management

For optional VVIP seating, is there a preferred layout style (theater, lounge, hybrid), and should this area be visually distinct from general guest seating?

Seating for 40 VVIP guests should be theater style immediately in front of the stage and accessible by the red carpet. Spacing should be adjusted depending on stage size, and can be several rows. The remainder of the event will not be seated, so the VVIP seating area should be set apart from other guests (visually and physically) and is primarily intended for VVIP guests to sit during the presentations. Other guests will be primarily standing. Please utilize cocktail tables and other solutions to accommodate standing guests.

Please see SOW for description regarding VVIP and lounge seating optional proposals. Lounge seating may be proposed for VVIP guests who attend the full event, although most VVIP guests will likely attend only the early portion (presentation). Vendor should make recommendations as to style (fitting with overall theme), quantity, and placement. However, placement should not restrict venue flow (so should be along the margins of the event areas) and should not encourage guests to “park” or monopolize the seating areas. By contrast, any lounge seating should provide options for quests who need a brief rest or cannot stand for long periods of time.

Guest Attendance, Protocol & Management

Who are the main event attendees? Will there be kids and families?

Attendees will primarily be business and government contacts. There should be no children or families, though some guests may bring spouses.

60 Venue, Utilities, Security & Access

If electricity is available on site, how many Amps will be provided? 1-Phase or 3-Phase?

Electricity will be provided (3-phase). For proposal purposes, vendors should assume the consulate can accommodate whatever electricity needs are required.

The awarded contractor will submit a full list of

Page | 12 electrical equipment and electricity requirements for review by our engineering team.

61 Venue, Utilities, Security & Access

Is the loading area near the site? Do we have direct access to trucks? Are there any restrictions on trucks? Yes. No restrictions.

62 Venue, Utilities, Security & Access

Are there security-driven restrictions related to AV equipment, wireless systems, photography/videography placement, or drone usage?

Drones will not be permitted. All AV equipment will need to submitted ahead of time for clearance by consulate security.

63 Venue, Utilities, Security & Access

Will the contractor be required to provide additional security or crowd-control personnel, or will this be handled exclusively by the Consulate?

All security and crowd control will be handled by the consulate.

64 Venue, Utilities, Security & Access

Will a site map, site images and utility layout be provided in advance to support technical planning?

Additional site visits will be planned with awarded contractor to gather any additional details required for execution.

65 Venue, Utilities, Security & Access

Will construction area dimensions be shared to produce barriers accordingly?

Additional site visits will be planned with awarded contractor to gather any additional details required for execution.

66 Venue, Utilities, Security & Access

Can a secondary site visit be arranged for operations to take proper measurements of the area and align all technical requirements of the site?

Yes, additional visits will be scheduled upon contract award.

67 Catering, Food & Beverage

Will food and beverage service be conducted indoors, outdoors, or a combination, and are weather contingency plans required?

Outdoors. In the event of inclement weather, event likely to be rescheduled for later date.

68 Catering, Food & Beverage

Are there any additional dietary, cultural, or allergy requirements beyond those outlined in the RFP?

All menu items must be halal. The menu should also include some vegetarian options.

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69 Catering, Food & Beverage

Are live cooking stations or the use of heat/flame elements permitted on site? Yes.

70 Catering, Food & Beverage

Should menu tastings be conducted at the Consulate or at the caterer’s venue? Caterer’s venue.

71 Catering, Food & Beverage

Will a sample components menu be shared separately?

As it was not included in the original RFP. Yes, sample component menu attached. (Page# 17)

72 Entertainment, AV & Content Delivery

Will the Consulate provide a detailed run-of-show, including speeches and performances?

Yes, this will be provided once it is finalized by consulate leadership.

73 Entertainment, AV & Content Delivery Is there a technical rider for the band? No.

74 Entertainment, AV & Content Delivery

Will the band occupy the stage for the entire duration of the event?

If a band is procured by consulate, they will be onstage for much of the event.

75 Entertainment, AV & Content Delivery

Are there sound level limitations due to compound or security regulations? None other than are outlined in the SOW.

76 Entertainment, AV & Content Delivery

For the optional LED screen, is there a preferred size or resolution, and who will be responsible for content development and approval?

Screen should fit within the footprint of the stage.

Content will be provided by the Consulate.

77 Photography, Staffing & Commercial Matters

Are there defined content priorities (e.g., social media assets versus archival documentation), including any same-day deliverables?

The vendor will provide comprehensive photography coverage of the Independence Day event, capturing principal leaders, key attendees, formal ceremonies, candid interactions, and event highlights. The vendor will deliver a curated selection of 10–15 edited images

Page | 14 optimized for social media by 6:00 p.m. on the day of the event, and a complete set of high-resolution, edited official photos—including images of principal leaders, dignitaries, and attendees—within five business days.

All images must be provided in both high-resolution and web-optimized formats and comply with Department of State privacy and security guidelines. All photos will be the property of the Department of State for official use.

78 Photography, Staffing & Commercial Matters

Is bilingual (Arabic/English) capability required for all on-site staff or only for key roles?

Only key roles that will be speaking with consulate staff and/or guests.

79 Photography, Staffing & Commercial Matters

Will the Consulate provide security clearance templates and staff dress code guidance? Yes.

80 Photography, Staffing & Commercial Matters

What is the intended approach and purpose of the donor wall, including branding, recognition level, and placement?

The donor wall is intended to prominently highlight key donors using their own branding/logos. ConGen Jeddah invites proposals and recommendations for recognition level and placement, with the goal that all guests should be able to prominently see the donor wall throughout the event and walk away with some brand recognition. The donor wall could be a large banner, digital, or take other formats as long as these goals are met.

81 Photography, Staffing & Commercial Matters

Is continuous coverage required for the full event duration, including setup or only during event hours? Only during event hours.

82 Photography, Staffing & Commercial Matters

What is the preferred duration and style of the edited video reel (e.g., 60–90 sec highlight, cinematic, documentary)?

The vendor will produce a 60-second highlight reel filmed in a vertical (9:16) format, optimized for Instagram. The video should feature principal leaders, candid interactions, and attendees, using a dynamic and engaging style suitable for social media. The final

Page | 15 product must be edited for immediate sharing, with attention to pacing, visual appeal, and Instagram-friendly transitions. The reel should be delivered in a format compatible with Instagram. ConGen Jeddah will provide official branding and logos that should be incorporated in the reel.

83 Photography, Staffing & Commercial Matters

Is raw footage required to be delivered in addition to the edited reel? No.

84 Photography, Staffing & Commercial Matters

Should photos follow any specific visual guidelines, branding, or framing standards?

Photos should adhere to Department of State visual guidelines, emphasizing clear, well-lit images that reflect the professionalism and diversity of the event.

Images should avoid heavy filters or effects and maintain natural color balance. Principal leaders and key moments should be framed clearly, with attention to composition and context. When possible, include Department branding elements (such as official signage, flags, or event backdrops) in the background to reinforce the event’s official nature. The vendor should provide a balanced mix of horizontal and vertical images to support a variety of uses, including print, web, and social media. All images must be accessible, avoiding visual clutter and ensuring that subjects are easily identifiable. The vendor should coordinate with the event’s communications team to ensure consistency with Department standards and branding.

85 Photography, Staffing & Commercial Matters

Are there any restrictions on camera types, lenses, and stabilizers? No drones.

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86 Photography, Staffing & Commercial Matters

Will ConGen Jeddah require multiple formats or resolutions for photos/videos (web, archive, press use)?

Yes. All photos and videos must be delivered in high quality, regardless of format or intended use. The vendor should provide images and video in multiple formats and resolutions suitable for press releases, official mission use, social media, and archival purposes. High-resolution originals should be preserved for official and archival needs, while appropriately compressed versions should be supplied for web and social media. All content must maintain clarity, color accuracy, and professional composition, ensuring that quality is not compromised during formatting or compression.

87 Photography, Staffing & Commercial Matters

Following event setup and prior to guest arrival, would the Contractor be permitted to photograph completed event elements (e.g., décor, staging, lighting, branded installations)?

Yes, but photos will need to be cleared by security and cannot be published without client consent.

Questions and Answers RFP 19SA4026R0002 - Event Planner Independence Day Event 2026

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THEMED DINNER BUFFET MENU

Appetizers

1.

2.

3.

4.

Salad Station

1.

2.

3.

Main Courses

1.

2.

3.

4.

5.

Sides

1.

2.

3.

4.

Desserts

1.

2.

3.

4.

5.

Beverages: Lemonade Fresh lemon juice, syrup and mint Iced Tea Peach or lemon flavors Assorted Soft Drinks Pepsi, Pepsi diet, 7up regular, 7up diet Sparkling Water Served with Fresh Fruit Garnish

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Freedom Brand Guidelines

Page | 19

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Freedom 250 Logo

The Freedom 250 logo draws inspiration from the historic Betsy Ross flag, one of the earliest symbols of American Independence. The thirteen stars arranged in a circle represent the original colonies, echoing the unity and revolutionary spirit of 1776.

PRIMARY LOGO SECONDARY LOGO ICON

Freedom2 Downloadable Link

HERE

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Typography & Color Palette

I TYPOGRAPHY I PRIMARY COLORS

Georgia Downloadable Link HERE

DM SANS

Downloadable Link HERE

TRACKING:O

VERTICAL SCALE:100%

BASELINE SHIFT: 0

WEIGHT: Bold

TRACKING:O

VERTICAL SCALE:100%

BASELINE SHIFT: 0

Stripe

HEX #C02235

3 K: 22

OM Sans

I TAGLINE

WEIGHT: Regular

TRACKING:O

VERTICAL SCALE:100%

BASELINE SHIFT: 0

RGB R: 192 G: 34 B: 53

CMYK C: 17 M: 99 Y: 84 K: 7

I ACCENT COLORS

Celebrating the Triumph of the American Spirit

I I Emphasis on key words

*** End of Questions and Answers ***

WEIGHT: Bold

HEX #1F3464

RGB R: 31 G: 52 B: 100

CMYK C:100 M: 88 Y: 3