SOW_19BR9325Q0017_ExperienceUSA 2025 - Event Space.pdf
PDF 110 KB Posted
- Solicitation number
- 19BR9325Q0017
- Issued by
-
Department of State
About this file
This document is a Statement of Work (SOW) detailing requirements for the Experience USA 2025 event in São Paulo, Brazil on September 26, 2025. The event requires a 5-star hotel venue with specific space and service specifications, including a 500 square meter ballroom for 30-40 tabletop exhibitions, a 400 square meter presentation room for 350 attendees, separate rooms for VIP networking, B2B matchmaking, and exhibitor lunches, and catering capabilities for 350 people.
Key venue requirements include a location near Jardins region and Paulista Avenue, Wi-Fi internet with minimum 3G speed, hotel staff assistance, 30-40 tabletops, 400 chairs, catering services with welcome coffee and buffet lunches, and discounted accommodations for 5-15 attendees. The event will utilize the space on September 25 (half day starting at 12:00 pm) and September 26 (full day from 8:00 am to 6:00 pm), with a specific constraint on water bottle pricing at a maximum of R$ 5.00 each.
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Text version
Requirements for Experience USA 2025
Date: Thursday, June 12, 2025 - São Paulo
SÃO PAULO:
• Dates: Available September 26, 2025, and available for set up one day before the confirmed event date. In São Paulo, space will be needed on September 25 (half period – starting at 12:00 pm) and 26 (full day from 8:00am – 6:00pm).
• Location: In São Paulo near Jardins region, within 10 blocks to metro or reasonable public ground transportation. A location near Paulista Avenue is preferred due to the location of the Brazilian travel agencies.
• Event Space: A 5-star hotel brand is preferred for the necessary level of sophistication for U.S. Sponsors.
• Hotel Offerings: Discounted accommodation/lodging for participants preferred for a minimum of 5-15 attendees
• Event Staff: Minimum of 2 hotel employees to assist in the event set-up, availability of 30-40 tabletops, 400 chairs, and other necessary furnishings.
• Catering: Ability to cater welcome coffee including light snacks, coffee break including light snacks, and working buffet lunches for up to 350 people
Prices for bottles of water– limited to a maximum of R$ 5,00 each
• Catering Staff: Staff ability to conduct welcome coffee, coffee breaks, and a working buffet lunch service for 350 people.
• Catering Area: Open area for the welcome coffee, coffee break and working buffet lunch for 350 people.
• Ballroom Space: An upscale space with a minimum of 500 square meters for table-top exhibitions (30-40 tabletops placed in the room)
• Presentation Rooms: One upscale space with a minimum of 400 square meters for seminar presentations, in an auditorium format, for a minimum of 350 people seated with good visibility of stage for all attendees. This space needs to be spacious enough to accommodate 2 to 3 big projection screens (at least 100 inches each) with clear lines of visibility.
• Reception Space: One deluxe full-service restaurant for 20-25 people to be used for the seated VIP networking lunch.
• Business-to-Business Matchmaking Rooms: One room to be used for B2B meetings with the capacity to hold at least 30 people and 15 tables with 4 chairs each.
• Separate Room for Lunch: One dining/conference room for a separate lunch for a group of 70-80 exhibitors in a round table setting.
• Internet: The venue should offer Wi-Fi internet for the use of 350 attendees (minimum internet speed of 3G equivalent).
File details come from the government source that posted it. Updated .