Event Planning and Production Services for Suva Freedom 250 Showcase

The Department of State seeks event planning and production services for the Suva Freedom 250 Showcase, a single-day public event in Suva, Fiji, with quotations due July 19. This is an unrestricted procurement with no set-asides.

Place of performance is Fiji, with performance concluding by October 30, 2026. The event targets approximately 5,000 attendees and is scheduled for a Saturday in September 2026, from approximately 10:00 AM to 3:00 PM. The contractor must secure an accessible venue; develop and execute multi-platform marketing campaigns in English, iTaukei, and Hindi; source and secure an MC and at least three local live entertainment acts; obtain all necessary permits and licenses; provide technical audio-visual equipment and professional sound systems; manage artist logistics and interactive activities; supply infrastructure including tents, tables, chairs, signage, barriers, water stations, and sanitation facilities; arrange first aid and medical personnel; develop crowd management and security coordination plans in cooperation with the Embassy's Regional Security Officer; provide a comprehensive weather contingency plan; and execute complete post-event cleanup and restoration.

Offerors must demonstrate a minimum of 10 years of professional event planning experience with a proven track record executing events of 5,000 or more attendees; experience managing at least three comparable events; demonstrated ability in technical production, artist relations, and marketing; experience with international clients and/or embassy settings; and a project manager with minimum four years relevant experience. Key staff must be fluent in English. Public liability insurance covering all event phases is required. Any quotes involving locally purchased items or services must include a separate 12.5% Fiji VAT line item. A DBA waiver is applicable, eliminating Defense Base Act insurance requirements. Award will be made to the lowest priced, acceptable, responsible offeror based on initial quotations without discussions. The NAICS code is 561920, Convention and Trade Show Organizers.