Event Planning for Employee Recognition Award Ceremony (ERAC) and Picnic

The Naval Supply Systems Command (NAVSUP) Headquarters is seeking an event planning contractor to manage a multiday event from August 18-21, 2025, at the Naval Support Activity Mechanicsburg Base in Pennsylvania. The event will include an Employee Recognition Award Ceremony, Picnic, and Ice Cream Social for up to 500 employees, requiring comprehensive event coordination services. Contractors must provide catering, entertainment attractions, rental equipment, and logistical management, including services such as Bruster's Ice Cream carts, caricaturists, inflatable soccer darts, dunk tank, cornhole, and volleyball activities. Potential vendors must be registered on SAM.gov and must complete a 14-question RFI Questionnaire to demonstrate their capabilities. The pre-solicitation notice indicates a response deadline of June 16, 2025, with event setup scheduled for August 20 and the main event on August 21, 2025.

The solicitation does not specify a specific set-aside designation, indicating the opportunity is open to all qualified vendors. While no incumbent contractor is mentioned, the event requires detailed coordination across multiple service categories including catering, equipment rental, and entertainment provision. The event will utilize a comprehensive layout designed for 450 total seats across multiple table configurations, with 124 parking spaces strategically mapped across four lots. Specific service requirements include providing paninis, wraps, sides, and beverages for attendees, along with supporting equipment such as tents, tables, chairs, and port-a-potties. The event falls under the NAICS category 561920 for Convention and Trade Show Organizers, with a PSC code of R499 for Professional Support Services, suggesting a competitive procurement process for a complex, multi-faceted event planning contract.