U. S. Consulate General Sao Paulo - Hotel Space for ExperienceUSA 2025 event

The U.S. Consulate General São Paulo is seeking hotel space to host the ExperienceUSA 2025 event, requiring a 5-star hotel venue with comprehensive meeting and exhibition facilities. The Department of State solicitation specifies the need for a 500 square meter ballroom to accommodate 30-40 tabletop exhibitions, a 400 square meter presentation room for 350 attendees, and additional spaces for VIP networking, B2B matchmaking, and exhibitor lunches with full catering capabilities. Prospective bidders must be registered in the SAM database at the time of proposal submission and must request detailed technical specifications by emailing ProcurementSP@state.gov no later than July 14, 2025. The final bid packages are due July 21, 2025, and should be submitted to both ProcurementSP@state.gov and maranfj@state.gov. The venue must be located near the Jardins region and Paulista Avenue, provide high-speed Wi-Fi internet service, and offer discounted accommodations for 5-15 event attendees.

This procurement does not utilize any set-aside designations and no incumbent contractors are identified in the solicitation materials. While specific contract values are not disclosed, the event requires significant logistical support including 30-40 tabletops, 400 chairs, catering services for 350 people, and hotel staff assistance throughout the event duration. The services will be performed over two days, with a half-day setup on September 25, 2025 starting at 12:00 PM, followed by a full day event on September 26, 2025 from 8:00 AM to 6:00 PM. The place of performance is São Paulo, State of São Paulo, Brazil, with specific venue requirements including proximity to key business districts. Additional constraints include a maximum water bottle pricing requirement of R$ 5.00 each and the provision of welcome coffee and buffet lunch services for all attendees.