SAM #19ET1026P0665

Comprehensive Event Management Services for U.S. Embassy Independence Day 2026 Celebration in Addis Ababa

This opportunity is for comprehensive event management, design, production, and execution services for the U.S. Embassy's 250th Independence Day celebration in 2026 at the Addis Ababa Science Museum. - Contract covers all aspects of event planning, creative design, production, installation, technical support, guest and VIP management, branding, live entertainment, and event documentation - Services include immersive technology-driven experiences, contingency planning, and strict confidentiality requirements - Contractor must coordinate with museum management, embassy security, and local authorities, ensuring compliance with local laws and embassy protocols - All deliverables (videos, photographs, etc.) become property of the U.S. Embassy - The contract is a firm-fixed-price award to Prologue Marketing plc for ETB 8,674,901.95 - No specific OEMs or product part numbers are mentioned; focus is on service delivery - Place of performance is the Addis Ababa Science Museum, with contracting managed by the U.S. Embassy Addis Ababa and the Department of State in Washington, DC - Period of performance is a one-time event on July 2, 2026, covering pre-event, event day, and post-event activities

Description

Event Services for the United States’ 250th Independence Day Celebration

1. BACKGROUND 

U.S. Embassy Addis Ababa will host its Independence Day celebration on July 2, 2026, at the Addis Ababa Science Museum. This high-level diplomatic event will bring together approximately 1,000 guests, including senior officials, delegates and representatives from the United States, the African Union, Sudan, and Ethiopia’s business and diplomatic community. The event theme, "Freedom 250: American Innovation, Technology, and Future," will showcase Administration priorities, U.S. achievements, and vision through immersive, technology-driven experiences.

2. SCOPE OF WORK 

The hired event coordinating company, hereby referred to as “Contractor,” shall provide comprehensive event management, design, production, and execution services for the Independence Day celebration as detailed below. 

The Contractor shall coordinate, design, and recommend all event elements, including but not limited to stages, audio systems, tents, lighting, decorations, music, catering, and guest management. The Contractor shall provide continuous operational support before, during, and after the event and maintain professional staff on-site throughout the event to ensure all elements are executed with precision, discretion, and operational discipline. The Contractor shall troubleshoot and resolve any issues that arise, coordinate with all stakeholders, and provide professional recommendations to the U.S. embassy on workable solutions for the embassy’s approval. 

2.1 Event Design and Creative Services 

The Contractor shall:

Design, build, and/or procure the venue layout, decorations, and exhibition booths aligned with the "Freedom 250: American Innovation, Technology, and the Future” theme. Create a futuristic, welcoming atmosphere that represents American innovation and technology. Prepare detailed floor plans and layouts for all event spaces. Produce high-quality photo and/or video renderings of proposed designs for Embassy approval. Develop and implement technology-themed interactive experiences. Coordinate with all food vendors, bartenders, servers, and caterers for an appropriate food and drink menu and fast-paced, active service for guests. Design and install immersive guest experiences, potentially including a 3D virtual reality experience and/or exhibits that remain at the venue beyond the day-of the Independence Day Event. Conceptualize and deliver the overall spatial design to the highest industry standards. Prepare and produce a 5–7-minute video (visual only) that can be played on loop during the event, highlighting relevant information specific to the event's theme and recognizing event sponsors. Produce an additional 2–3-minute video to show directly after the speeches with a storytelling narrative. Provide stage and podium systems; requisite professional lighting systems, including wash lights; audio and video equipment; microphone systems (wired and wireless); and multiple screen types and sizes for presentations and displays. Coordinate, measure, and advise on placement of tables, high-top tables, and chairs. Coordinate, measure, and advise on placement of tents and canopy structures. Coordinate, measure, and advise on placement of red carpets. Coordinate, measure, and advise on placement of VIP seating. Provide event staff subject to Embassy approval; all staff must wear clearly identifiable attire. Coordinate, measure, and advise on placement of all necessary cabling, power distribution, and technical infrastructure.

All details are explained in the following pages of this Statement of Work (SOW).

2.2 Production, Installation, and Operation 

The Contractor shall oversee timely production, installation, and operation of all key elements and ensure full and prompt removal and takedown following the event, including but not limited to:

Two main stages, logistical needs, and podium installations – one stage for event speakers (with seating for up to 10 people, podium, and equipment) and a second stage for a seven-person band, DJ, and equipment, as detailed below. Large tent(s) covering the entrance and tables to facilitate arrival security screening before guests enter the Science Museum, covering a ground area of up to 15 x 30m. Exhibition areas and booths not to exceed 3 x 4m in size, with at least four (4) electrical outlets, two (2) tables, red-white-and-blue tablecloths that fully cover the table and reach the floor, areas for signage at least 1 x 1m, and two (2) chairs for each booth. Vendor booths will be in the main building with food booths located outside in the back courtyard and must be sufficient in number to accommodate all donors/exhibitors (approximately 30-35). All booths must have a similar design, production quality, and uniform appearance. Entrance structures and archways. Media backdrops and photo opportunities. A light show to mark the end of the event. Wayfinding signage throughout the venue. Photo booths with themed backdrops. Planning arrangement and installation/removal of red, white, and blue bunting, U.S. flags, and other U.S.-themed paraphernalia from the Embassy (items will be procured by Embassy directly). Additional decorative elements consistent with the event theme, including a decorative focal point for each of up to 50 cocktail tables; red, white, or blue tablecloths for each cocktail table.

2.3 Coordination and Stakeholder Management 

The Contractor shall work with all relevant parties and persons, including but not limited to: 

Coordinate with the Addis Ababa Science Museum management on all venue-related matters and advise the embassy points of contact on issues and plans that require stylistic choices that deviate from approved plans.  In this capacity, the Contractor shall provide professional recommendations to the U.S. embassy; however, all final decisions shall be made solely by embassy-assigned personnel. The contractor shall also liaise with relevant government stakeholders to obtain necessary permissions and approvals. 

Coordinate closely with the Embassy's security team to ensure full compliance with all security, safety, health, and environmental management protocols. 

Coordinate with catering vendors, security personnel, and other third-party service providers. 

Serve as the primary point of contact for all event-related technical and logistical matters. 

Laise with Federal Traffic Police and other appropriate offices in matters relating to guest arrivals, drop-off, and traffic management to ensure timely access to the venue for guests.

2.4 VVIP and VIP and Guest Management 

The Contractor shall: 

Adhere to VVIP, VIP, and diplomatic protocol.

Develop and implement a comprehensive guest control, safety, and management program. 

Create and execute seating arrangements for VVIP guests. 

Manage event flow to ensure seamless transitions between program elements. 

Provide professional staff for guest reception, as needed, to coordinate with Embassy event staff.

Coordinate with Embassy staff on parking plan and arrivals plan, including identification system for VVIP and VIP guests. 

2.5 Branding and Visual Identity 

The Contractor shall:

Manage all event branding consistent with Embassy guidelines and the event theme. Produce and install branded materials throughout the venue. Coordinate branding elements with the Embassy team. Ensure all visual elements reflect the dignity and prestige of the occasion.

 2.6 Event Execution and On-Site Management 

The Contractor shall:

Provide continuous operational support before, during, and after the event. Ensure all elements are executed with precision, discretion, and operational discipline. Maintain professional staff on-site throughout the event. Troubleshoot and resolve any issues that arise during the event. Coordinate load-in, event execution, and load-out activities.

2.7 Documentation and Deliverables 

On or before July 17, 2026, the Contractor shall provide:

Two to three (2-3) high-quality 2-minute highlight videos of the event. A minimum of 250 high-resolution photographs capturing key moments and overall atmosphere, including photos of all speeches and the band. All video and photographic content shall become the property of the U.S. Embassy Addis Ababa. The Contractor must obtain prior written approval from the U.S. Embassy before using any photographs, videos, or other media from the event for advertising, promotional, or any other commercial purposes. The U.S. Embassy reserves the right to approve or deny such requests at its sole discretion.

 2.8 Music, Ceremony, and Live Entertainment  

2.8.1 Overview  

The Contractor shall plan, coordinate, and execute all production elements supporting the ceremonial program and live entertainment portions of the event. This includes audio-visual support for official remarks, national anthem performances, a live band performance by the embassy-contracted band, a live simulcast of the ceremony to a secondary viewing area, and a closing DJ set.   

2.8.2 Ceremonial Program Support  

The Contractor shall provide all technical production, staging, and audio-visual support necessary to execute the ceremonial program, which shall include but is not limited to:  

Opening remarks by Embassy MC, main speaker, remarks by additional VIP speaker(s) (all to be confirmed by the embassy);   Performance of three national anthems:  United States of America, Federal Democratic Republic of Ethiopia, Anthem of the African Union; 

A live musical performance provided by the embassy-contracted band; 

A DJ set.  

The event organizer shall advise on program pacing, cue sequencing, and stage-management protocols based on site assessment and consultation with embassy teams. A detailed run-of-show document for review shall be provided to the embassy no later than one month before the event date.  

2.8.3 Speaker Support  

The event organizer shall provide:  

A dedicated podium microphone (wired) and a minimum of two (2) wireless handheld microphones on standby, with fresh batteries and a spare set on site.  

A professionally mixed house sound feed ensuring clear speech reinforcement through the primary ceremony area.  

Coordination with embassy protocol staff on microphone handoff procedures and speaker staging.  

A dedicated audio engineer on console during all spoken portions of the program and hand off to the embassy provided band audio engineer.  

2.8.4 National Anthem Performances  

The event organizer shall provide vocal reinforcement, playback, and monitoring to support two separate vocalists performing the national anthems. Specifically:   

Three (3) dedicated wireless handheld vocal microphones with an additional backup on site.   

Type of microphone shall be referred to on the technical requirements.  

Vocal monitoring sufficient for each vocalist’s needs; the event organizer shall coordinate directly with each vocalist in advance to confirm monitoring preferences.  

Facilitate a dedicated sound check and rehearsal window for each anthem vocalist.   

2.8.5 Live Band Performance  

The embassy will host a live performance by the embassy-contracted band (five performers plus one audio engineer). The event organizer will be responsible for providing all rental equipment, stage accommodation, logistical support, and on-site coordination required to support the band’s performance in accordance with the band’s technical rider and rental manifest.   

Without limiting the generality of the foregoing, the event organizer shall:  

Provide all rental equipment per the specific model listed in the manifest or otherwise provide equivalent alternatives of comparable professional quality, subject to band approval.

Including but not limited to:   Backline package   Digital audio consoles and stage box   Microphone and DI package   Wireless in-ear monitor systems   Microphone stands and cabling   Sound reinforcement (mains and subs)   Power distribution and cabling compliant with Ethiopian/Type F Shuko standards.  

Meet all stages, power, and logistical requirements:  

A performance stage with minimum dimensions of six (6) meters by five (5) meters deep;  

Secure storage area of five (5)-by-five (5) meters near the stage;  

Power terminated within six (6) meters of the stage, per the band’s specification. Generators shall not be used unless expressly approved by the band and the Embassy.  

Dressing spaces as specified in the technical rider. Includes a shared space for male performers and a separate personal dressing room for the vocalist, each with furnishings and proximity to restrooms.  

Provide sufficient, qualified technicians available for the full duration of load-in, setup, sound check, and performance.  

Provide a qualified lighting technician and lighting system appropriate for a professional live band performance and opening remarks. The event organizer shall recommend and advise on the specific lighting design based on a site assessment, subject to the embassy’s approval.  

Make the stage and technical environment available a minimum of four (4) hours prior to the band’s scheduled performance and facilitate a closed sound check. 

Designate a single on-site point of contact fluent in English with access to and knowledge of the venue, to liaise with the band from the moment of the band’s arrival through their departure.   

The event organizer acknowledges that equipment and stage substitutions are permitted subject to the band and embassy’s approval.  

2.8.6 DJ Set (Closing Segment)   

The event program will transition from the live band performance to a closing DJ set. The DJ will provide their own DJ equipment (controller, laptop, headphones, and associated gear). The event organizer will be responsible for providing:  

Compatible speaker/sound reinforcement system sufficient for the DJ set (FLX 10 pioneer or similar/compatible equipment);  

This will be integrated with or separate from the main stage PA depending on the recommendation from the event organizer;  

All necessary cabling and signal routing to accept the DJ’s output feed;  

A stable power supply at the DJ’s position;  

A desk setup large enough to accommodate all the equipment;  

Coordination with the audio engineer and the DJ to ensure transition with no abrupt level changes.  

The event organizer shall coordinate directly with embassy POCs to confirm requirements.   

2.8.7 Live Simulcast to Secondary Viewing Area  

A portion of the event audience will be in a secondary viewing area within the venue and will not have direct line of sight to the primary ceremony stage. The event organizer shall provide a live audio and video simulcast of the ceremonial program to this secondary area. Specifically:   

In addition to integrating with existing Science Museum screens, provide and install enough displays to ensure clear sightlines from guest positions within the secondary viewing area. The event organizer shall recommend and advise on the number, size, and placement of displays based on a site assessment of the secondary area, subject to Embassy approval.  

Provide a dedicated audio reinforcement system for the secondary viewing area, sized appropriately for the space.  

Provide a live camera feed of the primary stage, including one dedicated camera operator with switching capability to follow the active speaker or performer.  

Ensure reliable signal transmission between the primary stage and secondary viewing area with redundancy measures against signal loss.   

2.8.8 Additional Illumination Efforts

The Contractor shall contact the necessary stakeholders and oversee a display on the CBE tower building on the day of the event (July 2, 2026), displaying content provided by the Embassy or content created by the event organizer and approved by the Embassy team. Additionally, the Contractor shall oversee the timely production, installation, and operation of illumination lights on the Embassy compound for the week of the event, from July 1-7.

3. PRICING

The event organizer shall provide competitive, market-rate pricing for all goods and services described in consistent with pricing for comparable high-profile events in Addis Ababa. Pricing shall be itemized in the event organizer’s proposal to allow the embassy to evaluate individual line items.  

4. PERIOD OF PERFORMANCE and PAYMNET 

Services shall commence upon contract award or issuance of a purchase order to the Contractor. Payment will be made after full-service delivery and upon submission of a legitimate invoice to the Embassy finance team. Payment will be effected by electronic funds transfer (EFT) within 30 days of invoice submission.

5. PLACE OF PERFORMANCE 

Addis Ababa, Ethiopia 

6. DELIVERABLES AND TIMELINE 

The Contractor shall submit the following deliverables according to the schedule to the Embassy POCs by email:

Detailed design concepts and renderings for approval  Floor plans and layouts  Equipment and staffing lists  Timeline and run-of-show document  Final video and photographic deliverables Rehearsal Timeline – The Contractor must advise on plans for rehearsals starting from the individual stages (stage, lighting, speakers) through the final rehearsal before the day of the event. 

Logistics Timeline – The Contractor must advise on logistics and supply chain timelines, including those from their vendors and subcontractors, if necessary.

7. GOVERNMENT-FURNISHED PROPERTY/INFORMATION 

The embassy will provide: 

Access to the venue for site visits and set up, in coordination with Science Museum leadership.

Event program details and guest list information.

Branding guidelines and approved logos. 

Agreed upon embassy equipment that will be used for event facilitation, including but not limited to, embassy tents for food preparation area, embassy shuttle vans to bring guests to/from Unity Park Corp. parking lot, decorative items and flags procured directly by the U.S. Embassy.   

Coordination with Embassy security, SHEM (Safety, Health, and Environmental Management) safety, and protocol teams. 

8. SPECIAL REQUIREMENTS 

All work must comply with local laws and regulations.

The Contractor must maintain strict confidentiality regarding event details and guest information. 

Security clearances or background checks may be required for personnel working at the event. 

The Contractor must have contingency plans for technical failures or emergencies.

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