University of Washington Workday #26-0023

UW seeks event setup, transportation, and rental services for major ceremonies

The University of Washington Office of Ceremonies is seeking a qualified firm to provide comprehensive event setup, transportation, and rental support services for major university ceremonies. - Government Buyer: - University of Washington Office of Ceremonies, managed by UW Procurement Services - Products and Services Requested: - Transportation, assembly, setup, maintenance, and teardown of university-owned staging, event, and décor elements - Rental and provision of supplemental event materials (e.g., chairs, tables, platforms, drapes, signage, artificial plants) - Specific event support for Commencement at Husky Stadium and Freshman Convocation at Hec Edmundson Pavilion - Pickup, transport, and setup of stage structures, non-folding chairs (300 for Commencement, 600 for Convocation), diploma tables, columns, flower boxes, banners, and more - Rental and installation of approximately 6,000 lineal feet of stanchions, artificial turf carpeting, TV platforms, and pipe and drape - Delivery and installation of large quantities of polyester silk chrysanthemums (850 gold, 350 white for Commencement) - Transport and storage of diploma covers and other event materials - Unique or Notable Requirements: - Strict setup deadlines with liquidated damages for delays - Ability to provide both university-owned and supplemental rental materials - Five-year initial contract term, extendable up to ten years - Pricing firm for first two years, with annual escalation allowed - Encouragement of participation from minority, women, and small business enterprises - Compliance with university procurement processes via Workday Strategic Sourcing - OEMs and Vendors: - No specific OEMs or manufacturers are named in the solicitation - Locations: - Husky Stadium, Hec Edmundson Pavilion, UW Sandpoint Storage Facility, and Meany Theater loading dock (all in Seattle, WA)

Description

The University of Washington Office of Ceremonies is seeking proposals from qualified firms to provide transportation and setup of university-owned and stored staging, event, and décor elements. The scope includes the ability to provide additional rental support materials as needed to supplement the event build. Optional onsite tours of this year's events are available. Proposals must be submitted via the Workday Strategic Sourcing Event by October 30, 2026, with questions due by October 2, 2026.

View original listing