PR16240719: Solicitation Notice for Independence Day Event 2026

Background
The U.S. Embassy Abu Dhabi is seeking proposals for a venue to host its Independence Day event on November 18, 2026. The goal of the contract is to secure a suitable facility that meets specific requirements due to location and security constraints. Proposals will only be accepted from American brand hotels that are at least four stars and located within 20 kilometers of the U.S. Embassy.

Work Details
The selected venue must accommodate approximately 1,000 guests in a cocktail-style setup, with a minimum guaranteed guest count of 500. The scope of work includes:

1. Food & Beverage: Traditional American finger-food options, soft drinks, water, assorted fresh juices, two live cooking stations, and sufficient wait staff including at least four bartenders. The venue must provide buffet-style counters and ensure timely refills of food and drinks.

2. Venue Requirements: An indoor ballroom space accommodating 500-1,000 guests with specific square meter requirements based on guest count, VIP seating arrangements, breakout rooms, stage specifications for musicians and speakers, exclusive access for setup, audio/video capabilities including LED screens and sound engineers, and provision of complimentary guest rooms for band members and security personnel.

Period of Performance
The contract will be performed on November 18, 2026, with setup access beginning one day prior to the event and continuing until 2:00 AM the following morning for teardown.

Place of Performance
Abu Dhabi UNITED ARAB EMIRATES

Bidder Requirements
Bidders must be reputable vendors capable of providing the required services directly without subcontracting except for Audio & Video setup. They must also have experience in hosting large events.