When is the submission deadline?

Submissions are due October 30, 2026. Questions must be submitted by October 2, 2026.

It was issued by University Of Washington. The work is located in Seattle, Washington, United States.

Who is a good fit for this opportunity?

Experienced event management and setup firm. Proven track record with large-scale academic or institutional events. Ability to coordinate with multiple stakeholders and facility staff. Presence in or near Washington state. Strong logistical and operational planning capabilities.

Event Setup Services (Due October 30, 2026)

Overview

Events, Printing & Promotional Goods

Seattle, Washington, United StatesPosted: June 2nd, 2026Deadline: October 30th, 2026

Fit Score

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SUMMARY

This RFP seeks a vendor for event setup services for university academic ceremonies in Washington, structuring a five-year partnership focused on efficiency and coordination.

KEY REQUIREMENTS

Must be available to provide services in Washington State
Must register for a free supplier account in the Workday Strategic Sourcing portal
Must provide a minimum of 180 business days validity period for the proposal
Must provide a detailed Labor & Staffing Plan showing crew sizes and shift breakdowns
Must provide a listing of at least five references
Must comply with minimum insurance requirements: $1,000,000 per occurrence / $3,000,000 aggregate Commercial General Liability
Must comply with minimum insurance requirements: $1,000,000 combined single limit Automobile Liability
Must name the Board of Regents of the University of Washington as an additional insured
Must submit a Transmittal Letter signed by an individual authorized to legally bind the bidder

CONTRACT DURATION

60 months

TIMELINE

Issue of RFP: June 1st, 2026

Onsite tour of UW Commencement at Husky Stadium (optional): June 11th, 2026, 4pm

Onsite tour of UW Convocation at Alaska Airlines Arena (optional): September 25th, 2026

Questions Due: October 2nd, 2026, 4pm

Response Due: October 30th, 2026, 4pm

QUESTION DEADLINE

October 2nd, 2026

CONTACTS

Primary procurement contact — name, title, email, and phone

Additional decision-makers and their departments

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Issuing Agency

University Of Washington

Organization overview and procurement intelligence available on paid plans.

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DESCRIPTION

The University seeks a vendor to provide comprehensive event setup services, aiming to establish a long-term, strategic partnership that delivers both cost reduction and enhanced operational efficiency. The scope includes supporting key academic ceremonies such as Commencement and Convocation.

The selected contractor will be responsible for attending two to three operational meetings with all involved parties to coordinate logistics for major academic events. Responsibilities include managing stage placement in collaboration with stadium staff and the UW commencement office, as well as organizing and setting up components like wind ensemble placement, floral arrangements, trees and shrubs, chairs, tables, and stanchions.

Event teardown will begin after the ceremony on Saturday and conclude by Monday. The contract will be valid for five years, ensuring continuity and consistent service for university events.

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Frequently asked questions

When is the submission deadline?: Submissions are due October 30, 2026. Questions must be submitted by October 2, 2026.
Who issued this RFP?: It was issued by University Of Washington. The work is located in Seattle, Washington, United States.
Who is a good fit for this opportunity?: Experienced event management and setup firm
Proven track record with large-scale academic or institutional events
Ability to coordinate with multiple stakeholders and facility staff
Presence in or near Washington state
Strong logistical and operational planning capabilities

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