Event Setup Services

The University of Washington is seeking event setup services to establish a long-term, strategic relationship that reduces setup costs and improves operational efficiencies. The agency needs a contractor to coordinate and execute setups for Commencement, Convocation, and other academic ceremonies. The selected contractor must attend two to three operational meetings with all participating parties to plan these events. The scope of work requires the contractor to coordinate with stadium staff and the university commencement office for correct stage placement and the proper order of setup. Setup responsibilities cover the stage, wind ensemble area, flowers, trees, shrubs, chairs, tables, and stanchions. For Commencement, dismantling must begin immediately following the Saturday ceremony and conclude on Monday. Eligible bidders must be onshore United States organizations. The agency permits offsite performance of the work and accepts digital submissions via email or online. The agency is looking for budget proposals to cover a contract period of five years. Bidders must submit all questions no later than October 2, 2026.