Indoor and Outdoor Event Equipment Rental and Related Services

The City of Southlake, Texas is seeking a vendor to provide indoor and outdoor event equipment rental and related services for city-sponsored events, festivals, banquets, weddings, and conferences, as well as on an as-needed basis. The municipality requires these services to support major local events such as the Stars and Stripes festival and the Home for the Holidays Tree Lighting Event. The selected provider must ensure all delivered equipment, furniture, and linens are clean and in good condition as determined by the city. For outdoor equipment, the scope of work requires the vendor to handle the delivery, set up, and takedown of tents and other outdoor gear. The city mandates that outdoor event equipment must be delivered and set up starting the night before the scheduled event, no later than 10:00 PM. For indoor equipment, the provider is responsible for both the delivery and the pickup of all requested items. The agency requires the capability for after-hour installation and removal services, which may include requested after-hour delivery services. The city defines after-hours as any time after 5:00 PM and prior to 7:00 AM on Monday through Friday, as well as all hours on Saturdays, Sundays, and official holidays. While the physical setup occurs at city event sites, the vendor must perform the administrative and organizational work offsite from their own office location. Eligibility is restricted to onshore organizations based in the United States. The city has not disclosed a specific budget and is currently looking for proposals to determine pricing. Bidders must submit all questions regarding this opportunity no later than June 9, 2026.