Event Setup Services

The University of Washington is seeking a strategic partner to provide event setup services for Commencement, Convocation, and other academic ceremonies. The agency is trying to reduce the costs of setup services, improve operational efficiencies, and establish a long-term relationship with a contractor. The selected contractor must attend two to three operational meetings with all participating parties to coordinate these events. The scope of work covers the coordination of stage placement and setup order in conjunction with stadium staff and the university commencement office. Specific setup elements include the wind ensemble area, flowers, trees, shrubs, chairs, tables, and stanchions. Dismantling of the setup must begin immediately following the Saturday ceremony and conclude by Monday. Eligible bidders must be onshore United States organizations. The agency requires the performance of the work to be offsite. Bidders must submit their proposals digitally via email or online, and the agency is looking for proposals to determine the budget. The contract period will run for five years. Bidders must submit all questions regarding this opportunity no later than October 2, 2026.