Event management, design, production, and execution services for the Independence Day celebration 2026 at the Science Museum

Quick Summary

This is a Justification for Exception to Fair Opportunity (JOFOC) for event management, design, production, and execution services for the U.S. Embassy Addis Ababa's 2026 Independence Day celebration. The Embassy intends to award a Firm-Fixed-Price contract to Prologue Marketing plc, valued at approximately ETB 8,674,901.95. The event, themed "Freedom 250: American Innovation, Technology, and Future," will host around 1,000 guests at the Addis Ababa Science Museum on July 2, 2026.

Purpose & Background

The U.S. Embassy Addis Ababa requires comprehensive event services for its high-level diplomatic Independence Day celebration on July 2, 2026. This event will gather approximately 1,000 guests, including senior officials and representatives from the U.S., African Union, Sudan, and Ethiopia's business and diplomatic communities. The theme, "Freedom 250," aims to showcase U.S. achievements and vision through immersive, technology-driven experiences.

Scope of Services

The selected contractor will provide end-to-end event management, including:

• Event Design & Creative Services: Venue layout, decorations, exhibition booths, interactive technology experiences, catering coordination, 3D VR experiences, spatial design, and video production.
• Production, Installation & Operation: Two main stages, large entrance tents (15x30m), 30-35 uniform exhibition/food booths, entrance structures, media backdrops, light show, wayfinding, photo booths, and U.S.-themed decorative elements.
• Coordination & Stakeholder Management: Liaising with the Science Museum, Embassy security, catering vendors, and Federal Traffic Police for permissions, security, and guest flow.
• VVIP/VIP & Guest Management: Adhering to diplomatic protocol, developing guest control programs, seating arrangements, and managing event flow.
• Branding & Visual Identity: Managing event branding consistent with Embassy guidelines and the "Freedom 250" theme.
• Event Execution & On-Site Management: Continuous operational support, precision execution, professional on-site staff, and issue resolution.
• Documentation & Deliverables: Providing 2-3 high-quality 2-minute highlight videos and a minimum of 250 high-resolution photographs by July 17, 2026.
• Music, Ceremony & Live Entertainment: Planning and executing ceremonial program support (speeches, national anthems), live band performance (Embassy-contracted, requiring specific equipment and stage setup), DJ set, and live simulcast to a secondary viewing area.
• Additional Illumination Efforts: Overseeing a display on the CBE tower building and installing illumination lights on the Embassy compound from July 1-7, 2026.

Contract Details & Justification

• Contract Type: Firm-Fixed-Price (following JOFOC).
• Proposed Contractor: Prologue Marketing plc.
• Estimated Value: ETB 8,674,901.95.
• Period of Performance: Services commence upon contract award, with payment after full delivery.
• Place of Performance: Addis Ababa, Ethiopia.
• Justification: Prologue Marketing plc is identified as uniquely qualified due to its extensive experience with high-profile diplomatic events, established relationship with the Addis Ababa Science Museum, and strong communication channels with relevant government officials. This is a one-time purchase.
• Future Intent: The agency plans to use insights from this opportunity to inform future competitive procurements.
• Published: May 15, 2026.