How to bid on Event Setup Services for UW Office of Ceremonies

What the agency is buying

The University of Washington Office of Ceremonies is looking for a firm to provide event setup services. This includes transporting and setting up university-owned staging, event, and décor items. The selected contractor may also need to supply additional rental materials to complete event setups.

This opportunity is for firms experienced in event logistics and setup, potentially including rental services for event materials.

Key dates and deadlines

The deadline to respond to this solicitation is October 30, 2026, at 8:00 PM ET. All proposals must be submitted before this time. Late submissions will not be considered.

Who this opportunity suits

This Request for Proposal (RFP) is suitable for firms specializing in event setup, transportation, and potentially event rentals. Businesses in the transportation and event services categories, particularly those with experience handling staging and décor, should consider this bid. The work is located in Olympia, WA.

How to respond

To access the solicitation, you need to go to Washington State's WEBS Bid Calendar. You can find this bid by searching for its reference number, RFP 26-0023 KLE. While viewing the bid details is public, downloading the full documents and submitting your response requires a free WEBS vendor sign-in. Make sure to register and submit your proposal before the deadline.

Tips for preparing a competitive response

When preparing your response, clearly outline your experience with similar event setup and transportation projects. Detail your capabilities for handling university-owned items and your capacity to provide supplemental rental materials if required. Highlight your logistical planning and execution skills.

Ensure your proposal directly addresses all requirements mentioned in the solicitation documents. Pay close attention to any specific equipment or personnel qualifications requested. A well-organized and thorough response that demonstrates a clear understanding of the University of Washington's needs will be more competitive.