Cascades Commencement Production Services

Issue Date: March 24th, 2026

Question Deadline: April 7th, 2026

Closing: April 21st, 2026

Contract anticipated to begin: July 1st, 2026

Planning meetings begin: 6-8 months prior to the ceremony

On-site arrival: 2-3 days prior to the ceremony

Ceremony typically held: June of each year

This RFP seeks a vendor to provide comprehensive production services for the annual Cascades commencement ceremony in Oregon. The selected provider will offer end-to-end event strategy, production management, and logistical coordination for this large-scale, outdoor event.

Responsibilities include pre-production planning such as developing and maintaining a detailed production timeline, logistics plan, and a comprehensive contingency and risk mitigation plan. The vendor will be accountable for planning, procuring, coordinating, installing, managing, and removing all necessary infrastructure, equipment, labor, and production services. This encompasses the management of all subcontractors and service providers and the procurement of temporary infrastructure required for the ceremony.

Required equipment includes a mobile stage, truss, ramps, podium, a high-reach forklift, and signage for parking, information, and the graduate procession. The scope further involves audio/visual and production services, as well as managing all aspects of the event execution and post-event activities, including the removal and return of infrastructure and equipment.