Events Solutions and Video Production Services for China

RFP Distribution Date: April 6th, 2026

Last Day to Submit Questions: April 21st, 2026

Project Proposals Due: April 30th, 2026

Selections Made By: May 6th, 2026

Prospective Contractors Notified By: May 6th, 2026

Contract Period: May 15th, 2026 to December 31st, 2026

This RFP seeks a qualified vendor to provide comprehensive events solutions and video recording and production services for activities related to China. The selected contractor will partner with the agency and relevant stakeholders to manage all phases of event execution, including pre-production planning, post-production video editing, and on-site or virtual event facilitation. Responsibilities will encompass accommodation arrangements, meeting room coordination, venue sourcing, reception hosting, event setup, registration, speaker management, and providing collateral materials along with on-site support.

The contractor is expected to lead and facilitate pre-event video recording and editing for remote presenters, oversee necessary re-takes, supply all equipment and personnel required for event operations, and conduct at least one rehearsal prior to each event. Additional requirements include logistics support for virtual participation (such as dial-in for speakers and interpreters), custom branding and layout configurations, management of event timing and transitions—including video playback, provision of internet connectivity and studio space for hybrid or virtual events, and basic editing of presenter-submitted materials. Coordination with both live and virtual presenters to ensure technical audio and visual readiness is also required.