EOI - Annual New Years Eve Celebration within The Hills Shire

⁠⁠⁠The Hills Shire Council invites suitably qualified and experienced event management organisations, creative producers, and community-focused delivery partners to submit an Expression of Interest to plan, manage, and deliver the annual New Year’s Eve Celebration within the Hills Shire for a one-year contract with the option for two additional one-year extensions, subject to annual performance reviews and Council approval.

The New Year’s Eve event is one of the Shire’s most popular major public celebrations, drawing large family audiences to enjoy live entertainment, market stalls, children’s activities, food offerings, and a 9pm fireworks display. The event attracts significant community participation and provides a safe, vibrant, and family-friendly experience for residents.

Council seeks a delivery partner capable of elevating the event experience, ensuring safety, accessibility, community inclusion, and operational excellence across the selected venue within The Hills Shire.

Council will contribute a maximum of $30,000 (excluding GST) towards the delivery of this event.

Background & Event Content

The Hills Shire Council is seeking to support New Year’s Eve celebrations featuring:

• Family-friendly activities

• Live entertainment and performances

• Local food vendors and market stalls

• A signature 9pm fireworks display

• A strong community atmosphere attracting large local attendance

Council wishes to secure a delivery partner through this Quotation to continue, enhance, and innovate this event across a three-year period, adaptable to any suitable venue within The Hills Shire.

Project Objectives

The appointed event partner will be expected to deliver an event that delivers:

Community & Cultural Outcomes

• Strengthens community spirit by providing an inclusive, safe, and enjoyable celebration.

• Showcases local performers, businesses, food vendors, and creative talent.

• Reflects The Hills Shire Council’s commitment to family-friendly public events.

Operational Excellence

• Ensures robust event management planning, including crowd control, safety, risk management, accessibility, and emergency planning.

• Coordinates stakeholder engagement, including local businesses, performers, vendors, and emergency services.

Creative Vision

• Enhances entertainment offerings, staging, lighting, theming, and family-oriented activities.

• Incorporates innovative approaches to community engagement.

Scope of Work

The work to be covered by this contract will include, but not limited to the following:

Event Management & Logistics

• Overall event planning, project management, and event-day delivery.

• Bump-in/bump-out management.

• Site layout and infrastructure (stages, tents, barriers, vendor zones, lighting, sound).

Entertainment & Programming

• Securing and managing performers, musicians, family entertainment, and MCs.

• Programming schedule and production management.

Community Engagement

• Coordination of stalls, markets, food vendors, and local business participation.

• Inclusive programming for children, families, and diverse audiences.

Safety & Compliance

• Traffic and crowd management plans.

• First aid, security, risk assessments, and WHS compliance.

• Emergency response planning.

Fireworks / Special Effects

• Coordination with licensed pyrotechnics providers for a 9pm fireworks display, or alternative approved visual spectacle.

Marketing & Communications

• Collaboration with Council on event advertising, branding, and promotional material.

Reporting

• Post-event reporting, data collection, and future recommendations.