New Year's Eve Community Celebration | Expressions of Interest

⁠⁠⁠Overview

The City of Kalgoorlie-Boulder is inviting Expressions of Interest (EOI) from local not-for-profit organisations to take the lead in planning and delivering the community's New Year's Eve Celebration, commencing with the 2026 event and continuing under a three-year arrangement through to 2028. The City is seeking a local not-for-profit organisation with the passion, creativity, and capability to design and deliver an inclusive, family-friendly, safe, accessible, and vibrant public event that brings the whole community together to welcome in the New Year.

Purpose

This opportunity is intended to create a meaningful, inclusive, and memorable community experience that grows through collaboration, creativity, and shared ownership, ensuring that the celebration grows bigger and better every year.

Scope

Event Concepts

Organisations are encouraged to think creatively, drawing on their strengths to bring forward innovative event concepts that activate community spaces in meaningful ways. This opportunity is open to organisations with a clear community vision or innovative ideas ready for delivery, and applicants are encouraged to design an event that showcases creativity, collaboration, and local identity.

Potential event concepts may include the following elements (but are not limited to):

• Family-friendly community festivals featuring local food stalls, games, and live entertainment
• Non-alcoholic beverages
• Live music and performance showcases featuring local talent
• Interactive community zones and youth-friendly activities
• Festive community countdown events transforming public spaces
• Markets and artisan stalls highlighting local producers and creatives
• Firework display (subject to approvals and safety requirements)

Key Delivery Requirements

• Event site planning, layout, and activation
• Crowd management and public safety planning
• Accessibility and inclusion measures
• Waste management and environmental considerations
• Environmental health and major event compliance
• Risk management plan

Contractor Requirements

Applicants must demonstrate a strong commitment to community engagement, and how their concept will inspire participation, activate public spaces, and deliver a unique New Year's Eve experience for all, as well as:

• Proven experience delivering community events or similar large-scale programs
• Strong governance and financial management systems
• Capacity to manage event logistics, safety, and compliance requirements
• Ability to engage effectively with stakeholders and community partners
• Capability to manage sponsorship and external funding opportunities
• Strong volunteer coordination experience
• Commitment to inclusive and community-led approaches

Assessment Criteria

EOI submissions will be assessed against:

• Organisational capability and governance strength
• Demonstrated event delivery experience
• Quality and creativity of event concept
• Community engagement and partnership approach
• Financial sustainability and sponsorship strategy
• Risk management and safety planning
• Alignment with the City's values and inclusion outcomes

Contract Terms and Conditions

Agreement Term

A three-year agreement will be established with the successful applicant, subject to:

• Annual performance and delivery reviews and acquittal
• Compliance with agreed funding and reporting requirements
• Continued funding availability and Council endorsement
• Satisfactory event delivery outcomes

Funding

The City will provide funding support to the successful organisation through a three-year agreement. Indicative funding levels are as follows:

• 2027 (Year 1): $65,000.00 (Ex GST)
• 2028 (Year 2): $55,000.00 (Ex GST)
• 2029 (Year 3): $45,000.00 (Ex GST)

Funding Conditions

The intent is to build long-term event sustainability and reduce reliance on sole-source funding while empowering community-led event delivery. City funding will not remain static and may vary across the agreement term. The successful applicant is expected to actively pursue additional funding opportunities with an aim to become a financially sustainable event, not reliant on City funding, and is encouraged to identify and apply for sponsorships, grants, partnerships, and in-kind contributions from other funding avenues.

Information Requested

Applicants must provide the following as part of their EOI:

• Organisation profile/details
• Evidence of relevant past event delivery
• Proposed New Year's Eve Event Concept
• Additional funding and sustainability plan
• Detailed event budget
• Risk, safety, and compliance framework
• Public liability insurance (covering a minimum of $20 million)
• Financial statement report (depending on the threshold of $250,000)
• Any additional supporting documentation