Vivid Sydney – Accessibility Advisor 2027 & 2028

Overview Destination NSW is seeking a Contractor or Contractors to coordinate and deliver event Accessibility Advisory Services for Vivid Sydney 2027 & 2028. Scope The Contractor will work collaboratively with the Vivid Sydney Event Operations Manager and relevant Vivid Sydney teams to plan, implement and deliver the Vivid Sydney Accessibility Program, working with Destination NSW, Accessibility Advisory Panel members, suppliers, stakeholders and other third-party contractors to support the planning and delivery of accessible and inclusive visitor experiences across Vivid Sydney. The anticipated locations for these services include: Sydney CBD Circular Quay and The Rocks Barangaroo Darling Harbour Other Vivid Sydney event locations as determined during the planning and review of service stages Services will be delivered across the planning, pre-event, event delivery and post-event periods, with onsite attendance required at various stages throughout the engagement. Accessibility Advisory and Program Administration The scope includes: Providing strategic and operational accessibility advice to Destination NSW throughout the planning and delivery of Vivid Sydney 2027 & 2028 Reviewing key event documentation, operational plans, visitor communications, digital content and other relevant materials and providing practical recommendations to improve accessibility and inclusion outcomes Providing advice on accessibility initiatives, infrastructure, services and visitor experience, informed by contemporary industry best practice for major events and festivals Planning, managing, facilitating and chairing the Vivid Sydney Accessibility Advisory Panel Reviewing and, where required, recommending updates to the Panel Terms of Reference and governance framework Managing the recruitment, contracting and onboarding of new and returning Panel members Coordinating up to seven (7) Panel meetings, including a post-event debrief Preparing and coordinating Panel agendas, papers, minutes, records and ongoing communications Coordinating additional Panel activities, including document reviews, website audits, research and other activities that further the objectives of the Panel Managing Panel member financial administration, including invoicing and payments Managing individual Panel member Access Riders and coordinating reasonable accessibility requirements necessary to enable participation Providing ongoing communication, advice and support to Panel members throughout the engagement Participating in relevant planning meetings, workshops and stakeholder consultations as required Maintaining appropriate project administration, financial records and reporting Collating Panel findings, observations and recommendations into agreed reporting formats for Destination NSW This component of the services is anticipated to require up to twenty-five (25) working days across the contracted period, delivered as full or partial working days as required. Onsite Accessibility Support The scope includes: Coordinating and undertaking up to five (5) onsite accessibility assessment visits with the Accessibility Advisory Panel Undertaking pre-event site visits to review accessibility initiatives against approved event and site plans Identifying and escalating accessibility issues, discrepancies or outstanding requirements and providing practical recommendations where required Supporting the planning, coordination and deployment of accessibility-related signage across the event footprint Assisting with the installation and placement of accessibility-related signage where required Reviewing accessibility infrastructure, services, wayfinding and visitor experience from an accessibility and inclusion perspective Providing specialist accessibility advice during onsite assessments and pre-event inspections Supporting other onsite Accessibility Program activities as reasonably required by Destination NSW This component of the services is anticipated to require up to ten (10) working days across the contracted period, delivered as full or partial working days as required. Other Contractor Tasks Taking direction from Destination NSW and/or any authorised representative as required Working collaboratively with Destination NSW and relevant third-party contractors, suppliers and stakeholders Working to agreed project schedules, milestones and strict deadlines Attending relevant project meetings, site inspections, briefings and operational meetings as required Attending all relevant safety, risk management and site inductions deemed necessary by Destination NSW and/or its authorised representatives Providing all required project documentation, reports and administrative records within agreed timeframes Undertaking any other reasonable administrative or advisory duties required to support delivery of the scope of work Contractor Requirements Suitably qualified and experienced personnel and sufficient resources to deliver all requirements of the Accessibility Program throughout the contracted period Own laptop computer and an intermediate level of administrative capability, including proficiency in the Microsoft Office suite Maintenance of sufficient and appropriately skilled personnel to facilitate delivery of the services throughout the contracted period Compliance with all relevant Vivid Sydney policies, procedures, WHS requirements and applicable legislative requirements Current knowledge of accessibility and inclusion legislation, standards, guidelines and industry best practice relevant to major events and festivals Contractor Resources and Costs The Contractor will be responsible for providing: All suitably qualified and experienced personnel required to deliver the services Laptop computers, mobile phones and other standard equipment required by Contractor personnel Appropriate high-visibility clothing, wet-weather clothing and Personal Protective Equipment (PPE) required for personnel undertaking onsite activities Travel and other operational costs associated with delivery of the services, unless otherwise expressly identified within the costing template Appropriate administrative support for the Accessibility Advisor and Advisory Panel Management arrangements necessary to meet the accessibility needs of Panel members and personnel engaged by the Contractor Enquiries Contact: Ezzie Magrin Email: Ezzie.Magrin@dnsw.com.au Phone: 02 9931 1111