2027 City of Melton Night Markets - Event Delivery

Overview Melton City Council is seeking an experienced event organiser for the delivery of a series of four cultural night markets to take place in business and community precincts around the City of Melton. This RFQ covers the overarching Event Delivery role, excluding Market Stall operators. A separate RFQ is in place seeking a Market Stall Delivery Coordinator. Purpose The night markets aim to contribute to the economic vitality of the area and foster community engagement. The goal is to attract a diverse audience, encourage extended stays in the precinct, and promote participation of culturally and linguistically diverse (CALD) members in these events. Scope The scope includes: Delivery of four cultural night markets in business and community precincts around the City of Melton Delivery of a market on 5 February 2027, from 5pm to 9pm Delivery of a market on 19 February 2027, from 5pm to 9pm Delivery of a market on 5 March 2027, from 5pm to 9pm Delivery of a market on 2 April 2027, from 5pm to 9pm Catering for an anticipated attendance of 2,500 people at each market Provision of stage entertainment with an MC and audio-visual support Provision of roving entertainment and family activities Provision of food vendors, including a coffee vendor Provision of fencing Provision of a greenroom Provision of a display or WOW factor element Provision of theming and signage Provision of 4 to 6 lighting towers per site Provision of bathroom facilities, including accessible and family facilities Development of a traffic management plan (no road closures) Provision of drinking water, power, security, first aid, waste and cleaning Provision of seating and tables Provision of alcohol-free and smoke-free zones Provision for accessibility, including a possible sign language interpreter Provision of animal-friendly sites Provision of event staffing Development of a weather and cancellation policy Development of site-specific event documentation, including timeline, budget, site plan, run sheet and risk plans Curating the event program Attending fortnightly Project Working Group meetings Sourcing local providers Coordinating facilities and suppliers Managing event set-up, bump-out and event-day delivery Managing Working with Children Check compliance for all personnel and suppliers Delivering a marketing plan through non-Council channels Running attendee and vendor surveys Preparing an end-of-event report Locations may include parks, reserves and business precincts. Respondents should assume that all locations do not include any services and quote accordingly. Contract Terms and Conditions Indicative budget range for delivery of the four-event series: $165,000 to $185,000 Contractor Requirements Capacity to deliver four large events between 5 February and 2 April 2027 within the City of Melton Valid Working with Children Checks for all personnel and suppliers Enquiries Contact: Sourcing Team Email: procurement@melton.vic.gov.au