CITY OF PARRAMATTA MAJOR EVENTS

REQUEST FOR QUOTE (RFQ):

STALLHOLDER MANAGEMENT SERVICES

City of Parramatta 126 Church Street, Parramatta, NSW

Table of Contents

Section 1- General Information for Applicants ....................................................................................... 2

Background ......................................................................................................................................... 2

Quoting Submissions........................................................................................................................... 2

Scope of Works ................................................................................................................................... 3

City of Parramatta Provisions ............................................................................................................. 3

Selection Criteria ................................................................................................................................. 3

Section 2 - Event Specific Information .................................................................................................... 5

A. Parramatta Lanes ........................................................................................................................ 5

Event Details ................................................................................................................................... 5

B. Loy Krathong 2017 .......................................................................................................................... 9

Event Details ................................................................................................................................... 9

C. Australia Day 2018 ........................................................................................................................ 11

Event Details ................................................................................................................................. 11

D. Lunar New Year 2018 ................................................................................................................... 15

Event Details ................................................................................................................................. 15

Section 1- General Information for Applicants

Background The City of Parramatta (CoP) presents a number of events across its event season for which stallholder management

services are required. These Include:

• Parramatta Lanes – October

• Loy Krathong – November

• Australia Day – January

• Lunar New Year – February

CoP is looking to appoint a provider of Stallholder Management Services for these events as well as any ad hoc events that

arise throughout the year.

We invite applications for all or some of the events, as is of interest to individual providers, and will seek to engage a

provider/providers of Stall Management Services for the period October 2017 to July 2018.

Quoting Submissions Applicants are asked to provide a quote for the events listed below that they are interested in servicing. In your quote/s

please indicate:

• Event/s you are quoting on with a separate section dedicated to each event;

• The cost for management services for each event based on the size, patronage, nature and timings of the

event as per the specific details for each event. Costs should cover all items as detailed/requested in the

scope of works below;

• Estimated on site timings/rosters.

All submissions must include:

• Public Liability Insurance details and Workers Compensation Insurance details - please forward us

certificates of currency with your quote/s. (Public liability insurance cover must be for a minimum of $10,

000, 000 per instance.)

• A maximum 2-page résumé that indicates examples of other major events you have previously serviced, and

includes two referees.

Submissions should be less than 5MB in size.

All quotes must be submitted no later than 5pm, Monday 3 July 2017 and should be emailed to

events@cityofparramatta.nsw.gov.au

Scope of Works

• Liaison with the City of Parramatta Major Events Management Team as required (phone and email) and

attendance at planning meetings (including onsite) and debrief meetings;

• Curation (selection) of stallholders for Australia Day only and:

o Assistance with the collection of Public Liability Insurance and Workers Compensation certificates

of currency and Food Safety certificates for this event.

o Collate power requirements from all stallholders and organise the provision and distribution of

power on site as required for this event.

• Management of the timely and safe bump in (including management of vehicles and timings (coordinated

with the CoP production schedule)) of all stallholders;

• Management of the timely and safe bump out of all stallholders;

• Management of stallholders at the event including the resolution of issues related to power supply, queue

management, general layout and positioning and general operations;

• Management and provision of hand wash (hot), gas checks, water point sourcing and additional plumbing

needs; (Do not include hire costs in your quotes as these will be directly passed on to Council)

• Liaison with CoP and an appointed waste management company to ensure provision and management of oil

collection and sullage containers as is required;

• Provision of all staff as required to properly attend to all duties.

City of Parramatta Provisions The City of Parramatta will:

• Undertake curation of events and booking of stallholders for attendance at Parramatta Lanes, Loy Krathong

and Lunar New Year.

• Collect Public Liability Insurance and Workers Compensation certificates of currency for these events.

• Collect Food Safety Certificates for these events.

• Collate power requirements from all stallholders and organise the provision and distribution of power on

site as required for these events.

• Provide stallholder infrastructure for operation as required including marquees, marquee lighting, signage,

service benches, food guards, flooring and additional tables and chairs for all events.

Selection Criteria Quotes will be assessed on:

• Pricing (value for money)

• Experience and references

All proposals will be evaluated by a panel. The City of Parramatta aims to make appointments in the second week of July,

2017.

The City of Parramatta reserves the right to not appoint a provider of Stallholder Management Services resulting from

submissions for this RFQ. Following the appointment of a provider/providers the City of Parramatta reserves the right to

change the parameters of each event as detailed below.

Enquiries: Any questions can be submitted by email to events@cityofparramatta.nsw.gov.au or you can contact Josh

Engelbrecht on (02) 9806 5434.

Section 2 - Event Specific Information

A. Parramatta Lanes

Event Details

Event Date/s: Tuesday October 10 – Friday October 13, 2017

Event Location: Various locations Parramatta CBD

Event Start: 5 pm

Event Finish: 10, 11, 12 October - 10 pm; 13 October - 11 pm

Bump in of Stallholders: Tuesday 10 October, prior to event

Bump out of Stallholders: Post event, Friday 13 October and Saturday 14 October

General Event Description: Parramatta Lanes is a food, art and music event that operates in conjunction with Good Food

Month in October of each year. Lanes are activated throughout the Parramatta CBD with food stalls, entertainment and

art. The event is now in its 6th consecutive year.

Crowd Attendance and estimated crowd profile: In 2016 the event attracted 90, 000 people across the 4 nights, starting

slowly on Tuesday and building to a crowd of approximately 50,000 on Friday. The attendance profile expected for this

year is as follows:

General CBD Attendance

Tuesday 10: 15, 000

Wednesday 11: 22,000

Thursday 12: 38,000

Friday 13: 60,000

Event Profile: Refer to map 1 below. These maps refer to the 2016 event layout. Whilst the 2017 event will likely be held

across more sites than in 2016, applicants should supply quotes applicable to the sites and profile indicated below,

expected patronage and the above indicated times. The successful applicant will be asked to requote on an updated

scope of work closer to the actual event date.

The sites will be set up with a configuration similar to the following:

1. The Piazza

• 6 x Food Stalls

• Live stage music

2. Centenary Square

• 1 x Temporary Bar

• 5 x Food Trucks

• 1 x Food Stall

• DJ/Background music

3. Leigh Memorial Church and the Fellowship Centre

• 3 x Food Stalls

• Performance space inside church hall

4. Batman Walk

• 1 x Temporary Bar

• 4 x Food Stalls

• Live stage music

6. Roxy Car Park

• 2 x Temporary Bars

• 4 x Food Stalls

• Live music and performance

7. Red Cow Lane

• Art Lane – art exhibition and thoroughfare

8. Pineapple Lane

• 1 x Temporary Bar

• 1 x Food Stall

• 1 x Food Truck

• Small outdoor cinema setup

9. Willow Grove

• 1 x Temporary Bar

• 5 x Food Stalls

• Live music

10. Erby Place/The Emporium

• 1 x Temporary Bar

• 1 x Food Stall

• 1 x Food Truck/Stall

• Live music

11. UNE

• 2 x Food Stalls

• Live music and performance

Map 1 (2016 Event) – CBD Sites

B. Loy Krathong 2017

Event Details

Event Date/s: Saturday November 18, 2017

Event Location: Parramatta River Foreshore between Barry Wilde Bridge and Elizabeth St footbridge

Event Start: 4 pm

Event Finish: 10 pm

Bump in of Stallholders: Saturday 18 November, prior to event

Bump out of Stallholders: Post event, Saturday 18 November

General Event Description: Parramatta’s Loy Krathong Thai Water Festival is Australia’s largest water festival. It is hosted by

the City of Parramatta in conjunction with the Tourism Authority of Thailand and the Thai Australia Association of New

South Wales. The festival is an opportunity to explore the exotic sights, sounds, flavours and spirit of Thailand. It attracts

approximately 10,000 people from Parramatta, Greater Western Sydney and Asian communities from all around Sydney.

The event showcases a variety of family activities, information booths about travel destinations in Thailand and a variety of

Thai food stalls.

Crowd Attendance: Approximately 10, 000

Event Profile: Refer to Map 1 below. This maps refer to the 2016 event layout and the 2017 event will have a similar

layout, across both sides of the Parramatta river. Applicants should supply quotes applicable to the sites and profile

indicated below, expected patronage and the above indicated times. If necessary, the successful applicant will be asked

to requote on an updated scope of work closer to the actual event date:

The site will constitute approximately:

• 18 x food stalls

• 4 x product/merchandise sales stalls

• VIP catering and dining marquee

• First Aid marquee

• 4 x activity workshops

• 1 x Bar

• Stage Ops marquee and three (3) dressing rooms

Map 1

Loy Krathong Site Plan 2016, Parramatta River Foreshore

C. Australia Day 2018

Event Details

Event Date/s: Friday 26 January 2018

Event Location: Parramatta Park

Event Start: 6.00 am

Event Finish: 9.15 pm

Bump in of Stallholders: Thursday 25 January and Friday 26 January, prior to event

Bump out of Stallholders: Post event, Friday 26 November

General Background and Event Description:

Australia Day is a 15-hour free public event that has been running in Parramatta for 30 years.

The event primarily attracts a family audience however new components such as CARnivale and Hottest 100 attract a

broader demographic.

Australia Day is made up of the following components (refer also to the 2017 Site Plan below – Map 1):

• Aerial (6am – 11am). Aerial is based around a hot air balloon display commencing at dawn.

• Big BBQ (6am – 8pm). The Big BBQ is based around a BBQ competition, with teams cooking for over fifteen hours

to prepare their best offerings for the judges.

• CARnivale (10am – 5pm). CARnivale has been taking place for over 29 years in Sydney in various locations and in

2016 it found its home in Parramatta. It features a display of between 400 – 600 vintage cars, fire trucks and

motorcycles.

• Kids Crescent (10am – 4.30pm). Kid’s Crescent, held adjacent to the main stage, is full of workshops and

entertainment for children. Interactive workshops, face painting and a stage program will be taking place in the

shady Crescent, with spots for parents to enjoy a coffee as well.

• Kid’s Rides & Activation (9am – 5pm). Amusement rides and various stalls and family activity will be taking part

near the George St gatehouse throughout the day.

• Hottest 100 (12pm – 8pm). After Aerial concludes in the morning, the Cattle Paddock hosts the Hottest 100,

featuring six unearthed artists and broadcasting the countdown.

• Concert (4.30pm – 9.00pm). The Concert will take place in the Crescent and features a line-up of current artists.

The event concludes with a 10 minute fireworks display at 9pm.

Fireworks Display: The fireworks spectacular forms the culmination of the Australia Day. It follows immediately on from the

headline act of the Concert. The sound-track and fireworks will build on the atmosphere generated by the concert as the

finale of the show.

Crowd Attendance: 60, 000 across the day

Event Profile: Refer to Map 1 below. The maps refer to the 2016 event layout and the 2017 event will have a similar

layout. Applicants should supply quotes applicable to the sites and profile indicated below, expected patronage and the

above indicated times. If necessary, the successful applicant will be asked to requote on an updated scope of work closer

to the actual event date:

The sites will be set up with a configuration similar to the following:

Aerial/Hottest 100/Big BBQ – Western side of the Park:

• 13 x food stalls

• 12 x BBQ smoker’s competition tents

• Bar area

• 2 x stages

• Information fete stall

• Ticket fete stall

• Tethered Balloon Ride sites

• BOH Area including:

o 3 x dressing rooms

o Outdoor Broadcast compound

o Stage BOH areas

• Fireworks Firing Zone

The Concert Site and Kids Crescent

• 7 x food stalls

• 6m x 18m VIP marquee and tables and chairs

• Main Stage – 22.7m x 16.4m

• Kids Crescent Stage – 6m x 6m

• Tables and chairs

• Stage Compound and BOH area including 4 x site sheds

• 5 x workshops and workshop storage area

Monumental Lawn – above (south of) the Crescent

• 8 x food trucks

Kids Rides (Eastern side of the Park)

• 3 x food stalls

• Children’s amusement rides

CARnival

• 2 x food stalls

• Sponsorship fete stalls and marquees

• Marshall tents

• Children’s rides

• Display area for 300 vehicles

Map 1

Site Plan, Australia Day 2017, Parramatta Park

D. Lunar New Year 2018

Event Details

Event Date/s: Friday 16 February 2018

Event Location: Centenary Square

Event Start: 4.30 pm

Event Finish: 9.30 pm

Bump in of Stallholders: Friday 16 February, prior to event

Bump out of Stallholders: Post event, Friday 16 February

General Event Description: Lunar New Year is an annual community festival to mark the New Year in the Chinese and Asian

Calendars.

The event includes a main stage entertainment program from 5:00 - 9:00pm and has a strong food focus. There is also a

family focus to the event and this includes interactive workshops, games for children and families and various workshops

and themed craft activities.

The event will also feature a firecracker display during the evening and fireworks finale at 9:00pm at Town Hall.

Crowd Attendance: Approximately 5, 000 people across the evening.

Event Profile: Refer to Map 1 below. The maps refer to the 2016 event layout and the 2017 event will have a similar

layout. Applicants should supply quotes applicable to the sites and profile indicated below, expected patronage and the

above indicated times. If necessary, the successful applicant will be asked to requote on an updated scope of work closer

to the actual event date.

The site will be set up with a configuration similar to the following:

• 11 x food stalls

• 2 x food trucks

• Bar Area

• Stage

• Information fete stall

• 5 x sponsor stalls

• Workshop area

• First Aid Marquee

Map 1

Lunar New Year 2017, Centenary Square Parramatta

Firing Site