Pakenham Carols by Candlelight 2024 and 2025

Key points

• A local community group will manage the planning and coordination of Pakenham’s Carols by Candlelight events in 2024 and 2025. 
• From June to July 2024, Council sought Expressions of Interest from community groups for the event management of Pakenham Carols by Candlelight events in 2024 and 2025. 
• Expression of Interest applications closed at 5pm on Friday 5 July 2024. 

Application timeline

• Expressions of interest opened from 9am, Wednesday 12 June 2024. 
• Expressions of interest closed at 5pm, Friday 5 July 2024. Late applications will not be accepted.
• Council will notify the successful applicant by Friday 26 July 2024.

Event requirements

The Pakenham Carols by Candlelight events for December 2024 and 2025 will be hosted at Toomuc Recreation Reserve, Pakenham. 

Typically attracting around 2,000 attendees each year, Pakenham Carols by Candlelight is a large outdoor community event celebrating the festive season with Christmas carols performances. Some past events have included pre-performance entertainment and attractions as well as post-performance fireworks. 

The successful applicant will commit to planning and hosting a large outdoor event on one of these dates: 

• Sunday 1 December 2024 
• Friday 6 December 2024 
• Saturday 7 December 2024 
• Sunday 8 December 2024 
• Saturday 6 December 2025 
• Sunday 7 December 2025 

The 2024 event date should be nominated in the Expression of Interest form. 

The event will also need to feature: 

• Christmas carols performances 
• Post-performance fireworks for the 2024 event (optional for 2025 event) 
• Pre-performance entertainment and attractions (optional for both 2024 and 2025 events) 

Application inclusions

Expressions of Interest should address the following:  

• What previous experiences does your organisation / team have to deliver the event?  
• An outline of the event scope (for example, pre-entertainment, followed by carols, food trucks and fireworks). 
• The intended event date for the 2024 event, and a date preference for the 2025 event. 
• An estimate of approximately how many people will be involved in the delivery of the event (including volunteers)? 
• Whether you are coordinating any other events in the 6 months leading into the Christmas period for 2024? 
• A list or link to any videos of previous events, an event website, etc. 
• Whether you have already identified any opportunities to seek sponsorship?  

Council assistance available

Council will support the event managers with up to $40,000 and in-kind support including: 

• Waiver of event site hire fees 
• Provision of fireworks held over from 2023 event (for the 2024 event only) 
• Provision of 4,000 led light candles held over from the 2023 event (for the 2024 event only) 
• A Council Officer who will be available to support the development of traffic management plans and obtain relevant permits.  

Council Officer time will not include organising any event activities or delivery of the event. 

The successful event manager is encouraged to source other grants and sponsorship opportunities to support the delivery of the event. 

Questions?

How can I submit an application?

Applications will only be accepted via the SmartyGrants platform.

When do applications open?

Applications open on Wednesday, 12 June 2024 at 9am.

When do applications close?

Applications close on Friday, 5 July 2024 at 5pm. No late applications will be accepted.

What should be included in the application?

The proposed date must be included in the application. Additionally, applications must include quotes where appropriate or detailed estimates of deliverables.

When will successful applicants be notified?

Successful applicants will be advised by Friday 26 July 2024.

What support will the Council Officer provide?

The Council Officer will be available to support the development of traffic management plans and obtaining relevant permits. However, their time will not include organising any event activities or delivery of the event.

Are there any fees for using Toomuc Reserve Pakenham?

Ground hire fees for the event at Toomuc Reserve Pakenham will be waived. However, this does not include access to the pavilion.

When will Council donation, fireworks information, and Led Light candles be released?

Council donation, fireworks information, and 4,000 LED light candles will be released upon confirmation of the event scope with the Council Officer.

What requirements apply after the event?

Reporting and acquittal requirements after the event are required.

What event requirements should be considered during the application process?

The following requirements are not necessary at the application stage but should be considered:

• Risk Assessment
• Detailed Site Map
• Public Liability Insurance
• Traffic Management engagement and plans
• Emergency Management plans
• Sound and lighting requirements
• Stage requirements
• Auslan
• Portable toilets
• First aid
• Security
• Bins
• Marketing and reporting

What considerations are there for the music component of the event?

Consider whether sound will be live (e.g., a band) or backing tracks. Also, consider who will perform the carols (e.g., schools, choirs).

Is sponsorship required for the successful applicant?

Sponsorship opportunities are encouraged but not an expectation for the successful applicant. 

For more information and enquiries, please email mail@cardinia.vic.gov.au, with the title ‘EOI Carols’.