EOI Lake Mac Carols 2026 - Event Management Contractor

Lake Mac Carols is Lake Macquarie's biggest annual Christmas Carols event.

Lake Mac Carols presents a spectacular evening of entertainment featuring kids activities, food trucks, family friendly entertainment and a jam-packed main stage program - including a special visit from Santa! 

Approx. 12,000 - 15, 000 attendees descend onto Speers Point Park every year for the event. 

Event date: Sunday 13 December 2026
Event advertised time: 3pm - 9pm
Stage program times: 5pm - 8.45pm

LMCC is looking for one suitably qualified Event Management Contractor (The Contractor) to successfully deliver the end-to-end management of the Lake Mac Carols event on Sunday 13 December 2026. 

The successful contractor will be required to start planning no later than August 2026. 

The Contractor will be responsible for the comprehensive planning, coordination, management, and delivery of the event. This includes, but is not limited to, the following services:

1.  Contractor and Vendor Management  

The Contractor will: 

• Recruit, engage, contract, manage and induct all event personnel, including event staff, labour, security, cleaning, first aid, traffic control and catering staff (either directly or via subcontractors)

• Recruit, contract and coordinate stallholders and vendors in accordance with Council selection criteria (preference for locals) and recommended number/type of stalls (approximately 25–30 food and beverage operators and a few markets)

• Act as the primary point of contact for all contractors, suppliers, and stallholders

• Ensure appropriate staffing levels are maintained across all stages of the event (pre-event, event delivery, and post-event). 

 
2.  Site and Infrastructure Management

The Contractor will: 

• Procure and manage all event infrastructure including cyclone fencing, crowd control barriers, marquees, furniture, lighting (on event site and surrounding roads/carparks), coolroom, cable covers

• Coordinate and manage waste services, amenities (including portable toilets), and cleaning
  
  
• Procure and manage all elements of the stage production including stage extension (off existing stage), Stage riser for band, Audio, AV, lighting, Backline, LED screen (min 5.8m x 2.88m), delay speakers

• Oversee site preparation, including setup of infrastructure, installation of signage (safety, directional and branded), provision of portable water stations, and marking of site plans for stallholder bump-in
  
  
• Coordinate back-of-house requirements, including green room or operational spaces
  
  
• Supply and engagement of all necessary vehicles to assist with production set up and pack down. Including hire of an all-terrain forklift and jib (if required) to move concrete weights for big screen
  
  
• Christmas themed stage decorations.
  
  

3.  Event Operations and Logistics

The Contractor will: 

• Plan and manage all operational logistics, including venue coordination, supplier management, run sheets, risk management plans, traffic management, VMS boards, deliveries, and bump-in/bump-out, and inductions and safety briefings for staff and contractors 

• Deliver all aspects of event setup, live event operations, and pack-down 
  
  
• Assist event sponsors and LMCC activations including the VIP tent, with their bump in/out information and assist with setup and pack down if required. Some marquees for these activations are included in the budget allocation
  
  
• Manage and allocate space for a free community organisation to sell candles
  
  
• Manage the VIP tent setup, decoration, catering, reserved parking for VIPs, and liaison with Mayor, Councillors and Sponsors at the event 

• Ensure the event site is appropriately booked through Lake Macquarie City Council (LMCC) through an event licence application at least six weeks prior to the event date, including Emergency Management Plans and draft site plans

• Submit final site plans to LMCC for approval no later than six (6) weeks prior to the event

• Deliver an event that is accessible and adheres to plastic-free, sustainability principles
  
  
• Manage reserved parking area for performers, contractors and staff
  
  
• Allocate additional carparks for accessibility using LMCC provided bollards and signage. Traffic controllers can assist to manage these

• Assist with promotion of the event (optional) through own social media channels using only LMCC provided designs and approved copy
  
  
• Place event signage and branding through event site
  
  
• Create an operations tent for inductions and safety briefings, to be located next to the LMCC event information tent.

4.  Talent and Production

The Contractor will be responsible for talent acquisition and management of the event, including but not limited to: 

• Stage performers including Santa, solo Christmas carol singers, band ensemble, dancers, Acknowledgement of Country and Auslan Interpreters

• Booking artists, performers, band and entertainers (preference for locals). Negotiating performance fees including agent fees 

• Management of artists, performers, entertainers including contracts 

• Two Emcees working together to entertain the crowd in between performances 

• All administration and contracts associated with booking talent

• Required hospitality (and transport and accommodation if required) for artists, performers, entertainers  

• Production elements, including but not limited to, audio, AV, sound, lighting, delay speakers, and big LED screen 
  
  
• Film crew for live-feed onto the big screen 
  
  
• Management of content for the big screen (LMCC slides and videos, sponsor acknowledgement, stage performances, lyrics, inset for Auslan interpreters

• Insurances
  
  
• Management of all production elements through pre-event meetings with key performers, as well as stage management on event day, to keep performers and timings on schedule and create a seamless stage program.

5. Safety, Risk, and Compliance

The Contractor will: 

• Complete a risk assessment to cover all aspects of the scope of services outlined
  
  
• Undertake the role of Event Manager and associated roles under the Event Emergency Response Plan

• Procure and manage first aid and security services

• Conduct formal handover of the event site to security at the close and commencement of each event day (Friday 11 December to Monday 14 December)

• Undertake a post-setup inspection on event day and complete risk assessments confirming that all control measures are implemented

• Monitor safety compliance throughout the event and undertake periodic inspections, adjusting controls where required (e.g. in response to weather or operational changes) 

• Manage lost children throughout the event (a common occurrence at this event)
  
  
• Ensure all contractors’ safety procedures are compliant and effectively implemented. 

6. Onsite Management and Delivery

The Contractor will: 

• Be present onsite for the full duration of the event, including bump-in on Friday 11 December (min 2 staff), event day Sunday 13 December (min 6-7 staff), and bump-out Monday 14 December (min 2 staff)

• Provide overall event coordination to ensure efficient, safe, and high-quality delivery of all event components. 

7. Financial Responsibility

The Contractor will: 

• Ensure all services and deliverables outlined above are delivered within the allocated budget made available from LMCC

• Be bound by LMCC fees and charges and cancellation policies for stallholders
  
  
• Be responsible for any costs exceeding the allocated budget, unless otherwise agreed in writing. 

The contractor will:

• Maintain relevant insurances for the duration of the contract (minimum $20 million public liability insurance). 

• Be held responsible for any loss or damage caused by their actions and will be required to hold suitable insurances.
  
  
• Coverage required: 

• Public Liability not less than $20,000,000 
• Workers compensation covering all workers 
• Professional Indemnity

• Council will not assume responsibility for the delivery of the services specified in this scope, however will have an events team member onsite on event day to assist in monitoring the weather and to be the key contact between The Contractor and LMCC Marketing/Comms. 

• Council will provide examples of the following as part of the event kit: 

• • Event project plan and budget 

• • Location, site plan and licencing (including police liaison). 

• • Traffic management plan and parking 

• • Risk and emergency response plans 

• • Creative direction (Council’s vision for the event) 

• • Stage entertainment planning and program 

• • Stage entertainment contracting and management 
    
    

• Council Events Team will be responsible for: 

• • Sponsors
  • Marketing and promotion of even
  • Event photography
  • Provision of event signage, branding, and content for big screen 
  • Pre-event liaison with local Police (will then handover for event day to The Contractor)
  • Supply of some event equipment e.g. traffic cones, star pickets, cable ties, toilet paper
  • LMCC information tent personnel (located next to The Contractors event operations tent)
  • Liaison with Mayor and Councillors and Sponsors during pre-planning of the event in relation to the VIP tent/parking

The Payment for this contract is a combination of payment for service and the retention of stallholder fees.

1. Fee for Contractor, Stallholder and Entertainment Management delivery

This fee will be paid in three installments to cover the cost of paying all contractors to deliver the services listed in the Scope of Work.

LMCC will provide a list of the expectations for delivery of this element, including number, type and quality of product/service.

This fee has been calculated based on requirements to deliver the same events in 2025, with a CPI index added to cover potential increases in supplier pricing since 2025. Full details of this fee and the breakdown of items will be provided to you if you are the successful contractor. 

Contractor payment instalments:
1. Payment 1 = 50% of the fee. To be invoiced in October 2026. 
2. Payment 2 = 50% of the fee. To be invoiced in the week post event completion.

If the event goes ahead in its full capacity, and if the entire scope of work is executed to the satisfaction of LMCC, then any remaining funds from this fee which have not been spent, may be retained by the Event Management Contractor. Noting that it is not likely that there will be remaining funds. 

The Event Management Contractor is not required to seek pre-approval for each quote; however, they must provide LMCC with sufficient detail about the supplier quality and delivery standards prior to confirming their service, to ensure the supplier meets the expected level of event delivery standards. Each supplier must have adequate insurance and cancellation policies. This will be communicated through regular online meetings.

2. Fee for Event Management planning and delivery

$12,000 + GST paid as soon as the contract is signed. 
$6,000 + GST paid post event. 

3. Retention of Stallholder Fees

1. The Contractor shall retain all fees and charges collected from stallholders.
2. Invoice and payment received from stallholders will be managed directly by The Contractor.
3. The Contractor is required to charge stallholders at the rates prescribed by LMCC and adhere to the cancellation policy agreed upon at the time of appointment.
4. Note LMCC will place a limit on the number of stallholders per site, based on site capacity and expected attendance.
5. It is expected that there will be approximately 14 substantial food stalls, 9 snack/beverage stalls, and 5 market stalls at this event, equating to approximately $7725* + GST income.
6. Click here to view major events (5000 or more) stallholder fees and charges.

*dependant on stallholder type, size, numbers, and space within the site plan stipulated by LMCC during the planning phase. Site space can vary each year dependent on the space requirements allocated to such things as sponsors and LMCC activations.

In the event of adverse weather conditions, LMCC will consult with The Contractor to determine if the event can be delivered safety, with the intention of making a decision 24-48 hours before the event where feasible. 

Note that in making a decision based on adverse weather, there is consideration given to the safety and successful delivery of both the stage and stallholder elements of the event.

If Lake Mac Carols is cancelled by LMCC less than 72 hours prior to the event, The Contractor is entitled to retain 50% of stallholder fees. 

If cancellation by LMCC occurs more than 72 hours prior to the event, the Event Contractor is required to refund 100% of stallholder fees. 

If there are any fees non-refundable by hired contractors/entertainers booked and paid for by the Event Contractor, LMCC will cover the payment as long as there is proof that this aligns with the supplier's cancellation policy and that the terms of this cancellation policy are provided to LMCC in advance.

We are accepting expressions of interest from suitably qualified event management contractors who can fulfil the requirements for the event and are available for the dates specified. 

Applicants must be able to deliver the live site requirements across both event days.  

 Expressions of interest are open until 11am, Wednesday 22 July 2026. 

To apply please complete this EOI form.  

In your response, you will be required to outline your relevant experience and competency to deliver the event, your vision for the event, and attach your resume for review. 

Key Dates for Lake Mac Carols: 

Contact

If you have any questions relating to this application process or would like to discuss the details of your potential involvement prior to submitting an application, please contact Events and Festivals Leader, Natalie Watson via email at nwatson@lakemac.nsw.gov.au or ph. 02 4921 0295 during business hours Tue-Thur. For urgent enquiries on a Mon or Fri, phone 02 4921 0544 or events@lakemac.nsw.gov.au

Assessment Criteria

By submitting this Expression of Interest (EOI), I confirm to the best of my knowledge that the information provided is true and correct.

I understand the responsibilities, deliverables, and expectations associated with the role of Event Management Contractor for the 2026 Lake Mac Carols.

I confirm my ability to staff the event as required and provide the necessary resources to meet the event’s operational needs.

I understand if successful, I will be required to enter into a formal agreement with Lake Macquarie City Council and comply with the terms and conditions outlined in that agreement.

Thank you for taking the time to complete an Expression of Interest for Lake Mac Carols 2026. Applications close 11:00am, Wednesday 22 July 2026.

All applicants will be assessed by a panel of LMCC staff based on the quality of responses to the Assessment Criteria questions. Every applicant will be advised of the outcome by 5:00pm, Thursday 30 July 2026.

If you have any questions relating to this application process or would like to discuss the details of your potential involvement prior to submitting an application, please contact Events and Festivals Leader, Natalie Watson via email at nwatson@lakemac.nsw.gov.au or ph. 02 4921 0295 during business hours Tue-Thur. For urgent enquiries on a Mon or Fri, phone 02 4921 0544 or events@lakemac.nsw.gov.au