EOI - Event Management Contractor - Float Your Boat 2026

Lake Macquarie’s iconic Float Your Boat Festival returns in June 2026, lighting up the lake and lifting community spirits. Over two nights, a dazzling flotilla of boats adorned with creative lighting displays, are vying for the Mayor's Choice Award and Newcastle Permanent’s People’s Choice Award for best light display. Any member of the public can enter a boat in the flotilla.  

Float Your Boat is made up of the following elements: 

1. The Illuminated Flotilla (on-water)

• • Night 1: Friday, 19 June 2026 – Western Lake Circuit
    Departs from Empire Marina, passing through Toronto, Coal Point, and Wangi.

  • Night 2: Saturday, 20 June 2026 – Eastern Lake Circuit
    Departs from Empire Marina, commencing at Belmont and continuing through Eleebana, finishing at Warners Bay.
    
    

2. Newcastle Permanent People’s Choice Award (online)
Voting will be open online for one week, allowing the public to choose their favourite illuminated boat. Boats with the highest votes will be awarded first, second, and third place.

3. Live sites (onshore)
Two (2) foreshore live sites encourage attendance at key viewing points to watch the flotilla pass by:

• • Toronto Foreshore live site  

• • • Date: Friday 19 June 2026 

• • • Time: 4:30pm - 8:30pm  

• • • Expected Attendees: Approx. 4000  

• • Warners Bay Foreshore live site 

• • • Date: Saturday 20 June 2026 

• • • Time: 4:30pm - 8:30pm  

• • • Expected Attendees: Approx. 5000   

The live sites are free, family friendly events that activate the shoreline, at primary vantage points for watching the flotilla. Each live site provides food, music, family friendly entertainment and illuminated elements such as lit up trees and roving performers. 

Lake Macquarie City Council (LMCC) is looking to partner with ONE suitably qualified local Event Management contractor, to successfully deliver the end-to-end management of the two live sites at Toronto and Warners Bay.    

The successful contractor will be required to start as soon as appointed (approximately 1 April 2026), and will be responsible for the following:

Contractor, Stallholder and Entertainment Management  
The following elements are to be coordinated and managed by the selected contractor, using the allocated budget as directed by LMCC:

1. Event Infrastructure - marquees, lighting, fencing, VMS boards, generators (if needed for stallholders) 
2. Waste Management
3. Amenities (portaloos)
4. Site and toilet cleaning
5. First Aid and Security 
6. Ambient lighting throughout site
7. Stage sound and lighting (utilising existing rotunda stage at each site)
8. Trio, Duo or small band on stage for the duration of the event (preference Lake Macquarie based artist/s)
9. Kids DJ (only at Warners Bay)
10. Illuminated engaging roving entertainment (preference Lake Macquarie based artist/s)
11. Event staff/Labour team 
12. Stallholder and vendor recruitment, contracting and coordination 

Site Management 

Provide a minimum of two staff for duration of the event from set up, through the delivery and until pack down is complete, to deliver the following:

1. Management of infrastructure and contractor bump in, setup and bump out
2. Installation of equipment such as Council branded marquees and portable water stations
3. marking up of site plans for stallholder bump in 
4. Bump in/out of all stalls and activities, including some arranged directly by LMCC such as the sponsor activation
5. VIP/staff parking management (one person to check names and direct)
6. Risk management and emergency response implementation as needed 
7. Installation of LMCC signage and branding across sites (corflute, feather banners, scrim)
8. Familiarity with the entire event including flotilla details, to be available to assist the public with their enquiries during the event at live sites

Planning services 

1. Provide a dedicated event manager to plan and coordinate all live site components of Float Your Boat 2026, from appointment until post-delivery 
2. Have the qualified ability and a suitable number of dedicated hours required, to deliver the services as listed, as well as attend site meetings and weekly online meetings with LMCC, throughout the planning as required  
3. Manage the finances for contractors and entertainers within the budget allocated, and make payments directly to these suppliers on time 
4. Abide by any LMCC site layout and design requirements
5. Required to submit two separate Event Licence application forms (for each live site) through the LMCC website, and upholding the event licence terms and conditions.
6. Resident notification letters delivered using LMCC template
7. Noise Management Plan for Toronto Foreshore 
8. Responsible for any loss or damage caused by their actions and will be required to hold suitable insurances. 
9. Liaise with LMCC staff and event sponsors who may have activations at each live site 
10. Risk Management planning and implementation, addressing all of the listed responsibilities
11. Emergency Management planning and initiation for onshore live sites
12. Undertake all due diligence and assume full responsibility for risk and emergency response management at live sites, and obtaining appropriate licenses, certificates and insurances to ensure the safe and effective delivery of the on land elements of Float Your Boat 2026
13. Be involved in, but not responsible for, discussions and decisions related to weather impacts to the event 
14. Assist with promotion of the event (optional) using only LMCC provided designs and approved copy
15. Provide a post-event report including site attendance and stallholder information
    
    

Management and administration of agreements and contracts with vendors and stallholders  

1. Be bound by LMCC fees and charges, selection criteria, and cancellation policies stallholders. 
2. Ensuring all contractors and entertainers have fair and clearly stated cancellation policies, and to provide notice of these policies to LMCC
3. Prioritise sourcing stallholders, suppliers and entertainers from the Lake Macquarie region. Refer to the Creative Business Directory - Lake Macquarie Arts
4. Confirm all suppliers, vendors and site plan no less than 3 weeks prior to event date. 

Maintain insurance coverage for all of your responsible elements relating to the live site events, for the duration of the contract, and be held responsible for any loss or damage caused by their actions. Coverage required: 

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

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

$36,000 + GST 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, as well as a small addition for contingency. 

Installments:
1. $12,000 + GST at least 4 weeks prior to event date
2. $12,000 + GST in the week prior to event delivery
3. $12,000 + GST 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.

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. This will be communicated through regular online meetings.

2. Fee for Event Management planning and delivery

$2,000 + GST paid as soon as the contract is signed. 
$2,000 + GST on delivery of the event.

3. Retention of Stallholder Fees

1. The Event Management Contractor shall retain all fees and charges collected from stallholders.
2. Invoice and payment received from stallholders will be managed directly by the Event Management Contractor.
3. The Event Management 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 6 food and beverage stalls at Toronto and 12 food and beverage stalls at Warners Bay, equating to approximately $4350* + GST income.
6. It is estimated that approximately 10 market stalls could be placed at the Warners Bay site, equating to approximately $1000* + GST income.
7. 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, LMCC activations, and performances. 

In the event of adverse weather conditions, LMCC will consult with relevant stakeholders 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 of both the on-land activities and of operating the boats in the flotilla.

If Float Your Boat 2026 is cancelled less than 72 hours prior to the event, the Event Management Contractor is entitled to retain the Fee for Event Management Planning and Delivery ($4000 + GST). 

If Float Your Boat 2026 is cancelled at any time, the Event Management Contractor is expected to return any fees paid for the purpose of contractor, stallholder and entertainment management to LMCC, with the exception of any fee which is non-refundable according to the supplier's cancellation policy. 

The cancellation policy relating to stallholders is dependent on the nature and timing of cancellation. There may be the need for the Event Management Contractor to fully refund the stallholder fees in the event of cancellation. For a full outline of cancellation or postponement conditions and payment terms, you may contact LMCC to receive a draft of the contract. 

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 can nominate to support one, two or three live sites.  

 Expressions of interest are open until 4pm, Tuesday 24 March 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 Float your Boat: 

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 Float Your Boat Festival.

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 Float Your Boat 2026. Applications close 4:00pm, Tuesday 24 March 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, Tuesday 31 March 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