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Byron Shire Council is seeking proposals for the planning and delivery of the Soul Street 2026 New Year's Eve event. This is a free, family-friendly event held in the centre of Byron Bay and along the foreshore, attracting up to 15,000 people. The event aims to enhance community safety through creative place activation and provide family-friendly activities in safe public spaces. The scope of work for the event manager includes overall event management, programming, event planning, marketing, stakeholder liaison, procurement of services (entertainment, security, first aid, food vendors), obtaining licenses, developing management plans (event, waste, security, emergency, noise, COVID-safe), and event evaluation. Council will manage approvals, budget, communications support, sponsor approval, and development applications. The budget for contract event management is up to $120,000. The event manager must ensure accessibility, inclusion, and local community benefit, with a requirement to allocate at least $5,000 to First Nations artists and programming. Sustainability is a key focus, including the elimination of single-use packaging and the implementation of a reuse system. The contract period is for 12 months, commencing on or before June 30, 2026, with completion and final reporting by February 27, 2027. A mandatory site walkthrough will be conducted on May 11, 2026. Quotes must be submitted electronically via VendorPanel by May 18, 2026. Evaluation will be based on price (20%) and non-price criteria (80%), including profile and experience, quality of resources, delivery plan, social procurement, sustainable practices, and local industry engagement. Specific requirements include a valid ABN, workers' compensation insurance, and adherence to modern slavery and child safe standards. The council will not contract with organizations that profit from offshore detention centres or have ties to Bravus Mining/Adani. Key deliverables include event management plans, risk assessments, and a final report. Payments will be made in four installments upon receipt of agreed deliverables.
The anticipated commencement date for the event management services is on or before June 30, 2026, and the completion date, including final reporting, is February 27, 2027.
Payments will be made in four installments to the respondent upon receipt of agreed deliverables on the agreed timeline.
Quotes will be evaluated by a combination of price (20%) and non-price criteria (80%), which include profile and relevant experience, quality and availability of resources, delivery plan, social procurement, sustainable practices, and local industry engagement.
Respondents must have a valid Australian Business Number (ABN), substantial conformance with conditions of contract and the brief, workers' compensation insurance for all employees, hold or be able to obtain specified insurances, and demonstrate satisfactory work health and safety and environmental management practices.
A site walkthrough will be conducted on May 11, 2026, at 10:30 am, and attendance is mandatory.
The supplier query cutoff date is Monday, May 18, 2026, at 04:00 am.
Quotes may be excluded from evaluation if they are received after the closing time, are incomplete, have unreadable electronic files, or are believed to contain viruses or malicious code. Additionally, council will not contract with organizations that profit from Australia's offshore detention centres, are involved with the Carmichael mine, or participate in modern slavery practices.
Byron Shire Council has a budget of up to $120,000 for the contract event management of Soul Street 2026.
