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CITY OF PARRAMATTA MAJOR EVENTS
RFQ
PRODUCTION MANAGEMENT SERVICES
NEW YEARS EVE AND AUSTRALIA DAY
COMBINED
2018/19
City of Parramatta 126 Church Street, Parramatta, NSW
Table of Contents
Section 1‐ General Information for Applicants ....................................................................................... 2
Background ......................................................................................................................................... 2
Quoting Submissions .......................................................................................................................... 2
Selection Criteria ................................................................................................................................ 2
Section 2 – Event Parameters and Scope of Works ................................................................................ 4
New Year’s Eve ................................................................................................................................... 4
Event Details ................................................................................................................................... 4
Event Specific Scope of Works ‐ Production Management Services .............................................. 5
Australia Day 2018 ........................................................................................................................... 13
Event Details ................................................................................................................................. 13
Event Specific Scope of Works ‐ Production Management Services ............................................ 15
Section 1‐ General Information for Applicants
Background
The City of Parramatta (CoP) presents a number of events across its event season for which
Production Management Services are required. These Include:
New Year’s Eve – December 31st
Australia Day – January 26th
The City’s New Year’s Eve and Australia Day events are two of the largest events on the Parramatta
event calendar and the City is looking to appoint a provider of Production Management Services to
service both events for the 2018/19 event season.
Quoting Submissions
Please provide an itemised quote for each event as per details listed in Section 2 below. In your quote
please indicate ex GST costs for the provision of services as detailed for each event under “Event
Specific Scope of Works”.
All submissions must include:
Public Liability Insurance details, Professional Indemnity Insurance details and Workers
Compensation Insurance details. Please forward certificates of currency with your quote/s.
Public Liability Insurance cover must be for a minimum of $20, 000, 000 per instance.
Professional Indemnity Insurance for a minimum of $1, 000, 000 per instance.
A CV or company profile that:
o indicates three (3) examples of other major events you have previously serviced and
your role in servicing those events
o includes the contact details for two (2) referees that we may contact
All quotes must be submitted no later than 5.00pm, Monday 13 August 2018 and should be
emailed to [email protected]
Selection Criteria
Quotes will be assessed on:
Pricing (value for money)
Experience
All proposals will be evaluated by a panel. The City of Parramatta aims to make appointments by 17
August, 2018.
The City of Parramatta reserves the right to change the parameters of each event as detailed below.
The City of Parramatta reserves the right to not appoint a provider of Production Management
Services resulting from submissions for this RFQ.
Section 2 – Event Parameters and Scope of Works
New Year’s Eve
Event Details
Event Date/s: Monday 31 December 2018
Event Location: Parramatta Park
Event Start: 4.00 pm
Event Finish: 9.15 pm
General Event Description: Parramatta New Year’s Eve is a major event produced by City of Parramatta
Council and attracts a family friendly crowd of up to 60,000 people to watch the stage performances (from
6pm) and the 9pm fireworks.
The event activates five sites across the Park (detailed below). Please refer to the 2017 site plans below (Maps
1‐5).
Crowd Attendance: Crowd numbers increase rapidly between 6:30pm ‐ 8:30pm in anticipation of the 9pm
Fireworks display. Estimated peak crowd of 60, 000 people for Fireworks viewing.
Fireworks Display: The NYE fireworks spectacular is the premier fireworks display for the City of Parramatta
and is the finale for NYE event celebrations in Parramatta Park. It follows immediately on from the stage
headline acts and, along with the accompanying soundtrack, is aimed at building on the atmosphere generated
by the stage performances. The display has three firing sites – 1 in the Cattle Paddock and two on the northern
side of the river, behind the Crescent Amphitheatre.
Crowd Attendance: 60, 000 in attendance for the fireworks spectacular.
Estimated Crowd Profile:
4.00 pm – 500
5.00 pm – 1 000
6.00 pm – 5 000
7.00 pm – 20 000
8.00 pm – 40 000
8.30 pm – 60 000
Event Profile: The maps below refer to the 2017 event layout and the 2018 event will have a similar layout.
Applicants should supply quotes applicable to the site layouts and task overview indicated below. If
necessary, the successful applicant will be asked to requote on an updated scope of work closer to the actual
event date.
Program Overview: The programming for the event includes two main stages, programmed with live acts from
6pm – 9pm. The stage in the crescent amphitheatre is the main stage and will show a program of live bands
(approx. 6 ‐8 musicians) and singers, with an MC and welcome to country. The screens in both the crescent
amphitheatre and the picnic lawns site will showcase this stage program, sponsors and Lord Mayor’s messages
and promotional materials for City of Parramatta major events. It’s a family‐friendly, free concert that provides
a fun and lively programmed easily accessible to a wide audience, providing entertainment and audience
engagement in the lead up to the 9pm Fireworks.
The second stage is programmed heavily for children, with a mix of different children’s performers throughout
the night. It will include one showcase appearance from a children’s TV series or characters, as well as
comedians, interactive acts with audience participation, bands, singers, and an MC. The screen in this area will
show the children’s stage.
There will also be a series of roving performers (stilt walkers, bands, comedians, characters etc.) who will
travel through all event sites on the night between 5pm – 8:30pm.
See Appendix A for a programming summary for NYE for 2017.
The event sites will be set up with a configuration similar to the following:
Crescent Amphitheatre Area:
• Main stage and BOH compound
• 4 x food stalls (top of the hill)
• 1 x product/merchandise sales stall (top of the hill)
• First Aid marquee and information booth
Pavilion Flats / The Fairground Area:
Second stage & stage program
Additional screen
3 x food stalls
2 x product/merchandise stalls
face painting stall
First Aid marquee and information booth
6 x Amusement Rides
Coronation Hill / The Picnic Lawns
8 x food stalls
Large screen with content from Crescent Amphitheatre
Tables & chairs
Cattle Paddock / Carnival on the Green Area:
• 4 x food stalls
• 3 x product/merchandise stalls
• A face painting stall
• First Aid marquee and information booth
• 8 x Amusement Rides
Monumental Lawns / The Food Village Area:
• 8 x food stalls
• Table and chairs
Event Specific Scope of Works ‐ Production Management Services
The provider will be responsible for:
1. Pre‐event and event day artist management (once booked by CoP) and liaison, including
I. Collate artist production (LX and Audio) requirements for CoP to order
II. Collate any other artist requirements and riders
III. Coordinate artist access to and from event site
IV. Coordinate artist sounds checks or rehearsal requirements and work with CoP to build
programming and production schedules as required
2. Pre‐event planning and management including
I. Provision of a manager to liaise with CoP as required to develop production and
programming schedules
II. Manager, and staff where possible, to attend meetings at Council as required
III. Manager + staff to attend pre‐event on‐site safety briefing
IV. Provide pre‐recorded stage announcements as required by CoP
V. Produce fireworks soundtrack in conjunction with CoP events team and pyrotechnics
providers
3. On‐site requirements
I. Manage all artists and artist requirements on site
II. Stage manage both stage shows on evening. Staffing to be agreed on by CoP according
to requirements.
III. Coordinate and manage all roving performers on evening
IV. Be available to respond to communications with CoP events team as required
V. Coordinate with screen operators during show
VI. Main stage manager to manage coordination of fireworks show in coordination with
Event Control, screen providers and pyrotechnics providers
4. Post event requirements
I. Post artist services (liaison with artists to fill out APRA forms + send to CoP, any post‐
event requirements with artists)
II. By Friday 19 January 2019: provision of a post‐event report that details issues, what
worked well at the event, suggestions for improvement for future years and a detailed
report
Map 1: NYE whole of Site, Parramatta Park
Map 2: Carnival on the Green
Map 3: The Food Village
Map 4: The Crescent
Map 5: The Fairground
Map 6: Coronation Hill
Australia Day 2018
Event Details
Event Date/s: Saturday 26 January 2019
Event Location: Parramatta Park
Event Start: 6.00 am
Event Finish: 9.15 pm
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 (6.00 am – 11.00 am). Aerial is based around a hot air balloon display commencing at dawn.
• Citizenship Ceremony (8.00 am – 11.00 am). City of Parramatta is holding the rights to the ‘Guinness
book record’ for Australia’s largest citizenship ceremony currently held by Melbourne, attracting
positive media for Parramatta, attendance by the Governor and Premier of NSW. The goal is 3000
new citizenships to take place on the day.
• CARnivale (10.00 am – 5.00 pm). 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.
• Big BBQ (11.00 am – 7.30 pm). The Big BBQ is based around a BBQ competition, with teams cooking
for over fifteen hours from the day prior to prepare their best offerings for the judges.
• Kids Crescent (11.00 am – 4.30 pm). 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.
• Parravision (2:00pm – 6:00pm) Now in its fourth year in 2019, Parravision is one of the highlights of City of Parramatta’s spectacular Australia Day celebrations, showcasing the talents of the City’s emerging performing artists.
• Kid’s Rides & Activation (9.00 am – 5.00 pm). Amusement rides and various stalls and family activity
will be taking part near the George St gatehouse throughout the day.
• Small Stage in Kids Area (10.00 am – 5.00 pm)., small community stage with acts for parents and
children
• Concert (8.00am – 9.00 pm). The Concert will take place in the Crescent and features a line‐up of
current artists as well as the largest citizenship ceremony in Parramatta and the Eurovision of
Parramatta. 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 soundtrack and fireworks will build on the atmosphere generated
by the concert as the finale of the show.
Crowd Attendance: 80, 000 across the day
Event Profile: Refer to Map 1 below. The maps refer to the 2018 event layout. The 2019 event will have a
different layout with comments mark with an asterisk. Applicants should supply quotes applicable to the site
layout 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.
Program Overview: The Australia Day program will see a host of performances starting from 8:00am right
through until 9:00pm across three different stages in Parramatta Park. Welcome programs will start off the
day at the main stage at the Crescent leading into the Citizenship ceremony. Later in the day, from 6:00pm ‐
9:00pm, the Crescent will feature a non‐stop three hours of performances. From 2:00pm ‐ 6:00pm the
Parravision stage will showcase City of Parramatta emerging performing artists and talents. The third stage is a
smaller community stage in Kids Area (10:00am ‐ 5:00pm) with acts for parents and children.
The sites will be set up with a configuration similar to the following:
Aerial/Big BBQ – Western side of the Park*:
• 13 x food stalls
• 10 x BBQ competition team tents
• Bar area
• 2 x stages
• Information fete stall
• Ticket fete stall
• Tethered Balloon Ride sites
• BOH Area including:
3 x dressing rooms
Outdoor Broadcast compound
Stage BOH areas
• Fireworks Firing Zone
* The team is reviewing the design and location of the above setup (with the exception of the hot air
balloons) It is very possible once the aerial program concludes at 10am, the Cattle paddocks will be vacated
leaving the area to just have the exclusion zone for the 9pm fireworks)
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
* The team is reviewing the design and location of the above setup (with the exception of the hot air
balloons) It is possible the Kids Crescent be moved towards Monumental Hill or Monumental Lawn
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
There are plans to include more activations in this side of the park for 2019
CARnivale
• 4 x food stalls
• Sponsorship fete stalls and marquees
• Marshall tents
• Display area for 400 vehicles
Event Specific Scope of Works ‐ Production Management Services
1. Event planning, budgeting, project management
I. Following appointment, the Supplier will meet with Council in order to agree on and
refine the scope of works and sign off on an agreed budget outlining all staff and
administrative costs.
II. Provision of a production manager to liaise with CoP as required.
III. Attendance of key company staff at meetings at Council Offices and on‐site as required.
IV. In conjunction with the CoP Production Manager, help finalise the design of BOH layout
for stage areas and final placement of production elements.
V. In conjunction with the CoP Production Manager, help finalise production equipment
needs.
VI. Production scheduling in conjunction with the CoP Production Manager, for all
production elements covering, audio, lx, screen and stage production through bump in,
event and bump out.
VII. Meet project management timelines including key milestones.
VIII. Provision of a post‐event acquittal in order to reconcile all‐costs and a full written event
debrief within three weeks of event including suggestions for improvement for future
years.
IX. Attendance at an event debrief meeting with Council.
2. Production Management/Programming
I. Pre‐event, event and post event liaison with CoP appointed production suppliers for the
overall efficient and timely management of the event.
II. Communication of production schedules to relevant production staff, suppliers and
subcontractors.
III. Coordination and oversight of all aspects of production installation (bump in), operation
and de‐installation (bump out) including:
a. PA for an open‐air amphitheatre venue (the Crescent, Parramatta Park) of a capacity
of 18, 000 people and associated FOH set up.
b. PA for the ‘Kids Crescent’ area (Location TBC), catering to a smaller crowd of
approximately 1000 people, maximum and associated FOH set up.
c. PA for ‘Parravision’ area (Location TBC) catering to a crowd approximately 3000
people, maximum and associated FOH set up.
d. Any other required audio elements as agreed with the supplier and CoP.
e. Any on‐site audio testing in accordance with timelines agreed with CoP.
f. Concert style lighting for a 20m stage and associated FOH set up.
g. Concert style lighting for a smaller stage of dimensions 6m x 6m and associated FOH
set up.
h. Any other required lighting as agreed with the supplier and CoP.
i. 2 x main stage screens. Approximately 15m2 each
j. Placement of camera positions for broadcast in conjunction with the Screen supplier
and CoP Producer.
IV. In conjunction with the Cop Production Manager, establish agreed power requirements
for all production elements, Stage and BOH areas and manage the onsite installation,
operation and bump out of such including any testing required.
V. Coordination of all production suppliers entering/exiting site during bump in, event day
and bump out
VI. On site management of all agreed production suppliers including WH&S oversite
VII. Ensure that all Production Staff, Production Suppliers and subcontractors are allocated
radios and that on site production communication integrates with whole of site
communication in accordance with the Radio Communications Plan
VIII. Working with CoP event management staff and responding to calls from site managers
and event production manager including possible requests and alterations made within
reason onsite to programming or production needs from CoP.
IX. Provision of pre‐recorded stage announcements as required by CoP.
X. Possible additional programming may be required at request of Event Producer – do not
quote on this item.
3. Stage, BOH and Artist Management
I. Collation of artist production (LX and Audio) riders and liaison with CoP appointed
production companies to ensure delivery.
II. Collation of any other artist requirements including
III. Preparation and management of artist hospitality riders.
IV. Full management of stage programs on both stages (Main and Kids Crescent) including
all aspects of artist liaison, scheduling and coordination in conjunction with the CoP
producer.
V. Coordination of all artist movements to and from site.
VI. Coordination of all artist on‐site movements in conjunction with an established traffic
management plan.
VII. Coordinate artist sound checks and rehearsals and work with CoP to build programming
and production schedule
VIII. Stage management and management of BOH artist accommodation in conjunction with
CoP.
IX. Show coordination in conjunction with the CoP show caller including coordination of all
production elements to synchronise with the end of show Pyrotechnics display.
X. Coordination of all stage dressings including drapes, backdrops, signage, decor and
banners including installation and de‐installation.
4. Production Staff Management and WH&S oversite
I. Suppliers event staff to attend pre‐event safety briefing and complete site inductions as
required.
II. Responsibility for own staff well‐being, provision of appropriate PPE and appropriate
meal break rostering.
III. Ensure that all Production Staff, Production Suppliers and subcontractors are inducted
on to site and adhere to WH&S regulations.
IV. In conjunction with CoP, assist in developing a comprehensive risk management plan
that covers all aspects that apply to Production management for the event.
V. Collate all sub‐contractor WHS documents including evidence of Workers Compensation
insurance, Public Liability insurance and safe work method statements.
VI. Ensure all relevant licences for production staff are obtained including EWP, forklift etc.
VII. Along with the appointed Site Safety Officer, ensure all production related workplaces
are safe and all electrical equipment tested and tagged.
VIII. Adhere to site and venue compliance and safety including liaison with CoP management
in order to ensure that all conditions of venue use are adhered to.
Map: Site Overview, Australia Day 2017, Parramatta Park
