Key points

• Council is seeking expressions of interest for a local community group to manage the planning and coordination of the 2025 Community Carols by Candlelight event.
• Community groups can now submit an Expression of Interest to run the 2025 Carols by Candlelight.
• Expression of Interest applications will close at 5pm on Friday 13 June 2025.

Expressions of Interest 2025 event management

Expressions of interest are now open for interested local community groups to apply to manage the 2025 Carols by Candlelight.

Submit an Expression of Interest form

Application timeline

• Expressions of interest are open from 9am, Thursday 29 May 2025.
• Expressions of interest will close at 5pm, Friday 13 June 2025.
• Council will notify the successful applicant by Friday 27 June 2025.

Late applications will not be accepted.

Event requirements

The 2025 carols by candlelight event will be held in December.

In previous years, the event has typically attracted around 2,000 attendees each year, 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:

• Saturday 6 December 2025
• Sunday 7 December 2025

The 2025 event date should be nominated in the Expression of Interest form.

The event will also need to feature:

• Christmas carols performances
• Optional post-performance fireworks
• Optional pre-performance entertainment and attractions

Event options

To accommodate different scales of celebration, we are offering two event options. Community groups can apply for either a large-scale event or a small-scale event. Please indicate in your application which option you are applying for:

Option 1: large-scale event

Funding available: Up to $40,000.

Estimated attendance: Minimum 2,000.

Additional support:

• Waiver of event site hire fees for Toomuc Recreation Reserve.
• Provision of 1,500 LED light candles held over from the 2024 event.
• A Council Officer available to support the development of traffic management plans and obtaining relevant permits.

Business and community engagement: Encouraged to partner with local community groups and businesses in some way (i.e. using them as suppliers, marketing support, event day activations or involvement).

Council engagement:

• Prominent placement of Council’s logo on all promotional material preceded by the text “proudly supported by”.
• Invitation for Mayor and/or Councillor involvement (speeches, meet and greet community, photos, etc.).
• Opportunity for Council to provide signage and branding.
• Opportunity for tickets to be used as part of competitions and giveaways, if a ticketed event.

Option 2: small-scale event

Funding available: Up to $10,000

Estimated attendance: Minimum 500

Additional support:

• Waiver of event site hire fees for a suitable event site within Pakenham.
• Provision of 375 LED light candles held over from the 2024 event.
• A Council Officer available to support the development of traffic management plans and obtaining relevant permits.

Business and community engagement: desirable to partner with local community groups and businesses in some way (i.e. using them as suppliers, marketing support, event day activations or involvement).

Council engagement:

• Council’s logo on promotional material preceded by the text “proudly supported by”.
• Invitation for Mayor and/or Councillor involvement (speeches, meet and greet community, photos, etc.).
• Opportunity for Council to provide signage and branding.

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 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 six months leading into the Christmas period for 2025.
• A list or link to any videos of previous events, an event website, etc.
• Whether you have already identified any opportunities to seek sponsorship.
• Current certificate of currency representing $20 million Public Liability Insurance to cover your event.

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 1,500 led light candles held over from the 2024 event.
• A Council Officer who will be available to support the development of traffic management plans and obtaining 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.

More information

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