Carols by Candlelight 2025

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.

Frequently asked questions

How can I submit an application?

Applications will only be accepted via the SmartyGrants platform.

When do applications open?

Applications open on Thursday 29  May 2025 at 9am.

When do applications close?

Applications close on Friday 13 June 2025 at 5pm. No late applications will be accepted.

What should be included in the application?

The proposed date must be included in the application. Additionally, applications must include quotes where appropriate or detailed estimates of deliverables.

When will successful applicants be notified?

Successful applicants will be advised by Friday 27 June 2025.

What support will the Council Officer provide?

The Council Officer will be available to support the development of traffic management plans and obtaining relevant permits. However, their time will not include organising any event activities or delivery of the event.

Are there any fees for using Toomuc Reserve Pakenham?

Ground hire fees for an event at Toomuc Recreation Reserve in Pakenham will be waived. However, this does not include access to the pavilion.

What requirements apply after the event?

Reporting and acquittal requirements after the event are required.

What event requirements should be considered during the application process?

The following requirements are not necessary at the application stage but should be considered:

• Risk assessment
• Detailed site map
• Public Liability Insurance
• Traffic management engagement and plans
• Emergency management plans
• Sound and lighting requirements
• Stage requirements
• Auslan
• Portable toilets
• First aid
• Security
• Bins
• Marketing and reporting

What considerations are there for the music component of the event?

Consider whether sound will be live (for example, a band) or backing tracks. Also, consider who will perform the carols (for exaple, schools, choirs).

Is sponsorship required for the successful applicant?

Sponsorship opportunities are encouraged but not an expectation for the successful applicant. 

More information

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