Winter Harvest Festival 2027 - Marquee & Underhire Supplier

Scenic Rim Regional Council is seeking quotations from suitably qualified suppliers to provide marquee and underhire services for the 2027 Winter Harvest Festival, to be held in Kalbar on Saturday 26 June 2027.

The successful supplier will provide a full-service solution including the supply, delivery, installation, furniture placement, dismantle and collection of event infrastructure across multiple festival locations. Required infrastructure includes, but is not limited to, marquees, furniture, staging, fencing, flooring, crowd control barriers, décor items and associated underhire equipment.

The festival is expected to attract approximately 5,500 attendees and operates across several locations throughout Kalbar including George Street, Kalbar Civic Centre Park, Salvation Army Grounds, School of Arts precinct and surrounding activation areas.

The contract period is anticipated to commence on 1 May 2027 and conclude on 30 July 2027. Installation will occur on 24-25 June 2027, with dismantle occurring on 26-27 June 2027.

Services must be delivered onsite in Kalbar, Queensland.

Please refer to the RFQ documentation for the full scope of works, equipment schedule, production schedule and submission requirements.

Background information / Compatibility requirements

Winter Harvest Festival is the flagship event of Scenic Rim Eat Local Month and is a major regional food, farming and tourism event. The festival requires a supplier with demonstrated experience delivering infrastructure for large-scale outdoor events and food and wine festivals of comparable size and complexity.

The successful supplier must:

- Provide high-quality event infrastructure suitable for a premium regional food and wine event.

- Supply sufficient inventory and resources to service multiple event locations simultaneously.

- Provide an experienced Project Manager as the primary point of contact throughout planning and delivery.

- Deliver all infrastructure within the prescribed production schedule and road closure constraints.

- Provide all required engineering certifications, structural documentation, safety plans and risk management documentation.

- Ensure all equipment complies with relevant Australian standards, WHS legislation and event requirements.

- Maintain the capability to respond to weather conditions and operational changes throughout the event period.

- Hold Public Liability Insurance with a minimum coverage of $20 million.

Desired Outcomes ('Nice to haves', Conditions & Warranties, SLA's, Project benefits): - Proven experience delivering infrastructure for regional festivals, food and wine events or major outdoor community events.

- High presentation standards with clean, well-maintained stock.

- Ability to provide alternative or more cost-efficient marquee configurations where appropriate.

- Strong project management, communication and onsite support capability.

- Capacity to provide sponsorship support or value-add opportunities through discounts or in-kind contributions.

- Commitment to safety, quality service delivery and collaborative event planning.

Council is seeking competitive pricing and value for money while ensuring the successful delivery of a high-quality visitor experience.

Questions asked by the buyer:

The successful supplier will be required to enter into Scenic Rim Regional Council's Goods and Services Contract. A draft contract is attached to this Request and forms part of the RFQ documentation. By submitting a response, suppliers acknowledge they have reviewed the draft contract and confirm their ability to enter into the contract substantially in the form provided. Any proposed departures, qualifications or requested amendments must be clearly identified in the response.

Buyer: Scenic Rim Regional Council

Buyer location: 82 Brisbane St, Beaudesert, Queensland 4285, Australia

VendorPanel reference: VP528814

Opens: Friday 09 October 2026 (E. Australia Standard Time)

Closes: Wednesday 28 October 2026 12:00 PM (E. Australia Standard Time)

Supplier query cut-off: Wednesday 28 October 2026 12:00 PM (E. Australia Standard Time)

Expected decision: Wednesday 25 November 2026 (E. Australia Standard Time)

Categories: Event Management & Services; 1: Event Equipment Hire

Regions of service: Queensland; 1: Brisbane; 2: Darling Downs; 3: Gold Coast; 4: West Moreton; All Regions of Service locations are within Australia.

Tender documents: 3

Published on VendorPanel Public Tenders. Documents and responses require free VendorPanel supplier registration.