Key Deliverables 

Pre-Event Planning: 

• Developing strategic project timelines ensuring seamless execution from end-to-end.  

• Coordination and engagement with key stakeholders, including government agencies, local council, and cultural organisation’s. 

• Manage the event permit application and approval process with the City of Monash, ensuring compliance with all regulatory requirements and timely submission of necessary documentation. 

Marketing and Communication: 

• Development and execution of a strategic marketing and communication plan, ensuring cohesive messaging across all platforms. 

• Digital marketing and advertising strategy, including content creation, social media management, paid campaigns, and email marketing. 

• Publicity and media relations, including securing media partnerships, coordinating press releases, and engaging influencers to maximize exposure. 

• Community engagement initiatives designed to enhance inclusivity and participation. 

Programming  

• Coordinate program for main stage, cooking demonstration stage and activation zones. 

• Coordinate Hellenic Bar, licensed area  

• Coordinate formalities including street parade, speeches and VIP lunch. 

• Management of dignitary guest list  

Vendor Coordination  

• Efficient coordination of exhibitors and vendors, ensuring smooth operations and successful event integration. 

Festival Logistics & Operations

• Site Design & Layout: Strategic placement of activation zones, entertainment stages, vendor stalls, entry/exit points, and audience areas. 

• Infrastructure Setup: Overseeing installation of marquees, fencing, stages, seating, and utilities (power, water, sanitation). 

• Wayfinding & Signage: Directional and informational signage for efficient navigation. 

• Accessibility Planning: Ensuring the festival is accessible and inclusive. 

• Waste Management: Integration of sustainability-focused waste management initiatives to align with environmentally responsible practices. 

• Traffic and pedestrian management including coordination of traffic management plans, parking management and pedestrian access 

• Risk Management and Event Safety: Development and implementation of risk management and event safety plans, direct liaison with emergency services and oversight of compliance, ensuring all suppliers and vendors meet required safety and operational standards. Satisfy all Risk Management, OH&S, and other related legislative requirements, including Australian Standards, Worksafe legislation, and Council Policies such as the Safe Events Policy and approval process. 

Volunteer and Coordination

• Identify required volunteer and staff roles, preparation of position descriptions and coordination of staff rosters.  

Brand Activations & Sponsorship

• Successfully securing ongoing sponsorship support from key stakeholders to sustain and grow the festival. 

• Collaborating with sponsors to develop meaningful brand activations that enhance festival engagement and attendee experience. 

Funding 

• Identify and prepare grant applications for local and state government funding opportunities, manage grant processes and acquittals.  

 Program Highlights 

2024 Event Execution The 2024 Oakleigh Glendi Festival successfully delivered an immersive cultural experience, blending tradition with contemporary entertainment. The program included: 

• A diverse entertainment lineup featuring international and local Greek performers. 

• A curated selection of Mediterranean inspired food vendors including “pop-up” kitchens from some of Melbourne’s best eateries. 

• Hellenic Bar – licensed area 

• A cooking demonstration stage where celebrity chefs showcased authentic Greek recipes. 

• Interactive cultural exhibits and dance performances celebrating Greek heritage. 

• A welcoming and inclusive atmosphere for attendees of all backgrounds. 

Challenges Overcome 

• Large-Scale Crowd Management: Managing over 30,000 attendees across two days required strategic crowd control measures. Collaborations with Victoria Police and private security providers ensured smooth operations and public safety. 
• Logistical Coordination: Coordinating multiple entertainment areas cultural performances, and food vendors required meticulous planning and seamless execution. A structured bump-in and bump-out schedule ensured smooth transitions for vendors, performers, and production crews. 
• Dignitary and VIP Management: Managing a high-profile guest list of dignitaries and VIPs presented additional logistical challenges. Coordinating formalities, security arrangements, and hospitality required meticulous attention to detail and seamless communication between multiple stakeholders, ensuring a professional and smooth VIP experience. 

 Results & Impact 

The Oakleigh Glendi Festival continues to be a landmark event in Victoria, bringing together thousands to celebrate Greek culture while promoting multicultural inclusion. Fruitbowl Events’ expertise in event management, stakeholder coordination, and logistical execution has solidified the festival’s reputation as a high-caliber, culturally enriching experience. The festival’s success reflects our ability to deliver engaging, safe, and well-organized large-scale events that leave a lasting impact on the community.