Expression of Interest: Catering Services Required Gascoyne Art Awards 2026 | Opening & Award Night

Invitation for Expressions of Interest

1. Event Overview

2. What We Are Looking For

We are seeking a caterer to provide a festive, sophisticated, and inclusive food experience across two service styles:

A. Roaming Canapés - Waiter-Served Sophisticated Finger Food

Elegant, bite-sized canapés circulated among guests by wait staff throughout the evening

A minimum of 5–6 varieties rotating throughout service

A balanced selection across seafood, meat, and vegan options

B. Table Nibbles - Grazing Boards & Platters

Beautifully presented grazing-style boards and platters placed on tables for guests to enjoy at leisure

To include a mix of fresh fruit, vegetables, dips, breads, cheeses, charcuterie, and sweet bites

Festive and visually appealing presentation

3. Key Requirements

The successful caterer must address the following:

Local Produce Focus

Showcase the Gascoyne region - we want our guests to taste where they are

Strong preference for locally sourced ingredients: Carnarvon tropical fruits & vegetables, Gascoyne pastoral meats, Shark Bay/Exmouth seafood, local honey, native ingredients, etc.

Dietary Inclusivity

Menu must cater for both vegetarians and meat lovers equally - not as an afterthought

Style & Presentation

Tapas-style - fresh, vibrant, shareable

Festive - this is a celebration! The food should feel special and generous

Fresh - emphasis on quality, seasonal, and locally grown fruit and vegetables

Presentation should complement the artistic nature of the event

4. Services to Be Included

Please indicate in your response whether you can provide the following:

•  Full canapé and grazing menu (food preparation and supply)

•  Wait staff for roaming canapé service

•  Setup and styling of all table platters and grazing boards

•  All necessary servingware, platters, napkins, and utensils

•  Full pack-down and clean-up after the event

•  Food safety and hygiene compliance

5. What to Include in Your EOI

Your Expression of Interest should include:

• Business name and contact details

• Brief overview of your business and relevant experience (particularly event/function catering)

• Proposed sample menu addressing both service styles (roaming canapés and table nibbles) - including vegetarian, meat, and seafood options

• Estimated cost per head (or total cost based on 80 guests) - broken down if possible

• Staffing plan - number of staff provided (if applicable) 

• Any photos or references from previous events (if available)

• Availability to cater on the event date

Important Dates 

Closing date for EOI : Friday 15/05/2026

Final Caterer Confirmed : 22/05/2026

Event Date: 3/07/2026

Please provide your best value proposal based on the requirements outlined above. Budget will be discussed with shortlisted applicants.

How to submit: 

Please submit your Expression of Interest by Friday 15/05/2026 by COB to: 

Email: artgallery@carnarvon.wa.gov.au

In person:  3 Francis Street Attn. Keely Robertson

For enquiries or further information, please contact: 

robertson.k@carnarvon.wa.gov.au

We look forward to receiving your proposals and working with a local caterer to deliver a truly memorable evening that celebrates both the art and the flavours of the Gascoyne.