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Image: Andy Miller - Midsumma Carnival 2017

This page contains information to assist those who are interested in registering a stall at Midsumma Carnival. Interested in being a  Food Vendor at Midsumma Carnival, Midsumma Pride March or Midsumma Horizon? If so, see Food Vendor Applications

On 20 January 2019, Alexandra Gardens will be transformed into a one-stop-party-shop, the queerest precinct in town for a day, and Midsumma invites your organisation to present yourself to an estimated crowd of 100,000 LGBTQIA-friendly people.

Throughout the event the Carnival attendees will set up picnics, watch hours of free entertainment, wander through the crowds of people and most importantly - find out about your business or community group! Come join the fun and be a part of Midsumma 2019, as we host over 150 stalls across the grassy lawns of Alexandra Gardens, populated by diverse community groups, government agencies, liaison units and commercial businesses.

We have a variety of options for stallholders to ensure you get the most out of your Midsumma experience.

Customise your stall by purchasing a powered site, extra marquee space, or additional tables and chairs.

Stalls are open to the public from 11am to 6pm on the day. Registered stallholders will be notified in December 2018 of set up and pack down ('bump in/ bump out') times.

Stall Registrations close at 5pm, Monday 29 October 2018. If capacity is reached prior to this date, registrations may close early in which case you will be placed on a waitlist.

Early bird pricing options close 5pm, Monday 30 July - don't delay!

Essentials

Overview

How do you get involved? Here are the first three steps to get you started!

  1. READ the information below, to ensure you are totally ready for Midsumma Carnival 2019.
  2. TALK to a Midsumma staff member about any queries you may still have. Call 03 9296 6600 or email [email protected].
  3. REGISTER and pay before COB Monday 29 October 2018. 

Note: Failure to provide payment and documentation by the due dates means you may miss out on a space at Midsumma Carnival.

View the Midsumma Carnival Stall Terms and Conditions.

Below you will find all the information needed about hosting a stall.

Can't find the answer? Email [email protected] or call 03 9296 6600 to have a chat.

Key Dates

Key Registration Dates

Earlybird Registrations Open: Monday 2 July 2018
Earlybird Registrations Close: 5pm, Monday 30 July 2018
General Registrations Close: 5pm, Monday 29 October 2018
Public Liability Insurance Due: 5pm, Monday 3 December 2018
Stallholder Information Pack Released: Early December 2018

Stall Specifications

What does your registration include?

Each general booking consists of the following:

  • 3 x 3m marquee space (marquee provided)
  • 1 trestle table
  • 2 plastic chairs

A maximum of four stall spaces may be purchased per order. The placement of individual stalls within the site will be determined by Midsumma staff once applications have closed and final stallholder numbers are confirmed.

Pricing Options

Midsumma strives to make the event as accessible as possible to all groups, so registration fees are based on the criteria your organisation or group meets.

Early Bird Eligibility

To be eligible for the early bird pricing, payment must be made by close of business on Monday 30 July 2018 either through our payment portal or by requesting an invoice.

Stall Categories and Pricing

Commercial Stall

Criteria: Operating for profit
Early bird price: $1,250   Regular price: $1,650
Examples:
Travel Consultancy
Hotels
Jewellery and Accessories

Large Community Organisations

Criteria: Annual Revenue of more than $350,000
Early bird price: $620   Regular price: $900 
Examples:
Local Council, State or Federal Government branches, offices or political parties
Local Council, State or Federal Government agencies or initiatives
National or international not-for-profit / community organisations
Private Health Organisations
Educational Institutions

Small Community Organisations

Criteria: Annual Revenue of less than $350,000
Early bird price: $350   Regular price: $560
Examples:
LGBTQIA+ social groups and sports teams
Health service not-for-profit / community organisations
Community theatre companies or artist-run gallery spaces

Shared Small-Community Stall

Includes sharing a 3x3m stall with one other community group: one trestle table and one chair provided per group.
Criteria: Available to a select number of small, volunteer run groups (no paid staff).
Shared Community Stalls have been developed following feedback that some groups want to represent themselves at Carnival, however cannot afford the fee of a full stall.
Please contact Midsumma to express interest in a shared community stall, by emailing [email protected].

All prices are inclusive of GST.
An external surcharge of 1.3% applies for credit/debit card payments.

Additional Options

Tables: additional trestle tables - cost $25 each

Chairs: additional plastic chairs - cost $12 each

Signage: white corflute signage - cost $60
2.4m x 0.3m with your stall name and optional company logo printed and pre-attached to your stall for you
(See signage in FAQ below for details)

Power: Single 15 Amp Outlet - cost $60
For additional power requirements, please email [email protected].

Roving Rights: cost $2,000, which allows you to have up to four "rovers".

  • These allow you to hand out flyers and items throughout the entire Carnival site.
  • There are a limited number of roving rights available.
  • If you don't have a stall, but wish to apply for roving rights, please email [email protected].

 

Refunds

The maximum portion of fees to be refunded by Midsumma to stallholders, excluding the non refundable $50 deposit, depends upon the date at which Midsumma receives written notice of cancellation as outlined below:

  • Up to 6 November 2018: maximum 50%
  • Up to 20 November 2018: maximum 20%
  • After 20 November 2018 no refunds after this date

FAQs

What can I do at my stall?

Almost anything! So long as it is legal and family friendly. You can showcase your organisation through giveaways, activities or displays, run surveys or gather information, or hand out flyers and cards (remember to include "recycle responsibly" messaging on this kind of collateral.) If you would like to run an idea past us, please feel free to call 03 9296 6600 to discuss. If your stall idea involves anything physical or participatory, please be sure that it is safe and that you have completed a risk assessment. Activities involving any form of paint are required to be approved by Midsumma prior to the event day.

Can I sell food from my stall?

Stallholders are not allowed to sell food or beverages from their stall. This right is reserved for Midsumma-authorised Food Vendors. Stallholders are however permitted to give away food or drinks for free (e.g. lollies, water bottles, etc.). If you are providing any food or beverages, you will need a food traders permit from the City of Melbourne. These permits are free and obtained through Streatrader. It is suggested that you apply for the permit before January as they may take some time to be processed. If you do not have your food permit before Midsumma Carnival, you will not be able to provide food or beverages.

If you would like to apply for a Food Vendor position, please check out our Food Vendor page for more details.

From what time do I have access to the site on the day of Carnival?

A Carnival Stallholder Information Kit will be made available to you in December 2018. This will inform you of all vehicle access times and entrance locations. The stallholder bump-in times are staggered to avoid congestion, so it is important you arrive at your designated time. If you are travelling from regional Victoria or further, and are having your goods delivered by courier or driver, please let us know as delivery of goods prior to the day can be arranged. If you wish to alter your allocated bump-in time you will need to contact [email protected] to arrange this.

When will I know where my stall is located?

Information regarding your stall location will be released with the Stallholder Information Pack, due out in December 2018. Midsumma will do our best to ensure location requests and preferences are adhered to.

Can I be positioned in the Family Precinct rather than in the usual Picnic Precinct?

After the 2018 Midsumma Carnival, we received some feedback from family-focused Stallholders who indicated they would have liked to be positioned in the Family Precinct, a new precinct we trialled in that festival. After the success of this precinct, we are considering opening it up for Stallholders. If you would like to be considered for a position in the Family Precinct, please indicate so in the form.

NOTE: Selecting this option does not necessarily mean you will be placed in the Family Precinct, this is merely an Expression of Interest.

Can I use electrical equipment?

Yes, however to ensure the electrical items you use are safe, you are required to have your items tested and tagged by a registered and licensed testing company such as 365 Test and Tag.

What signage can I put up inside my stall?

We hate to be the fun police, but there are some strict guidelines regarding signage. You can use cable ties or string to attach any signage onto the back or side walls of your stall. Please do not attach anything to your stall using adhesives or tape. Please do not tie any large signage to the front of your stall unless approved by Midsumma, as this becomes a hazard in high winds.

You may use any base-weighted pull-up banners or signage. You must not use any signage or materials that are pegged or pinned into the ground, as this is a City of Melbourne regulation. If you have anything that is pinned or pegged into the ground, you will be asked to remove it from your stall.

What if I do not have any signage for my group or organisation?

Midsumma offers white corflute signage as an additional extra at a very competitive price. If you choose to purchase this at $60 (inc. GST) you will receive white corflute signage (2.4m x 0.3m) with your stall name and company logo printed on it. This option has proven to be very popular in the past as it is inexpensive, looks professional, and helps people find your stall. Best of all, it will have already been installed by the Midsumma crew before you arrive on site and you get to keep it!

You must book and pay for your corflute sign at the same time as your stall. Each corflute sign will follow the pattern of the beyondblue sign below, consisting of your stall name and your logo (if provided).

Sample Corflute Sign

Example of corflute sign design

 

Can I apply if I don't have current Public Liability Insurance?

We will accept applications without Public Liability Insurance, as we are aware that different policies have different dates of renewal. If you would still like to apply, you can do so on the provision that you submit your Certificate of Currency to [email protected] prior to Monday 3 December 2018. Failure to provide by this date will result in your stall registration being forfeited.

 

Register

Preparation Checklist

You can partially fill in your registration form and return to it later if you like, though you need to provide an answer to all required fields from the outset. Your registration needs to be completed and paid for by the registration closing date of Monday 29 October 2018.

Please note, if you are taking advantage of the Early Bird Pricing option you will need to have PAID for your registration in full by 5pm, Monday 30 July 2018 when the payment portal will switch to full payment only.

We highly recommend that you have all of the required elements ready to go when you commence registration. You will need to provide:

  1. Contact details
  2. The details of your organisation and stall
  3. A description of activities you will be conducting from your stall
  4. Additional stall facilities needed:
    • Extra 3 x 3m spaces?
    • Extra tables?
    • Extra chairs?
    • Power?
    • Corflute signage? (with your logo if you want that on the sign)
  5. Roving rights needed?
  6. Copy of your Public Liability Insurance Certificate of Currency

 

Register Online

Registrations for the 2019 Midsumma Carnival will open shortly

Registrations to have a stall at the 2019 Midsumma Carnival are now open, and will close on Monday 29 October 2018 if not sold out prior. Early bird registrations close on Monday 30 July 2018.

BOOK A STALL NOW

 

  • Dan Murphy's
  • PwC
  • Jetstar
  • City of Melbourne
  • NAB
  • AGL
  • Corrs