2018 Midsumma Carnival Stalls

Image: Andy Miller - Midsumma Carnival 2017

On 14 January 2018, the Alexandra Gardens will be transformed into the queerest party in town, and Midsumma invites your organisation to present yourself to an estimated crowd of 100,000+ queer-friendly people across the day!

Midsumma Carnival opens our fabulous three-week festival with performances, DJs and even a Dog Show. Throughout the day, watch as Midsumma Carnival attendees set up picnics, watch hours of free entertainment, cruise 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 Carnival 2018, as we host over 120 stalls across the beautiful grassy lawns, populated by diverse community groups, government agencies, liaison units and commercial businesses.

Stalls come with a variety of options to ensure you have everything you need for the day - i.e customise your space by purchasing a powered site, extra marquee space, additional tables or perhaps some more chairs!

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

Essentials

Overview

The Steps Involved in Booking a Carnival Stall

How do you get involved? Here are three easy steps to registering for Midsumma Carnival 2018!

  • 1. READ: ensure you read the rich source of information below, to ensure you get the most out of your experience at Midsumma Carnival 2018.
  • 2. TALK: to a Midsumma staff member about any queries you may still have. We can be reached Monday - Friday, 9am - 5pm.
  • 3. REGISTER: registrations open 3 July 2017 and close on Monday 30 October 2017 *.
    Be ready to supply your Public Liability/Certificate of Currency, group logo (if applicable) and $50 deposit.

* Failure to provide payment and documentation by the outlined due date will result in your space being cancelled and offered to another group.

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

Can’t find the answer? Email admin@midsumma.org.au or call 03 9296 6600 to have a chat.

Key Dates

Key Registration Dates

Earlybird Registrations Open: Monday 3 July 2017
Earlybird Registrations Close: Monday 31 July 2017
*Earlybird registrations must supply payment and documentation within the designated time frame to be eligible for the discounted rate.
General Registrations Open: Tuesday 1 August 2017
General Registrations Close: Monday 30 October 2017
General Registration Contracts Due: Monday 13 November
Public Liability Insurance Due: Monday 13 November 2017
Stallholder Information Pack Released: Wednesday 15 November 2017
Food Vendors Registrations: See Carnival Food Vendors for more info.

Missed out on the registration deadline? Contact us to be placed on the Stallholder Wait-list, in case of any cancellations.

Stall Specifications

What does your registration include?

Each general booking consists of the following:
• 3x3m marquee space (marquee provided)
• 1 trestle table
• 2 plastic chairs (or one chair for Shared Community Stalls)

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.

Stall Category Types

The following standards will help you to determine which category your organisation sits under:
1. Commercial Business
Criteria: Operating for profit
Examples:
Travel Consultancy
Hotels
Jewellery and Accessories
2. Large Community Organisations
Criteria: Annual Revenue of more than $250,000 (Based on ACNC)
Examples:
Local Council, State or Federal Government branches, offices or political parties
Local Council, State or Federal Government agencies or initiatives
Travel / Tourism groups, boards or bodies
National or international not-for-profit / community organisations
Private Health Organisations
Educational Institutions
3. Small Community Organisations
Criteria: Annual Revenue of less than $250,000 (Based on ACNC) and run by volunteers.
Examples:
Sports teams
Victorian-based LGBTIQ social groups
Health service not-for-profit / community organisations
Community theatre companies or artist-run gallery spaces
4. Shared 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 enquire as to whether your organisation qualifies for a shared community stall, either by emailing admin@midsumma.org.au or calling 03 9296 6600.

 

Pricing Options

Midsumma strive to overcome price point exclusion to make the event as accessible as possible. To do this, we have established a variation in registration fees based on the category criteria your organisation or group meets.

Early Bird Eligibility - Early Bird registrations have now closed - to be eligible for the early bird pricing, registrations must be submitted before close of business on 31 July 2017 and payment and documentation supplied by the date indicated on the invoice.

Stall Categories and Pricing

Commercial Stall
Early bird price: $1,165     Regular price: $1,590
Large Community Organisations (See Stall Specifications above)
Early bird price: $585       Regular price: $870
Small Community Organisations (See Stall Specifications above)
Early bird price: $320       Regular price: $530
Shared Small-Community Stall (See Stall Specifications above)
Early bird price: $160       Regular price: $265

All prices are inclusive of GST.

 

Additional Options

The following items can be added to the basic stall packages above:
Tables: additional trestle table - cost $22
Chairs: additional plastic chairs - cost $11
Signage: white corflute signage cost $50
2.4m x 0.3m with your stall name and optional company logo printed and pre-attached to your stall for you (See signage for details)
Power:
1x15Amp Outlet - Category A: cost $50
3x15Amp Outlets - Category B: cost $100
6x15Amp Outlets - Category C: cost $150
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 admin@midsumma.org.au.

 

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 1 November 2017: maximum 50%
Up to 13 November 2017: maximum 20%
After 13 November 2017: no refunds after this date

Signage at your Stall

What signage can I put up inside my stall?

You can use cable ties or string to attach any signage onto the BACK or SIDE walls of your stall. 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, we will confiscate it until bump-out at the end of the day.

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

Midsumma offers a bulk purchase rate for white corflute signage. If you choose to purchase this at $50 (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 inexpensively priced, looks great, helps people find your stall, and makes the whole stalls area look more professional. Best of all, it will have already been installed by the Midsumma crew before you arrive on site and you get to keep it!

What is corflute?

Corflute is the lightweight material that the signs are made of. It's a type of corrugated plastic with a smooth display surface that is specifically made to last, to be lightweight and to be used for this purpose.

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

FAQs

How do I know if I need a food permit?

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 Carnival, you will not be able to provide food or beverages.

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 November. 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 admin@midsumma.org.au to arrange this.

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.

Stalls are not permitted to sell food within their space however, as this is a right reserved for our Food Vendors.

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.

When will I know where my stall is located?

Information regarding your stall location will be released with the Stallholder Information Pack, due out on 15 November 2017.

Can I sell food from my stall?

Stallholders are not allowed to sell food or beverages from their stall. This right is reserved for Food Vendors. If you would like to apply for a Food Vendor position, please check out our Food Vendor page for more details.

Overview

The Steps Involved in Booking a Carnival Stall

How do you get involved? Here are three easy steps to registering for Midsumma Carnival 2018!

  • 1. READ: ensure you read the rich source of information below, to ensure you get the most out of your experience at Midsumma Carnival 2018.
  • 2. TALK: to a Midsumma staff member about any queries you may still have. We can be reached Monday - Friday, 9am - 5pm.
  • 3. REGISTER: registrations open Monday 3 July 2017 and close Monday 30 October 2017 *.
    Be ready to supply your Public Liability/Certificate of Currency, group logo (if applicable) and $50 deposit.

* Failure to provide payment and documentation by the outlined due date will result in your space being cancelled and offered to another group.

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

Can’t find the answer? Email admin@midsumma.org.au or call 03 9296 6600 to have a chat.

Key Dates

Key Registration Dates

Earlybird Registrations Open: Monday 3 July 2017
Earlybird Registrations Close: Monday 31 July 2017
*Earlybird registrations must supply payment and documentation within the designated time frame to be eligible for the discounted rate.
General Registrations Open: Tuesday 1 August 2017
General Registrations Close: Monday 30 October 2017
General Registration Contracts Due: Monday 13 November
Public Liability Insurance Due: Monday 13 November 2017
Stallholder Information Pack Released: Wednesday 15 November 2017
Food Vendors Registrations: See Carnival Food Vendors for more info.

Missed out on the registration deadline? Contact us to be placed on the Stallholder Wait-list, in case of any cancellations.

Stall Specifications

What does your registration include?

Each general booking consists of the following:
• 3x3m marquee space (marquee provided)
• 1 trestle table
• 2 plastic chairs (or one chair for Shared Community Stalls)

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.

Stall Category Types

The following standards will help you to determine which category your organisation sits under:
1. Commercial Business
Criteria: Operating for profit
Examples:
Travel Consultancy
Hotels
Jewellery and Accessories
2. Large Community Organisations
Criteria: Annual Revenue of more than $250,000 (Based on ACNC)
Examples:
Local Council, State or Federal Government branches, offices or political parties
Local Council, State or Federal Government agencies or initiatives
Travel / Tourism groups, boards or bodies
National or international not-for-profit / community organisations
Private Health Organisations
Educational Institutions
3. Small Community Organisations
Criteria: Annual Revenue of less than $250,000 (Based on ACNC) and run by volunteers.
Examples:
Sports teams
Victorian-based LGBTIQ social groups
Health service not-for-profit / community organisations
Community theatre companies or artist-run gallery spaces
4. Shared 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 enquire as to whether your organisation qualifies for a shared community stall, either by emailing admin@midsumma.org.au or calling 03 9296 6600.

 

Pricing Options

Midsumma strive to overcome price point exclusion to make the event as accessible as possible. To do this, we have established a variation in registration fees based on the category criteria your organisation or group meets.

Early Bird Eligibility - to be eligible for the early bird pricing, registrations must be submitted before close of business on 31 July 2017 and payment and documentation supplied by the date indicated on the invoice.

Stall Categories and Pricing

Commercial Stall
Early bird price: $1,165     Regular price: $1,590
Large Community Organisations (See Stall Specifications above)
Early bird price: $585       Regular price: $870
Small Community Organisations (See Stall Specifications above)
Early bird price: $320       Regular price: $530
Shared Small-Community Stall (See Stall Specifications above)
Early bird price: $160       Regular price: $265

All prices are inclusive of GST.

 

Additional Options

The following items can be added to the basic stall packages above:
Tables: additional trestle table - cost $22
Chairs: additional plastic chairs - cost $11
Signage: white corflute signage cost $50
2.4m x 0.3m with your stall name and optional company logo printed and pre-attached to your stall for you (See signage for details)
Power:
1x15Amp Outlet - Category A: cost $50
3x15Amp Outlets - Category B: cost $100
6x15Amp Outlets - Category C: cost $150
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 admin@midsumma.org.au.

 

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 1 November 2017: maximum 50%
Up to 13 November 2017: maximum 20%
After 13 November 2017: no refunds after this date

Signage at your Stall

What signage can I put up inside my stall?

You can use cable ties or string to attach any signage onto the BACK or SIDE walls of your stall. 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, we will confiscate it until bump-out at the end of the day.

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

Midsumma offers a bulk purchase rate for white corflute signage. If you choose to purchase this at $50 (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 inexpensively priced, looks great, helps people find your stall, and makes the whole stalls area look more professional. Best of all, it will have already been installed by the Midsumma crew before you arrive on site and you get to keep it!

What is corflute?

Corflute is the lightweight material that the signs are made of. It's a type of corrugated plastic with a smooth display surface that is specifically made to last, to be lightweight and to be used for this purpose.

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

FAQs

How do I know if I need a food permit?

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 Carnival, you will not be able to provide food or beverages.

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 November. 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 admin@midsumma.org.au to arrange this.

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.

Stalls are not permitted to sell food within their space however, as this is a right reserved for our Food Vendors.

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.

When will I know where my stall is located?

Information regarding your stall location will be released with the Stallholder Information Pack, due out on 15 November 2017.

Can I sell food from my stall?

Stallholders are not allowed to sell food or beverages from their stall. This right is reserved for Food Vendors. If you would like to apply for a Food Vendor position, please check out our Food Vendor page for more details.

 

Register

Preparation Checklist

Please note: You cannot partially fill in your registration form and return to it later. Please ensure you have all of the required elements ready to go when you commence registration. Are you ready to provide:
  1. Contact details
  2. The name of your stall (and website if required)
  3. Activities you will be conducting
  4. Additional stall facilities needed:
    • Extra 3x3m spaces?
    • Extra tables?
    • Extra chairs?
    • Power?
    • Corflute signage? (with link to your logo if you want that on the sign)
  5. Roving rights needed?
  6. Your $50 deposit

 

Register Online

Registrations open Saturday 1 July and close at midnight on Monday 30 October 2017
To have a stall at Midsumma Carnival 2018, please book your stall asap, as stalls usually book out prior to the closing date.

Important Note: We recommend that you use one of the following browsers: Google Chrome, Mozilla Firefox, or Safari (on Apple devices). You should receive a confirmation email within a few minutes of submitting your application. If not, try going back in your browser and double-checking that you have entered the correct information in the email and email confirmation fields.

BOOK A STALL NOW

Preparation Checklist

Please note: You cannot partially fill in your registration form and return to it later. Please ensure you have all of the required elements ready to go when you commence registration. Are you ready to provide:
  1. Contact details
  2. The name of your stall (and website if required)
  3. Activities you will be conducting
  4. Additional stall facilities needed:
    • Extra 3x3m spaces?
    • Extra tables?
    • Extra chairs?
    • Power?
    • Corflute signage? (with link to your logo if you want that on the sign)
  5. Roving rights needed?
  6. Your $50 deposit

 

Register Online

Registrations open Monday 3 July and close at midnight on Monday 30 October 2017
To have a stall at Midsumma Carnival 2018, please book your stall asap, as stalls usually book out prior to the closing date.

Important Note: We recommend that you use one of the following browsers: Google Chrome, Mozilla Firefox, or Safari (on Apple devices). You should receive a confirmation email within a few minutes of submitting your application. If not, try going back in your browser and double-checking that you have entered the correct information in the email and email confirmation fields.

BOOK A STALL NOW