Open-Access Event Registrations
The annual Midsumma Festival returns in 2018, running from 14 January to 4 February 2018.
Midsumma Festival is an open-access festival; this means that anybody can register their event within Midsumma Festival. Midsumma is a champion of queer arts and cultures. We work year-round to support producers in the lead-up to the annual Midsumma Festival, providing ongoing advice, workshops, event services and resources.
Want your event to be part of Midsumma Festival 2018? There are five steps to registering an event with us:
- READ our Event Registration information below for everything you need to know about registering an event. We recommend familiarising yourself with the registration form before you start to complete it because you can't save as you go.
- TALK to us. An initial conversation is the best way for our staff to help make your event as successful as possible. Call 03 9296 6600 or email [email protected]
- GET a high resolution promotional image that represents your event for the Official Festival Guide and website. You will need to submit this at the time of registering. Read “Your Event Listing: Image” below for more information.
- LOCK in a venue. You will need to provide a contract or Letter of Agreement with your confirmed venue at the time of registering. Need help finding the right venue? Check our list of venues around Victoria [link] or speak with a friendly Midsumma staff member.
- REGISTER online by midnight 28 July 2018. Be ready to pay your registration fee at the time of registering. Late registrations, registrations with missing information, registrations without a confirmed venue or promotional image will not be accepted.
Below you’ll find everything you need to know about presenting an event as part of Midsumma Festival 2018.
Event registrations close 28 July 2018, midnight.
Midsumma Festival 2018 will open with Midsumma Carnival on 14 January 2018, and will close on 4 February.
In 2017, there were 125 events across 70 venues featured in the open-access stream of the festival. We celebrate queer arts and culture through performance, visual art, sports, social events and queer family events. To get an idea of past Midsumma events, check out the 2017 program guide, the 2016 program guide or the History section of our website.
What you get...and your responsibilities
What you get
As an event producer you will receive:
- Your event featured in our Official Festival Program Guide and on midsumma.org.au
- Ongoing advice and support from Midsumma staff (bolstered since 2017 Festival)
- Access to our Producer Workshop series (new!)
- Access to our Event Producer Resources (updated and improved since 2017 Festival)
- Ticketing services for your event
- License to use the Midsumma logo on your promotional material
- Invitation to special events, including the Midsumma Festival Launch and Festival ‘Thank You’ Party
- A Participant Pass, which gains you a raft of entitlements including last-minute entry to selected shows, entry to Midsumma Carnival VIP Bar, discounts and much more
- Free Roving Rights at Midsumma Carnival (valued at $2000)
Presenting an event as part of Midsumma Festival is a lot of fun, but it’s also a lot of work. As an event producer, you have certain responsibilities:
- Pay a registration fee and provide all required information about your event at the time of registering
- Market and promote your event - we can provide guidance, resources and occasionally we may be able to arrange a media or promotional opportunity for you , but the primary responsibility lies with you
- Organise crew and volunteers
- Secure a venue and liaise with them
- Manage production schedules and budget
- Secure any financial support for your event
- Liaise with Midsumma about ticketing and event changes
- Complete your Event Data Survey at the conclusion of your event (contractually, you won’t receive box office settlement until the survey is completed)
- Organise Public Liability Insurance for your event
Midsumma is here to help - we provide advice and guidance on all of the above!
The fees for registering your event as part of Midsumma Festival in 2018 are:
- Free event - no entry price, bookings required: Regular Price: $295 | Discounted Price*: $195 (34% off regular price)
- Priced Event, 1 - 2 sessions - has an entry price: Regular Price: $350 | Discounted Price*: $245 (30% off regular price)
- Priced Event, 3 + sessions - has an entry price: Regular Price: $410 | Discounted Price*: $300 (27% off regular price)
* Discounted Price available to: Community Groups (annual turnover under $300,000) OR Independent Practitioners (earning under $75,000 per year)
All prices are inclusive of GST.
You might notice that the fee structure for Midsumma Festival 2018 has changed. The system in previous years was confusing and not equitable. The new structure is easy to understand, provides a discount for low-earning practitioners and community groups, and is on-par with (if not slightly lower than) other open-access festivals across Australia.
The maximum fee refundable by Midsumma to the producer upon withdrawal of an event is outlined as follows:
Registration deadlines and other key dates for Midsumma Festival 2018 are as follows:
Program Launch - Midsumma Festival 2018: mid-November 2017
Midsumma Festival: Sunday 14 January - Sunday 4 February 2018
Midsumma Carnival: Sunday 14 January 2018
Midsumma Pride March: Sunday 28 January 2018
Event Registrations Open: Sunday 28 May 2017
Event Registrations Close: Friday 28 July 2017, midnight
Midsumma Program Guide Compiled: August - October 2017
Your Event Contract Due: Wednesday 30 August 2017
PLI Certificate Due: Friday 5 January 2017
Split Ticketing Agreement Due (if applicable): Friday 1 September 2017
Your Event Media Release: Friday 10 November 2017 (in order to be ready for the Program Launch)
Selecting a Venue
To successfully register an event with Midsumma Festival, you need to have a confirmed venue. You must provide a copy of your Letter of Agreement or contract with that venue at the time of registration (unless you are the venue producing your own event or the venue is simply the meeting point for your event).
Download a Sample Venue Letter of Agreement. [LINK TO BE PROVIDED]
Looking for a venue? Check out the list of venues in our Event Producer Resources.
Your Event Listing
Program Categories and Subcategories
At the time of registering, you will be required to select one Program Category and one Subcategory (if applicable) for listing in the Midsumma Printed Program Guide. You will be able to select two additional Program Subcategories for listing on the website.
Which Program Category and Subcategories will you choose?
FILM: film screenings, from features to documentaries. No Subcategories.
art in the gallery
art on the internet
art in the public realm
SPORTS: from wrestling to rowing. No Subcategories
KIDS and FAMILIES: events for children and those who care for them. No Subcategories
YOUTH: events for young people aged 25 and under. No Subcategories
In 2018 Midsumma will not be continuing the Premier Event stream of the festival program. Instead of putting our current resources into a handful of special-status registered events, we will be bolstering our support and promotional services for all producers. 2018 producers can expect access to workshops, updated resources and staff dedicated to providing advice on events.
Your Event Listing: Narrative
Your event will be listed in the Official Festival Program Guide and on midsumma.org.au. Your event 'promotional copy' (event description) is an important component to make your event stand out from the crowd.
You can call your event whatever you like. You can’t use "Midsumma" in the title of your event (only events produced by Midsumma can use this as it indicates to the general public that events are produced in-house by Midsumma). However, we do encourage you to use the words 'As part of Midsumma Festival' as well as the Midsumma logo on your own promotional material.
This is one line of text to sum up the tone and premise of your event e.g. "T Dance: Melbourne’s ultimate queer outdoor dance party". Or it can be a media quote, if you have one, for example: "Queer comedy genius!" - Rolling Stone.
Event promotional copy
You will need to provide two versions of the event copy, one for the Official Festival Program Guide (380 characters max, approx 50 - 70 words) and a slightly longer version for the website (200 - 300 words).
Proofing Your Copy
Once you have handed your copy over to Midsumma, you will be given only one opportunity to check/proof the copy (in designed format) before it is sent out to the printers. During the proofing period, Midsumma may send a list of requests to ensure the event listing fits into the printed guide and has no spelling or grammar mistakes. Midsumma Festival reserves the right to amend your event copy to suit the layout of the guide, although we will attempt to get your approval if possible.
You will be able to request changes to the online version of the copy at any time.
Your Event Listing: Image
Provide your images as a weblink (to a Dropbox account or similar) at the time of registering.
You must provide the same image in four different formats. Do not send PDF images or screenshots:
- Image 1: Printed Guide: 800 x 475px landscape (horizontal) image in JPEG or TIFF 300dpi format, colour space CMYK
- Image 2: Website: 1000 x 480px landscape (horizontal) image in JPEG 72dpi format, colour space RGB
- Image 3: Mobile Phone: 700 x 700px square image in JPEG 72dpi format, colour space RGB
- Image 4: Advertising*: high resolution image in JPEG, EPS or TIFF
* Original Image: please provide the original high resolution image without resizing. Midsumma may use this for other promotional opportunities including print and digital advertising and other documents used to promote Midsumma.
Please check out our Event Images Guide for examples of image formats required and how to upload your images. If still unsure, please speak to one of the Midsumma team.
What makes a good image?
Your image is one of the most vital tools in attracting an audience’s attention. It should be striking, represent your event and be taken by a skilled photographer.
Image credit and copyright
Do you have permission to use your promotional image? (i.e. have you purchased the image, been given permission by the image owner to use the image or obtained the image through ‘creative commons’?) Note that most images searched through Google are copyrighted and you will need to obtain permission.
You can (and should) credit the photographer, wherever possible.
The image credit you provide will appear online. If you want an image credit to appear in the Official Festival Guide, please include it as part of your event copy. An example of an image credit for the guide is, “Photo by Diane Arbus”.
Icons that help describe your event
When registering, you will be asked to select icons that will appear alongside your event description in the Official Festival Program Guide and on midsumma.org.au
These icons provide audiences with additional information about your event, regarding access services and content in your event. Use the following checklists to see if your event meets the criteria to use these symbols.
Does your event take place in a licensed venue that only allows people over the age of 18, or contain content or activities suitable only for people over the age of 18?
Is you event audio described by a trained audio describer?
Will you or the audio describer provide the appropriate equipment for this service?
Will you provide a fully-qualified Auslan interpreter for your event or for certain sessions of your season?
To ensure that quality interpretation is provided for deaf audiences, Midsumma requires that you provide the name of your interpreters. We’ll check these with our Auslan partner, Auslan Stage Left.
Auslan Stage Left are offering a reduced price on Midsumma Festival events (prices vary depending on the nature of your event). They provide qualified interpreters for events and will often promote events on their website. Contact Auslan Stage Left to discuss your event.
Does your event include captioning (usually provided for film screening or video works for deaf or hard-of-hearing people)?
Is your event suitable for all ages (children and adults) and in a venue that allows people under the age of 18?
Does your event contain content specifically for children?
Can audiences purchase food from your venue while at your event?
Hearing Loop Services
Does your venue provide a hearing loop service? A hearing loop service is a hearing device that amplifies all on-stage audio for people who are hard-of-hearing.
Identity Specific Event
In some instances Gender and Sexuality Exclusive Events can be necessary to create a safe space for a specific community. During registration you will be asked to advise if your event or venue only allows people of a specific identity or community (eg “Transgender only”, “Queer and Trans People of Colour only“, “Women only”, “Men only”).
If this is your event, you may like to consider the following:
Communicate why your event is exclusive. A few sentences in your event description and briefing door staff can be helpful ways to convey the exclusive nature of your event. Imagine if you turned up to an event and weren't allowed in – you would want a friendly explanation!
Are there people you are accidentally alienating? For example, if your event is female-only, how will you be welcoming to someone who identifies as female but does not have physical characteristics typically associated with that gender?
Is your event (or a session of your season) specifically designed for people with autism spectrum conditions, learning disabilities or other sensory and communication disorders who will benefit from a more relaxed and supportive environment?
Does your event involve a tactile tour, facilitated by a trained tactile tour guide?
Access: Can a wheelchair user get into your venue? Entry should be 1.2m wide or more, and there shouldn’t be steps.
Toilets: Is there an accessible bathroom? Make sure it isn't being used as a storage cupboard and doesn't require a key from venue staff.
Parking: Is there accessible parking or a wheelchair friendly drop-off point?
Free Movement: Does the venue have good internal movement circulation? Could someone in a wheelchair 1.2m wide easily manoeuvre inside? Are there steps inside the venue that would prevent a wheelchair user from fully participating in your event?
Signage: If your accessible entrance is not the main entrance, has the venue established good signage and way-finding for wheelchair users?
It is important your audience is prepared for the nature of the content of your event. We can include warnings alongside your event description.
During registration, you’ll be asked to select from the following warnings (please note, warnings marked with an * will appear in the Official Festival Guide, all other warnings will only appear on the website):
Adult content* (which might include Nudity, Sex scenes, Trigger warnings, Coarse language)
Trigger warnings* (such as reference to sexual violence, drug use, suicide, or other content that may cause distress)
Extremely coarse language*
Smoking on stage
Use of replica weapons
Long periods of standing/non-traditional seating*
…or anything else that you think your audience should know about.
We understand that putting your event together sometimes takes the work of many, such as sponsors, funders and event partners. While we understand you may have an obligation to credit your funders in your own event promotions and materials, it is not possible for Midsumma Festival to list those funders in our Official Program Guide. This is for two reasons:
- a) there is simply not enough room in the printed Official Program Guide to salute all of your supporters as well as those who support Midsumma Festival more broadly, without crowding out all of the necessary event information, and
- b) Midsumma Festival also relies on the generosity of many who contribute significantly to the overall costs of putting the festival together and needs to credit them in our guide.
You can include logos and text credits on your midsumma.org.au event page. During registration you can provide up to two landscape images that contain all your sponsor logos.
Inclusivity and diversity is at the heart of Midsumma Festival. As such, we’re dedicated to making the festival accessible to audiences with disability.
Here is how you can help
- Learn more about access by attending our Access Workshop (date to be announced). You’ll hear from our friends at Arts Access Victoria and learn about ways you can make your event accessible and how to reach audiences with disability.
- Read our Access Guide for a helpful overview of access services.
- Talk to Midsumma. We can talk to you about your event and help you establish what you can do to make your event accessible.
The extra bonus
If you provide an accessible service (such as Auslan interpretation, audio description, tactile tour or relaxed performance), Midsumma will promote your event to the community that requires that service.
Ticketing: How It Works
How does ticketing work?
Midsumma Festival provides an easy-to-use ticketing system for all audiences and producers. It’s vital that our festival audience are able to access tickets to all shows via the one system, to make their booking experience easy.
All ticketed Midsumma Festival events (free and priced) must have at least 50% of their event capacity sold through the Midsumma Festival ticketing system.
The cost of building a General Admission event within our ticketing system is included in your event registration fee.
“Free-ticketed events” are events that are free of charge but require audiences to register or book. If this is your event, it needs to be ticketed through Midsumma Festival’s ticketing system so that festival audiences are able to book for all Midsumma events from the one central location. This comes at no extra cost to you or your audience. There are no “Booking” fees for “Free-ticketed events”.
The cost of building a General Admission event (i.e. no allocated seating, people choose their seats as they enter the venue) within the ticketing system is included in your registration fee. If however your event requires allocated seating (i.e. allocated or numbered seating), the costs for building a venue map start at $595. Please contact Midsumma to discuss your requirements if you wish to offer allocated seating.
You’ll need to arrange your own box office at the venue. Tickets will go off-sale through Midsumma Festival website one hour before your event start time, ready for you to start selling tickets at your venue. You keep the “Per Ticket” fee for any tickets sold at the venue and you do not have to charge a “Booking” fee.
Keep a record of how many tickets you sell on the door, as we request this information at the close of the festival.
A complimentary ticket is a free ticket. These are usually offered to VIPs, cast, crew, etc. There are three types of complimentary tickets: Midsumma comps, Producer comps and Companion Card tickets.
Ticketing: Prices and Fees
Ticketing fees are paid for by audiences. It is their contribution to making Midsumma Festival possible. There are two fee components for tickets sold via Midsumma Festival's ticketing system: a "per ticket" fee plus a “booking” fee.
What’s the difference?
The "per ticket" fee is included in the ticket price you advertise for your event, but the “booking” fee is not.
The “booking” fee applies per transaction, not on each individual ticket.
“Per Ticket” or “Inside” Fee:
As part of the online ticketing service Midsumma Festival will retain the following amount per ticket sold through our ticketing system:
Inside Fee = $0 for ticketed-free events
Inside Fee = $2 for tickets that are priced between $0.01–$24.99
Inside Fee = $2.50 for tickets that are priced between $25 – $49.99
Inside Fee = $3 for tickets that are priced between $50 – $99.99
Inside Fee = $4 for tickets that are priced $100 and over
Midsumma charges a $3 booking fee per purchase, regardless of the number of tickets in the transaction. If an audience member is only “purchasing” $0 priced tickets then there is no Booking Fee.
Example Ticketing Fees
Confused? This example might help:
The prices you nominate must include the inside 'per ticket' Midsumma commission fee but should not include the booking fee.
Still unsure? Contact Midsumma if you have any questions relating to setting your ticket price.
All Midsumma booking fees, transaction fees and tickets sold include GST unless stated otherwise.
You will receive your box office income in full (excluding ticketing fees) at the conclusion of the festival. You might be required to pay GST on your ticket sales - for more information, visit the ATO website.
Register your event here
Registrations open Monday 28 May, 9am and close at midnight on Friday 28 July 2017
To have your event included in Midsumma Festival's 2018 open-access program, please register your event here before Friday 28 July 2017. Late registrations cannot be accepted. The 2018 program will be available online and in the printed guide by late November 2017.
Please use the form below to register an event for inclusion in the 2018 Midsumma Festival Program.
Event Registration Deadline: Midnight, Friday 28 July 2017
Midsumma is a small team and we don’t have the capacity to chase missing content. As such registrations without an image, event description, payment, confirmed venue or with missing information will not be accepted.
Be sure to read the Essentials section above and please take a moment to read through the entire form before entering any data, to make sure you have all the information you need.
You cannot partially fill in your registration form and return to it later, so please have all your material ready at the time of registering your event.
Still can’t find the answers to your questions? Contact Midsumma on 03 9296 6600 or email [email protected] and one of our friendly staff members will help.