Midsumma Carnival Stalls Info & Registration

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.
2. TALK to a Midsumma staff member about any queries you may still have. Email [email protected] or call 03 9296 6600.
3. REGISTER and pay by the registration closing date.

Note: Failure to provide payment and documentation by the due dates may jeopardise your stall booking at Midsumma Carnival.

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 Registration Dates

Registrations Open: Monday 12 August 2024

Early Bird Registrations Close: Friday 30 August 2024

There is limited availability for these early bird discounts in each stall category. All details on early bird prices can be found in the 'Pricing Options' section below.

Registrations Close: Monday 4 November 2024

Stallholder Production Form Opens: Tuesday 5 November 2024
You will be sent the Stallholder Production Form requesting key information.

Stallholder Production Form Due: Friday 22 November 2024

Stallholder Information Pack Released: Monday 2 December 2024 

Midsumma Carnival Event Day: Sunday 19 January 2025 

What does your registration include?

Each general booking consists of the following:

• 3 x 3m marquee space (marquee provided)
• 1.8m trestle table
• 2 plastic chairs
• A 2.4m x 0.3m corflute sign with your organisation's name (and optional logo)
• A listing on the Midsumma Festival website

There is a maximum of four stalls 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.

Midsumma strives to make the event as accessible as possible to all groups, so registration fees are aggregated according to your organisation type:

Commercial Stall: Businesses operating for profit and registered with an ACN (e.g., travel agencies, hotels, insurance providers).

Small Business Stall: For-profit sole traders with an ABN and annual turnover less than $75,000 (e.g., jewellery designers, wedding photographers, merchandise retailers).

Large Community Organisations: Entities with annual revenue exceeding $350,000 (e.g., local councils, state or federal government branches, national or international not-for-profits, educational institutions).

Small Community Organisations: Groups with annual revenue under $350,000 (e.g., LGBTQIA+ community groups, sports clubs, health not-for-profits, community theatre companies, artist-run galleries).

See prices for each category below! 

Early Bird Discount
Stalls that are finalised by COB on Friday 30 August 2024 will receive a 10% discount off their registration fee. 

UPDATE: All Early Bird Discount allocations are now exhausted! 

If you need more space, you can purchase additional stalls in your order. Additional marquee spaces cost the same as the original stall fee and include the standard furniture set (1 x table and 2 x chairs).

• Eg. A total of 2x stalls gives you a 6m x 3m footprint with 2 tables & 4 chairs
• Eg. A total of 4x stalls gives you a 6m x 6m footprint with 4 tables & 8 chairs

Tables: additional trestle tables - cost $29 each

Chairs: additional plastic chairs - cost $15 each

Power: Single 10 Amp Outlet - cost $85
For more advanced power requirements (15 Amp and above), please email [email protected] to organise. This may incur an additional cost.

Electrical Equipment

As part of your stall registration you can hire site power rated up to 10 amps (although if you need more heavy duty power, this can be arranged). Stallholders can use this power to charge their devices or power some other activity to engage as part of their stall (e.g. a photobooth). We encourage Stallholders to get creative but it is a requirement that all electrical equipment brought on site has been tested and tagged.

It is the responsibility of the Stallholder to ensure that they provide accurate information about the equipment they are bringing onsite.

10 amps is generally enough for a handful of tablets or devices, but if you are bringing a deep fryer, a popcorn machine, a slushie machine or something similar - it would be advantageous to check what amperage your equipment draws!

If you're not sure, contact the Midsumma Festival team at [email protected] or 03 9296 6600.

Signage

Midsumma Festival provides all stalls with a 2.4m x 0.3m corflute sign (see example below), but you are welcome to add any additional signage to your stall that you like.

Make your stall stand out with signage, but please ensure your signage stays within the 3x3m footprint of your marquee, isn't pegged into the ground, isn't attached to any of the surrounding trees, and isn't attached with any kind of adhesive.

If you are planning to get some signage made specifically for the event, the marquees provided are 3x 3x 2.28m (WxDxH). 

Since 2020, Midsumma Festival has included design, printing, and installation of a corflute sign for every stall at Midsumma Carnival, rather than offering this as an optional extra. This decision has been made in order to give all stallholders heightened visibility at the event, assist all stallholders and volunteers during bump in and give the event a clean, professional look.

Giveaways

Giveaways are a popular option for many stallholders. Food samples, branded merchandise, flyers and postcards are all great ways to engage with the thousands of attendees at Midsumma Carnival.

While a great option, we encourage stallholders to look at more innovative and green options such as reusable water bottles, digital promotions, or tote bags - and stay away from disposable options such as plastic or paper fans, paper flyers, or elastic wristbands.

Please note that any paper collateral distributed must contain the words "Please dispose of responsibly" or similar, printed on them.

If you are looking to give away anything intended for human consumption (lollies, fruit, or bottled water) you will need a valid FoodTrader Certificate from the City of Melbourne - yes, even for bottled water! These permits are free and obtained through Foodtrader. If you do not have your FoodTrader Certificate before Midsumma Carnival, you will not be able to provide food or beverages.

Don't stress - the process is usually quick and free, depending on what you are giving away.

Merchandise

While you are not allowed to sell food or beverage (as this is reserved for our Food Vendors on site), many stallholders will sell merchandise as part of their stall. This could include branded clothing for your organisation, pins and badges, swimwear/underwear, or something else entirely!

While we welcome all stallholders to participate, Midsumma Carnival is not designed to be a retail marketplace. The primary purpose of the stalls precinct is to connect our diverse audiences with community organisations, businesses and service providers. Stallholders intending to sell merchandise at Midsumma Carnival should be aware that most stallholders provide free items and handouts to patrons. This may affect merchandise sales and should be taken into consideration before applying for a stall.

Glitter

Due to environmental regulations, glitter is not permitted on site. If you are planning to use eco-glitter as part of your stall, contact Midsumma Festival to get prior approval.

Vehicles

In order to protect the grass at Alexandra Gardens, no vehicles are permitted onsite. Vehicles can temporarily access the entrance to Boathouse Drive with an assigned arrival time as part of the bump in. There is strictly no parking on site.

More details about bump in will be provided at a later date.

Use of Adhesives

We ask stallholders not to attach anything to their marquee with adhesives - cable ties or string are recommended.

Roving

Stallholders must contain their activities within the footprint of their allocated stall and cannot undertake activities beyond this site plan without prior approval in writing from Midsumma.

Organisations must obtain Midsumma’s permission in writing to conduct surveys or distribute roving handouts. Additional fees may apply for activities beyond the stall footprint, and these must be negotiated with Midsumma in advance. Midsumma retains the right to not provide permission for such activities.

Donations

Midsumma is a non-profit organisation staffed by a small team of committed professionals, governed by a voluntary Board of Management, and supported by hundreds of passionate volunteers every year.

Donations collected at major events help us to keep much-loved events like Midsumma Carnival and Midsumma Pride March free and accessible for everyone. As a result, we do not allow other people at the event to collect cash or on-the-spot donations.

Leave No Trace

In order to keep the site looking clean and beautiful, we ask that all Stallholders take responsibility for the removal of their own rubbish and leaving their stall in the same condition as on arrival.

Selling Food or Drinks

No food or drink is to be sold from the stalls precinct. Businesses interested in selling food or drink must apply through our Food Vendor EOI. 

Please read the Carnival Stall Terms & Conditions before proceeding to the registration form.

We highly recommend that you have all of the required elements ready to go when you commence registration.

To complete the Stallholder Registration Form you will need:

1. Contact details
2. The details of your organisation
3. Additional stall facilities you need:
   • Extra 3 x 3m marquee spaces
   • Extra tables
   • Extra chairs
   • Site power

To complete the Stallholder Production Form you will need:

1. Public Liability Insurance
2. Foodtrader certificate of trade (if giving away edible products)
3. Hi-Res organisational logo (optional)
4. Some great ideas for what you are planning to do on the day!