Midsumma Volunteer Hub
Welcome to the Volunteer Hub
Hi there,
Here you can find all the information that you need as a volunteer!
If you still have questions after reading the information below, please email Libby, our Volunteers Coordinator at [email protected] or TEXT (please only call if urgent) Libby at 0484 266 317.
Event Day: Sunday 9 February 2025
Event Time: 12pm-9 pm
Location: Gertrude Street & Smith Street, Fitzroy/Collingwood.
Volunteer Briefing
Thursday 6 February, 6pm - online only.
Induction:
All staff and volunteers are required to complete the Midsumma Festival Inc Online Induction prior to attending our 2025 festival events.
The induction takes around twelve minutes to complete. It is intended to be comprehensive as it covers all of our major events.
Complete the Midsumma Festival Event Induction form HERE >>
On Arrival
PLEASE WEAR CLOSED-TOE SHOES.
Volunteer Headquarters: 90 Brunswick St near the rear of the Gertrude Street Stage.
 The location of the Volunteer HQ |
 The Volunteer HQ entrance |
Head to the Volunteer Headquarters to get checked in. Here you can also collect a radio (if required), Midsumma t-shirt, lanyard, pronoun button, bag, and water bottle.
Please note there are no safe storage facilities.
We will check you in on Deputy when you arrive.
The Volunteer Headquarters will have coffee, tea, and snacks available, as well as sunscreen.
You are welcome to have lunch and take your breaks here.
Site Office:
4-12 Langridge Street.
The site office is where all our equipment, tools, and signage will be stored.
End of Shift: Return to Volunteer Headquarters to get checked out and to return your radio and radio accessories. Feel free to keep your Midsumma t-shirt, water bottle, and bag. Change out of your Midsumma shirt. We will check you out on Deputy at the end of your shift.
Or download Victoria's Pride Street Party Map in PDF format (1.9 MB)
Parking & Transport:
Limited (free and paid) parking around surrounding areas.
Trams:11 to stop 13 (Gertrude St/Brunswick St) | tram 12, 109 to stop 15 (Smith St/Victoria Pde) | tram 86, 96 to stop 11 (Melbourne Museum)
Accessibility drop off available, corner of Smith Street and Charles Street, Collingwood.
First Aid: First Aid Tents are located at 3 points; two on Gertrude Street and one on Peel Street (one in each zone). Please refer to the map below for exact locations.
Evacuation:
The preferred method of communication is via radio by calling for “EOC” or “Event Control”.
EOC emergency phone number – 0484 264 864. Please note this number is for emergencies ONLY!
During the event, Evacuation Assembly areas have been allocated.
Remember to follow instructions given by the Area Warden.
An evacuation will be facilitated by the EOC via the Area Wardens on the ground at the events. Emergency announcements will be made over the stage speakers and emergency exit gates will be opened.
Evacuation Assembly Points:
During an emergency evacuation, specific travel paths will be communicated via radio.
Zone 1 — Atherton Gardens
Zone 2 — Oxford Street Reserve
Zone 3 — Cambridge Street Park
- Zone 1 — Gertrude St stage and surrounds
- Zone 2 — Smith St stage and surrounds
- Zone 3 — Peel St precinct and surrounds
Radio Channel Allocation:
Channel 1: EMERGENCY
Channel 2: SITE OPERATIONS
Channel 3: FIRST AID
Channel 4: SMITH STAGE
Channel 5: GERTIE STAGE
Channel 6: VOLUNTEERS
Channel 7: SPARE / LONG CHAT
Cheat Sheet: Some words that are good to know the meaning of
- Gerty Stage - stage located on Gertrude Street
- Volunteer HQ is at 90 Brunswick St near the rear of the Gertrude Street Stage, utilised as the headquarters for Volunteers, cleaners, and security.
- Site Office, EOC and the Storage Shed are located on 4-12 Langridge Street.
Volunteer Role Descriptions
Welcome, Donations & Surveys Superstars
Site Crew - Bump In & Bump Out
Pride Windows Pop-Up Theatrettes
Information & Merchandise Tent
For more event information, please visit Midsumma's Victoria's Pride page.
One great thing about volunteering with Midsumma is that you will be able to access various shows for free or at a discounted rate using your volunteer accreditation.
You will receive your volunteer accreditation at your first shift.
For terms and conditions and the full list of pass-friendly shows, please visit midsumma.org.au/pass25.
- If you are approached by any Media, you should not comment. Instead, direct their enquiries to the Marketing team or Libby.
- If you take any snaps on the day, make sure you #midsumma
- Please do not alter the t-shirts in any way as you are a key part of the Midsumma brand.
Here are some words you might hear throughout the festival that are good to know the meaning of:
EOC - Event Control or Event Operation Centre
Bump In - The process of setting up an event
Bump Out - The process of packing up an event
CCB - Crowd Control Barrier
Scrim - Fabric that goes up on the CCB's or fencing. Our scrim is branded "Midsumma"
SM - Stage Manager
ASM - Assistant Stage Manager
"What's your twenty?" - Radio talk for "What's your location?"
FOH - Front of House
BOH - Back of House
Site Office - Location of the office on site. Usually used as storage and where staff check in and out.
Rider - In events, this usually refers to food, drink, and other requests that a performer has specified should be provided for them backstage.
Reefer - Cool room container
Many of you will be issued a radio as you will be in a position where we need to have the ability to relay information back and forth immediately about what is happening on the ground.
If you've never used one before, don't worry! Staff can show you how to use one.
Keeping the chatter minimal is vital, but don’t be afraid to communicate things.
We only know what’s going on the ground if you tell us!
The Channels will vary depending on the event.
All Channels will be allocated on the back of your lanyard.
Radio Etiquette:
- Before speaking, you must ensure that you wait one second after pressing the microphone button. The channel must be fully opened before the transmission is to occur.
- Speak clearly.
- Minimise the length of any transmission. Keep it as short, but as informative, as possible. Long transmissions will prohibit people from being able to radio in an emergency if required.
- When contacting another user, use your name and the name of the person you’re contacting (ie: John to Penny), and reply to calls with your name (ie: go for Penny).
- If you understand what has been asked of you reply with ‘copy that’.
- If you did not hear part of a transmission to you over the radio, please reply with ‘repeat last call’.
- When contacted and you need to pause the conversation, notify the other user by stating ‘stand by for (your name).
- During an emergency, the EOC or Wardens may cut in your channel and announce: “An emergency situation exists, please maintain radio silence”.
- All personnel must maintain radio silence and stand by for further instructions.
- Please direct all external communications from Emergency Services to the EOC.
- DO NOT use the Emergency channel unless an actual emergency situation exists.
Other Radio Information:
- Always switch radio off before plugging in or removing accessories.
- Any communication problems please take your radio to the radio collection point to be checked.
- All 2-way radios and accessories will need to be signed in and out upon collection and return. All missing equipment will be charged to the person who has signed out the equipment.
- Battery exchanges are available at Sign In. You must maintain a charged battery on your 2-way radio at all times. If it is getting flat, arrange to have your battery exchanged as soon as possible.
- Always turn your radio off when returning it at the end of your shift.
IF YOU CAN'T MAKE YOUR SHIFT OR ARE RUNNING LATE PLEASE TEXT (do not call) LIBBY on 0484 266 317.
Make sure to state your name and your shift details.
Meet Libby:
Libby is our Volunteer Coordinator for Midsumma Festival 2025.
She uses she/her/hers pronouns.
Her email is [email protected] and her phone number is 0484 266 317.
Key Information:
- We utilise Deputy as our rostering platform. All shifts will be uploaded there. Please expect emails and/or text messages with your shifts.
- The Volunteer Tent/HQ is where you start and finish your shift. This is where you'll be provided a Midsumma volunteer T-shirt, lanyard, radio (if required), water bottle, pronoun button and bag.
- Return at the end of your shift to the Volunteer Tent/HQ to sign out and return your radio and radio accessories. Change out of your Midsumma t-shirt once you're signed out.
- The Volunteer Tent/Headquarters will have coffee/tea and snacks for you to enjoy.
- Lanyards must be worn at all times during your shift. You will receive your Midsumma lanyard at your first shift.
- Your lanyard will allow you to access some of the Midsumma Festival 2025 shows. Please head to midsumma.org.au/pass25 to view the pass-friendly events.
- Pack lightly as there is no access to safe storage. You will be given a Midsumma bag and water bottle for you to keep your belongings.
- Lost property will be kept in the Information Tent or Volunteer Tent/HQ.
- No smoking while in your Midsumma uniform.
- No smoking within 10m of Food Vendors.
- Wear sunscreen, a hat, closed-toe shoes, and drink heaps of water.
Sunscreen will be provided and there will be plenty of water tanks around. - A lost person can be reported at First Aid at all Major Events.
- Watch out for vehicles.
- Lift with your legs, not with your back.
- Report any potential hazard, big or small.
Event Day: Sunday 19 January 2025
Event Time: 11am - 9pm
Location: Alexandra Gardens, Boathouse Drive, CBD
Bump-In Dates:
Wednesday 15 January — Morning of Sunday 19 January
Bump-Out Dates:
The evening of Sunday 21 January and Monday 22 January
For more event information, please visit the Midsumma Carnival event page.
Induction
All staff and volunteers are required to complete the Midsumma Festival Inc Online Induction before attending our 2025 festival events.
The induction takes around twelve minutes to complete. It is intended to be comprehensive as it covers all of our major events.
Complete the Midsumma Festival Event Induction form HERE >>
On Arrival
Volunteer Tent: The Volunteer Tent is located in the Sports Precinct, next to the Information Tent and next to Artist HQ.
The Volunteer Tent will have coffee, tea, and snacks available, as well as sunscreen.
Please refer to the Map (see below).
Start of Shift: Head to the Volunteer Tent to get checked in. Here you can also collect a radio (if required), Midsumma t-shirt, lanyard, pronoun button, bag, and water bottle. Please note there are no safe storage facilities, so pack lightly.
We will check you in on Deputy when you arrive.
PLEASE WEAR CLOSED-TOE SHOES.
End of Shift: Return to the Volunteer Tent to get checked out and to return your radio and radio accessories. Feel free to keep your Midsumma t-shirt, water bottle, and bag.
Change out of your Midsumma t-shirt.
We will check you out on Deputy at the end of your shift.
Carnival Map:
Alternative: Download the 2025 Midsumma Carnival Map in PDF format (2.3 MB)
Zoom in to the PDF map to see more detail.
Parking & Transport: No parking will be available around Alexandra Gardens during the event.
Alexandra Gardens is approximately 400m walk from Flinders Street Station.
Accessible drop off is available, at the corner of Boathouse Drive and Alexandra Avenue.
First Aid: The First Aid Tent is located in the Sports Precinct, next to the Volunteer Tent as well as in the Stalls Precinct (next to the Picnic Info Tent). Please refer to the map above for the exact locations. Roving First Aiders are also on site.
DanceWize: DanceWize is a peer-based alcohol and other drugs (AOD) harm reduction program that delivers peer care and support services for music events and festivals across Victoria. Dancewize is located next to the First Aid Tent in the Sports Precinct.
Emergencies and Evacuation
The preferred method of communication is via radio by calling for “EOC” or “Event Control”.
EOC emergency phone number – 0484 264 864. Please note this number is for emergencies ONLY!
During the event, Evacuation Assembly areas have been allocated. In the unlikely event of an emergency, remember to follow instructions given by the Area Warden.
An evacuation will be facilitated by the EOC via the Area Wardens on the ground at the events. Emergency announcements will be made over the stage speakers and emergency exit gates will be opened.
Evacuation Assembly Points:
Radio Channel Allocation
Channel 1: EMERGENCY
Channel 2: SITE OPERATIONS
Channel 3: STAGE MANAGEMENT
Channel 4: VOLUNTEERS
Channel 5: FIRST AID
Channel 6: BARS
Channel 7: SPARE / LONG CHAT
Frequently Asked Questions
See Midsumma Carnival 2025 - FAQs for answers to frequently asked questions
Volunteer Role Descriptions
Please click the links below for more information on your upcoming roles.
(Note: many of these are the 2024 role descriptions, but will be updated shortly with the 2025 equivalents, which will generally be quite similar).
Blind and Low Vision Guides
Lip Synch Limelight Volunteers
Information Tent Volunteers - Main Info Tent
Information Tent Volunteers - Picnic Info Tent
Site, Stalls, Signage & Production Volunteers - Bump In & Bump Out
Event Day: Sunday 2 February 2025
Location: Ian Johnson Oval, Fitzroy Street & Catani Gardens, St Kilda
Event Time: March: 11am - approx. 2pm
Post Pride March Celebrations at Catani Gardens: 11am - 4pm.
Volunteer Briefing
Thursday 30 January, 6pm - online only.
This briefing will in particular cover vital information for all Parade Marshalls.
Induction:
All staff and volunteers are required to complete the Midsumma Festival Inc Online Induction prior to attending our 2025 festival events.
The induction takes around twelve minutes to complete. It is intended to be comprehensive as it covers all of our major events.
Complete the Midsumma Festival Event Induction form HERE >>
On Arrival
Please read the Volunteer Role Descriptions provided a bit further down for information on where you should head on arrival.
Start of Shift:
WHERE YOU SIGN IN FOR YOUR SHIFT WILL DEPEND ON YOUR SHIFT LOCATION.
Head to either St Kilda Sports Club or Catani Gardens to get checked in, and collect a radio (if required), Midsumma t-shirt, lanyard, pronoun button, bag, and water bottle.
Please note there are no safe storage facilities.
We will check you in on Deputy when you arrive.
Volunteer Headquarters: Where you check in and check out will depend on your shifts.
- Ian Johnson Oval: St Kilda Sports Club, St Kilda Sports Club, 66 Fitzroy St, St Kilda
- Catani Gardens: West of the Rotunda (look for VOL on the map below)
The Volunteer HQ/Tent will have coffee, tea, and snacks available, as well as sunscreen.
End of Shift:
Return to get checked out and to return your radio and radio accessories. Feel free to keep your Midsumma t-shirt, water bottle, and bag. Change out of your Midsumma shirt.
We will check you out of Deputy at the end of your shift.
Parking & Transport:
Trams: 12 to stop 143, tram 96 to stop 132, any St Kilda Rd tram to St Kilda Junction.
First Aid:
First Aid is located outside the St Kilda Sports Club. First Aiders will be on bikes along the marching route.
At Catani Gardens First Aid is located northwest of the stage.
Evacuation:
The preferred method of communication is via radio by calling for “EOC” or “Event Control”.
EOC emergency phone number – 0484 264 864. Please note this number is for emergencies ONLY!
During the event, Evacuation Assembly areas have been allocated.
Remember to follow instructions given by the Area Warden.
An evacuation will be facilitated by the EOC via the Area Wardens on the ground at the events. Emergency announcements will be made over the stage speakers and emergency exit gates will be opened.
Radio Channel Allocation:
Channel 1: EMERGENCY
Channel 2: MARSHALLING
Channel 3: CATANI
Channel 4: FITZROY ST/GENERAL OPS
Channel 5: FIRST AID
Channel 6: SPARE / LONG CHAT
Pride March Participants FAQ's:
- The March starts at 11am and runs to approx. 2pm.
- Pride March Participants register at St Kilda Sports Club, then head out to Ian Johnson Oval to find their Wave Letter (ranges from A to S).
- Vehicle Participants assemble on Lakeside Drive.
- Accessible March participants access Fitzroy St, close to Lakeside Drive.
- Accessible drop-off point is located at Canterbury Rd & Fitzroy St.
- Accessible viewing is located at Tram Stop 134.
Please see the map above.
Volunteer Role Descriptions
Site, Signage & Production - Bump In & Bump Out
Volunteer Headquarters - Ian Johnson Oval
Volunteer & Information Tent - Catani Gardens
Welcome, Survey & Donation Superstars
For more event information, please visit Midsumma's Pride March page.
INCLUSIVITY and ACCESS
Midsumma Festival engages with a wide range of communities. You will come across audiences, artists, and contractors who have different life experiences from you.
It's important to be sensitive and respectful in the way you talk to people. We want Midsumma Festival to be a safe environment for everyone and that starts with us.
Audio Description: Through the use of a headset or with support from describer guides, audience members can listen to a description of the visual aspects of the event during appropriate breaks in the dialogue. Not all the events listed make use of headset technology. Some events are supported by describer guides and/or embedded self descriptions.
Tactile tours (touch tours) allow patrons who are blind or have low vision to have a hands-on experience of the work. Tours usually commence 30 to 60 minutes prior to a performance’s starting time, and they are often ticketed, so attendees are sometimes known in advance.
Auslan interpreted services provide equal access to arts and entertainment for people who are Deaf.
Assistive Listening: Patrons receive a handheld receiver and headphones, which amplify a live audio feed captured via microphones positioned in the theatre.
Relaxed Performances are designed to create a safe and welcoming environment for people who have particular sensory or processing needs, or anyone who would benefit from seeing a performance in a relaxed environment.
English No Barrier: English skills are not required to participate fully in these events.
Wheelchair access varies from venue to venue. Midsumma relies on accurate information being provided by the more than 100 venues that are part of the Festival. We recommend that audiences contact the venue to confirm wheelchair accessibility and enquire about accessible parking.
Open Captions (OC) are when the captions are displayed so that everyone in the audience can see them. Closed Captions (CC) are when captions are relayed to audience members' individual devices, so only those that have requested the service can read the captions.
100 % Visual Rating: No sound, music or dialogue (e.g. an art exhibition) so Deaf or hard of hearing audiences can engage fully with the event
75% Visual Rating: Some sounds and minimal dialogue, or dialogue is subtitled so Deaf or hard of hearing audiences have a closer to full engagement with the event
Low Visual Rating: Sound, music or dialogue is essential to fully experience the event (e.g. a music concert or mostly non-subtitled dialogue) so Deaf or hard of hearing audiences can have some but not full engagement with the event
- Our Major Events: Midsumma Carnival, Pride March, and Victoria’s Pride Street Party have their own pages on the Midsumma website with detailed information about Access at these events. It will help you to read this information prior to arrival, and to have it ready to refer to on your phone, in case needed.
- On the day of the event, if you want assistance or have a question about access, please contact our Access Coordinator Josh on 0437 557 109. It’s Josh’s job to support you on the day and he wants you to call him!
- If any patrons have feedback about access and inclusion at Midsumma, please suggest that they complete our Disability Access and Inclusion form. To access that at our Major Events, they will be able to scan a QR code at the Information Tents, or they can access it from the Contact Us page on the Midsumma website.
- Universal access symbols are included next to each event as they are listed online or in the printed program. This tells the audience, at a glance, what service provisions are available at each event.
- Before you arrive, check which access services are being provided (for eg. Auslan interpretation, Audio Description and/or Tactile Tours, Relaxed Performances)? This will help you prepare some communication strategies, and prepare for certain Front of House procedures (see below points).
- On arrival, check in with the Front of House manager or Team Leader if any patrons have requested any access services, and if there’s anything that you can do to assist.
On arrival, Familiarise yourself with any audio description or assistive listening technologies an audience member may collect from you upon arrival. Make sure you understand the process for handing these items out pre-show, and collecting them post-show. Can you help set it up, ready to be handed out? - Is there a lockout procedure? Are late-comers allowed entry?
- On arrival, have a look around the venue and take note of: steps, ramps, hand rails, accessible and/or inaccessible routes (including entrances and exits), accessible bathrooms, nearest green/grassy areas (for dog guides and service animals).
Please be aware: dog guides and service animals are legally permitted to go anywhere an audience member is allowed to go.
Do use ‘person first’ language: Person with disability, wheelchair user, person who is blind or has low vision, person who is d/Deaf or Hard of Hearing, person of short stature
Do NOT use language of deficit: Handicapped, person who can’t walk/ hear/ speak/ etc, wheelchair bound, the blind/deaf, deaf and dumb, crazy, slow, crippled, special, inspiring.
- When communicating, remember to state your name and your role at Midsumma.
- If it appears necessary, ask “Would you like assistance with…?” rather than assuming that help is required.
- Speak directly to the person rather than to the person with them.
- Use a normal tone of voice.
- It’s OK to let a person know you are having difficulty understanding them; try asking yes or no questions.
- If you are communicating with a person who is Deaf and you don’t know Auslan, it is appropriate to offer written communication as an alternative (via a notes app on your phone, or handwritten notes).
- If you are calling out an order number to let someone know their food is ready, a person who is Deaf might not realise. Be prepared with a visual communication system, or to leave your point of service to get their attention.
- If communicating with a person who is blind, it is appropriate to say things like “I’m holding the EFTPOS machine in front of you.. Oh, it’s a little to the left”, “Would you like me to read the menu to you”, “You are second in the line”, etc.
- Never take hold of a blind person’s hands or body and move them to where you want them to be. If a person would like assistance with wayfinding, you can ask “How can I best assist you?” or “I’m ready to assist but I haven’t done this before: how can I best guide you? What information do you want from me as we move through the venue?”
Our major events are high-sensory environments that may become overwhelming for people with particular sensory needs. If someone seems overwhelmed (this can look like: crying, rocking, lying on the ground, or not speaking), the primary goal is to protect their dignity by supporting them to regulate themselves:
- Create physical space around them
- Do not touch the person
- Do not speak to them or provide any new information
- If you can identify factors in the environment that may have contributed to an individual feeling overwhelmed (e.g. heat, noise, crowds), you may be able to offer an alternative to help with self-regulation (e.g. placing a bottle of water, or something cold, near the person).
Eventually, the person will regulate their breathing and behaviour and may begin communicating and processing new information.
Midsumma does not expect you to be an expert in access and inclusion.
We don’t expect you to get it all right.
It’s OK to make mistakes, or to not know the answers. We are all learning, and will never stop learning.
Some people use the phrase ‘access is attitudinal’. What this means is that, if people have an attitude of learning, or have a desire to be accessible and inclusive, then whatever problems that arise can be worked out. Sometimes, it’s really unhelpful to us to feel like we have all the answers. Doubt can be useful!
If, at the end of the shift, you can say that you’ve:
been yourself and kept things real
been respectful and flexible
tried to keep in mind the diversity of people that attend Midsumma events
then you can feel proud. You have done a good job!
