After-Party Registrations

Midsumma Carnival - Creative Edge Photography

Signature Event After-Parties

The annual Midsumma Festival returns from 19 January to 9 February 2020.

Midsumma Festival is open access, which means that anyone can register to be part of the Festival. We champion inclusion, diversity, freedom of expression and amplifying voices on the margins. So be a part of the Festival that celebrates queer or LGBTQIA+ creativity in all its glory and enjoy the warm embrace of our communities. We all have something important to say and each year we are widening the reach of your message.

We work year-round to support producers in the lead-up to the annual Midsumma Festival, providing ongoing advice, workshops, event services, and resources.

This year, we are launching a new category of events specifically for our community of movers, shakers, and party makers.

Each year, over 118,000 members of the LGBTQIA+ community attend Midsumma Carnival, and over 53,000 attend Midsumma Pride March. These signature Midsumma Festival events are some of the biggest on Melbourne’s queer calendar, but it doesn’t stop there!
If you’re planning to host a party event on the evening of Midsumma Carnival or Midsumma Pride March, we want to hear from you.

Want your event to be part of Midsumma Festival 2020? There are five steps to registering an event with us:

  • READ the information below for everything you need to know about registering an event with Midsumma Festival. We recommend familiarising yourself with the registration form before you start to understand what you will need to provide. Feel free to use the Preparation Checklist below to ensure you are ready to start the process.
  • 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]. Midsumma Festival is also National Relay Service ready!
  • GET high-resolution promotional images that represent your event for your website event listing, social media posts, and other promotional activity. You will need to submit this at the time of registering. Read "Your Event Listing: Image" below for more information on the format required.
  • LOCK in a venue. You will need to have confirmed with your venue at the time of registering.
  • REGISTER online by Friday 20 December. Be ready to pay your registration fee at the time of registering (an invoice will be sent to you). Late registrations, registrations with missing information, and registrations without a confirmed venue or promotional image by the closing date will not be accepted.
    The fee for registering an After-Party event is $220 inc. GST.

A Midsumma Festival After-Party must take place on the evening of Sunday 19 January (after Midsumma Carnival) or Sunday 2 February (after Midsumma Pride March) and start no sooner than 2 hours prior to the end of Midsumma Carnival or Midsumma Pride March.
Midsumma Carnival ends at 10pm and Midsumma Pride March ends at 5pm.

By registering your event with Midsumma Festival 2020 you will have access to:

A dedicated listing on the NEW Midsumma website
Your event will be listed on our website, which had 539,805 page visits for the 2019 festival, during the Festival period (22 days).

Midsumma will share your Facebook Event on the Midsumma Facebook Page
Add Midsumma Festival as a co-host to your Facebook event to ensure your event is promoted by the Midsumma Festival Facebook Page.
Your event will be included at least once in Midsumma's dedicated social media posts from November 2019 to February 2020.
A total reach of 974,400 people and 15,000 ticket clicks through social media posts in 2019. A 75% increase in engagement from 2018.

Your event in at least one of Midsumma's eNewsletters sent to our growing 6000 readers
The Midsumma eNews has a 28.43% average open rate (9% above industry average) and a 12% click rate (industry average is 2.18%).

Help from industry professionals
Our experienced team will navigate you through the difficult questions, hold your hand while you cry, and celebrate the wins with you.

Roving Rights at Midsumma Carnival
Midsumma Festival registered events are given promotional rights to rove and flyer at Midsumma Carnival, promoting their event to over 118,000 people.

Ticket sales and box office
After-Party events can either be ticketed entirely Midsumma Festival or split between Midsumma Festival and your own ticketing service.
We can handle the pre-sale transactions, you take care of the fun parts. All you need to do is organise someone to sell tickets at the door.

Performer Pass
The Midsumma Performer Pass grants you access to selected Festival shows for free, as well as the VIP bar at Midsumma Carnival.

An engaged audience
Build new and strengthen existing audiences for your event by tapping into our audience of 284,583 festival attendees.

Meet great people and venues
Facilitate further links and networks with over 5,000 artists and 100 Melbourne venues.

Share stories and voices
Be a part of a platform that shares LGBTQIA+ stories and experiences.

ESSENTIALS

Read on for everything you need to know about presenting an event as part of Midsumma Festival 2020.

Midsumma Will Provide

As an event producer you will receive:

  • Your event featured on the midsumma.org.au website as a dedicated event listing as well as our ticketing website - partnering with Eventfinda
  • Your event will be featured in a digital campaign managed by Midsumma that promotes the Festival - including social media and digital advertising and email marketing
  • Access to our Event Producer Resources - further assistance is available as requested 
  • Ticketing services for your event - managed through our ticketing partner
  • License to use the Midsumma logo on your promotional material - material with logo must be approved by Midsumma Marketing Manager
  • Invitation to special events, including the Midsumma Festival Launch and Festival Wrap Party
  • A Participant Pass, which gains you a raft of entitlements including last-minute entry to selected shows and entry to Midsumma Carnival VIP Bar
  • Free Roving Rights at Midsumma Carnival 

Your Responsibilities

Presenting an event as part of Midsumma Festival is a lot of fun and very rewarding, 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 by 20 December 2019.
  • 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 for your event.
  • Secure a venue and liaise with them.
  • Manage event schedules and budget.
  • Secure any financial support for your event
  • Liaise with Midsumma about ticketing and event listing changes
  • Complete your Event Producer Survey at the conclusion of your event and provide attendance numbers
  • Organise Public Liability Insurance for your event
  • Pay your registration fee of $220 inc. GST

Midsumma is here to help - we provide advice and guidance on all of the above!

Registration deadlines and other key dates for Midsumma Festival 2020 are as follows:

  • After Party Registrations Open: November 2019
  • After Party Registrations Close: 20 December 2019
  • Your Contract Due: 6 January 2020
  • Split Ticketing Agreement Due (if applicable): 6 January 2020
  • Public Liability Insurance Certificate Due: 6 January 2020

Key Events

  • Program Launch/ Guide Released: 20 November 2019
  • After Party Registrations Close: 20 December 2019
  • Opening Day/Midsumma Carnival: 19 January 2020
  • Midsumma Pride March: 2 February 2020
  • Last day of Midsumma Festival 2020: 9 February 2020
  • Midsumma Festival Wrap Party: 9 February 2020

YOUR EVENT LISTING

Event Title

You can call your event almost anything you like, but we recommend you consider the following:

  • Coarse language in titles or copy may reduce your chances of getting approval from Facebook or Instagram for boosted promotion on their social media channels. In addition, Midsumma Festival collateral will have coarse language censored (i.e. F*ck, Sh*t, etc.)
  • 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 somewhere on your own promotional material to show you are an officially registered event.

Event Tagline

This is one line of text to sum up the tone and premise of your event e.g. "The award-winning musical by William Finn". Or it can be a media quote, if you have one, for example: "Queer comedy genius!****" – The Guardian.

Keep your tagline short. We recommend 60 characters max (including spaces).

Event Promotional Copy

You will need to provide two versions of the event copy, one for use in social media (max 75 words) and a slightly longer version for the website (max 300 words).

We have set out some tips for writing compelling copy below:

  • Think simple and clear. It's important to remember that although your show might hold a complex message or be super-edgy, the primary purpose of your event copy is to get audiences to your show. Cause some intrigue, but try not to alienate audiences. The best advice is to check out Midsumma Program Guides from previous years and see what resonates with you. Avoid slang, unless you only want people who are familiar with that slang to attend.
  • Which tense is best? On the Midsumma Festival website, we refer to Midsumma general information 'pages' in the first person, from the 'voice' of Midsumma. For instance, 'We hope you enjoy your experience with us in 2019'. For this reason, we highly recommend that your event copy is written from a third person perspective. For instance, 'Goddess Grooves celebrates and showcases local female musicians', rather than 'Come celebrate local female musicians with us at Goddess Grooves'.
  • Show your copy to someone else first. It's best to get feedback from family or friends who you think might enjoy the event, but who are not already too familiar with the content. Do they know what to expect to experience at your event from what they have read?
  • Midsumma Festival is a family friendly festival and website. That includes children and young people so even though your event is pitched as Adult Only, your copy should not be.

Capture Your Audience

Your promotional image (sometimes called 'key image' or 'hero image') is one of the most vital tools in attracting an audience or reviewer's attention. It should be striking, represent your event truthfully, and be taken by a skilled photographer to optimise your chances for promoting your event.

Simple and striking images work best.

There are some guidelines that you will need to follow (otherwise, we may request an alternative image).

Please:

  • Use a landscape image, as this will work best with the dimensions required for the website. In addition, most Facebook formats are landscape (Facebook event, cover image).
  • Avoid including any words/text on your image, not even the title.
  • Avoid including any logos on your image.
  • Avoid providing a low-resolution image. We recommend getting your image professionally taken. Avoid screenshots and taking photos with your smartphone.
  • Avoid providing a highly detailed image. Avoid images with lots of content. Simplicity works best.
  • Avoid using a rainbow filter. Rainbow filters do not reproduce well in collateral.
  • Avoid adding a border to your image.

Image Specifications

Make sure you have a high quality (minimum 300 dpi) version of your image, the dimensions required are 2048 pixels wide by 1536 pixels tall (landscape).
Any images outside of this size will be cropped by Midsumma Festival on your behalf.

Please also ensure that you have permission to use the image, and that you can provide the appropriate image credit.

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?

Midsumma Festival is again working with Eventfinda as the ticketing system portal for the 2020 festival. All ticketed Midsumma Festival After Party events (free and priced) must have at least 10% of their event capacity sold through the Midsumma Festival ticketing system. Once allocation is exhausted, additional tickets cannot be unreasonably withheld

Free-ticketed events

"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".

Ticketing Fees

Ticketing fees are paid for by audiences. It is their contribution to making Midsumma Festival possible. Midsumma charges two different fees: a "per ticket" fee and a "booking" fee.
The "per ticket" fee is included inside 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 amounts per ticket sold through our ticketing system:
Inside Fee = $0 for ticketed-free events
Inside Fee = $3 for tickets that are priced between $5 – $15.99*
Inside Fee = $3.50 for tickets that are priced between $16 – $35.99
Inside Fee = $4 for tickets that are priced between $36 - $65.99
Inside Fee = $4.50 for tickets that are priced $66 +

*The minimum ticket price is $5 (standard $3 ticket fee to Midsumma + $2 per ticket to you).

Example Ticketing Fees

Confused? This example might help:

If you require $15 from your ticket for your budgeted sales income, your advertised ticket price should be $18 ($15 to you and $3 commission to Midsumma Festival).

The prices you nominate during registrations, and advertise to the general public, must include the inside 'per ticket' fee.

Still unsure? Contact [email protected] if you have any questions relating to setting your ticket price.

Booking Fee

Midsumma charges a $5.25 booking fee per purchase, regardless of the number of tickets in the transaction. The ticket purchaser, not the Producer, pays this. This covers the administration of a ticketing system.

Ticketing Matrix

Use this Ticketing Matrix to work out ticketing fees, costs and profit. If you need a hand working through the sheet feel free to email us at [email protected] and we will be happy to assist.

GST

All Midsumma booking fees, transaction fees and tickets sold include GST unless stated otherwise.

Your event's ticketing will be remitted within five working days of the completion of your event/ season or after any refund issues are resolved (for example if you have had to cancel a session of your season and customers have already purchased tickets), and only if the bank account details you provide during event registration are correct.

Door Sales

You'll need to arrange your own box office at the venue for door sales. 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. Yay!

Keep a record of how many tickets you sell on the door, as we request this information at the close of the festival.

Complimentary Tickets

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.

Midsumma comps: These are tickets booked and used by Midsumma Festival. Midsumma requires 4% of your total capacity (or a minimum of at least 6 tickets, whichever is larger) to be made available as complimentary tickets across the season. This is 4% across the event's season to be used for Midsumma sponsors, board members, management, producing partners and patrons.

Producer comps: You can allocate up to 10% of your total Midsumma ticket allocation as comps for your cast, crew, media reviewers and anyone else you want to attend your event. You may be charged additional fees for any amount over this 10%.

Companion Card tickets. Companion Cards provide carers with a complimentary ticket to an event and, like with all concession cards, Companion Cardholders must show their card at the venue. All Midsumma Festival events must accept Companion Cards.

REGISTER

Here's a handy checklist of what you'll need to prepare for your registration due by 20 December:

  • Primary contact details and optional secondary contact details
  • Your event name and details, including the event description, image, dates/times, prices
  • A confirmed venue and their contact details
  • Ticketing details (if applicable)

 

After registration, we will send you: 

  • Your Midsumma contract, due 6 January 2020
  • Split Ticketing Agreement Due (if applicable): 6 January 2020
  • Request  for Public Liability Insurance Certificate Due: 6 January 2020
  • Request for Midsumma Carnival Roving details - if applicable (due by 6 January 2020)

Midsumma Festival - After Party Registration

Primary Contact
This will be used to generate your invoice.
Please provide a link to your website (Facebook/Instagram pages are also acceptable)
Target Audiences
Select all that apply
Venue Details
Event Listing
Max 300 words
Please upload a high resolution image without logos or text (including the Title).

Please note the dimensions required are 2048 pixels wide by 1536 pixels tall (landscape).
Any images outside of this will be cropped
Ticketing Information (For ticketed events only)
N.B. Midsumma Festival must be given at least 10% of the total ticketing capacity to sell on your behalf.
e.g. Early Bird
Terms & Conditions
Once allocation is exhausted, additional tickets cannot be unreasonably withheld.
Principal Partners
Major Partners
Gold Partners