Event Registration Guide

Explore previous Festival Guides to see the incredible range of events that have been part of Midsumma.

Explore Past Programs

To register your event through Midsumma Festival’s event registration system, go to eventotron.com

1. Sign up for Eventotron or log in to an existing account.
   Need help? Read the Signing Up help article. 

2. Create an event.
   Need help? Read the Artists and Producers FAQs article.

3. Add your event to Midsumma Festival 2027.
   Need help? Read the Applying to a Festival help article. 

4. Complete Steps 1 to 10 in Midsumma's Eventotron form. 

5. Pay your registration fee to confirm your registration (which can only be done once the progress bar reaches 100%).

Before you begin your registration, gather the information you'll need about your event.

Your event will be listed in the printed Official Midsumma Festival Program Guide and the midsumma.org.au website. To ensure your event stands out from the crowd, we’ve provided a few pointers on how to make your event title, image, and description work.

Event Title

Choose a title that is clear, memorable and easy to read.

• Keep it short so you have more space to describe your event.
• Avoid naughty language, as it may limit promotional opportunities and will be censored in Midsumma publications that are available to all ages. If your title has some restricted words, we can help patch it up for strict platforms (e.g. F*ck, Sh*t).
• Don't include "Midsumma" in your event title. Instead, use phrases like "As part of Midsumma Festival" in your own marketing and include the Midsumma logo where appropriate.

Event Copy

You'll need to provide two versions of your descriptive event narrative:

• Program Guide: Around 40 words.
• Website: Around 200–300 words.

Keep your copy clear, engaging and focused on what audiences can expect from your event.

A few tips:

• Write in third person where possible (e.g. "Goddess Grooves celebrates local female musicians" rather than "Join us to celebrate...").
• Ask someone unfamiliar with your event to read it. If they understand what to expect, you're on the right track.
• Remember, the Program Guide is available to everyone, including children and young people, so keep your description suitable for a general audience, even if your event is for adults.

Image

A great image helps your event stand out and gives audiences a strong first impression. Choose an image that reflects your event and is of high quality.

Your image should:

• Be high resolution (not a screenshot).
• Be simple and easy to see at a small size.
• Accurately represent your event.
• Avoid AI designed images.

For your registration, we can't accept images with:

• Text or event titles.
• Logos.
• Borders.
• Busy or cluttered designs.
• Nudity or content that may be considered explicit for a general audience.

If your image doesn't meet these guidelines, we may ask you to provide an alternative.

Promotional Video (Optional)

You can add a promotional video to your event listing to give audiences a preview of your event.

A short video (around 30 seconds) works best. Keep it engaging, high quality and focused on what makes your event worth seeing.

If you opt in during registration, your video can also be featured in Midsumma's annual Festival promotional reel (sizzle reel), giving your event even more exposure.

Video Format:

• For your event listing: Must be a YouTube or Vimeo link to your video.
• For our promotional reel: Please upload a video file (we can't rip from Youtube).

FIND YOUR VENUE

Before you can complete your event registration in Eventotron, you'll need to confirm a venue.

Have a venue, and they're registered for Midsumma Festival 2027 in Eventotron → You can select that venue at Step 5 of your event registration in Eventotron.

Using your own venue for your event? → You'll need to make sure it's registered in Eventotron, with Midsumma Festival 2027 before you can link it to your event.

Need help with finding a venue?
Send us an email: [email protected]

→ Only after you have joined with a venue on Eventotron will you be able to add dates, times and prices and continue to finalise your registration. There's tips in Eventotron to help you find and connect with a venue.

Digital Events

Adding a digital session or hosting a completely digital event? No problem! Midsumma supports both on-demand and streamed digital events. Midsumma's ticketing platform Red61 has digital integrations with BrightCove, Vidlex, Vimeo and YouTube. After purchasing a ticket, customers can access your digital content through their Midsumma website account, either on demand or live at the time of the event. Please email [email protected] if you want to know more about digital events. 

Venue Relationships

• Please remember that any relationship with a venue is strictly between you and the venue and not with Midsumma Festival. 
• You will need to provide Midsumma Festival with a copy of your Venue Hire Agreement.
• Download an example venue agreement. 

Other Venue Considerations

There are many things to consider when choosing a venue. We've made a list of prompters for you to consider when looking at venues:

• Is the venue sensitive to queer communities and identities? Does it have non-gendered bathrooms etc.
• How accessible is the venue? (Wheelchair access, bathrooms, hearing loops)
• What is the venue's cancellation policy?
• Can you afford it? Will the income you expect from the project be enough to cover the venue costs?
• Does the venue provide a technical crew and Front of House? Or will you need to provide these yourself?
• What additional support does the venue provide? Will they help with marketing or provide rehearsal space?
• What is the location of the venue? Is this a good location for your target audience/demographic?
• What's the vibe? 
• Are there any technical restrictions at the venue? Such as restrictions due to sound bleed, liquor licences, capacity and the type of electricity connections provided.
• What are your venue's licensing regulations? Does your venue allow under-18s into the event? 
• Check the conditions of venue hire

ADD YOUR VENUE

How to add your venue in Eventotron

1. Go to the Venue Finder section of your event registration in Eventotron.
2. Once you find a venue that you like, select it and then click the Enquire tab. You'll be prompted to provide a brief introductory note to the venue.
3. We strongly advise that you then contact the venue directly to discuss your event in more detail.
4. Only once the venue accepts your application will the dates, times and prices section appear. You will then be able to input this information, along with event duration, capacity and ticketing categories. 

Registering a Digital Event?

Registering a digital event is the same as registering any other kind of event. When asked "Is your event in-person, digital or both?", follow the prompts to add on-demand or live-streamed sessions.

TICKETING YOUR EVENT

Midsumma Festival uses Red61, an industry-leading ticketing system, for event ticketing.

All ticketed Midsumma Festival events (free and priced) must be ticketed through the Midsumma Festival ticketing system. 

Please email [email protected] if you would like to discuss ticketing.

Quick ticketing info →

✔ All ticketed events use the Midsumma Festival ticketing system (Red61).

✔ Ticketed free events do not incur booking or inside fees.

✔ General admission is the default ticketing option.

✔ Door sales are permitted.

✔ You'll receive access to Your Event in the Red61 Producer Ticketing Portal before the Festival.

✔ Ticket sales are remitted within 15 working days after the Festival.

TICKETING OPTIONS

Ticketed Free Events

These events are free but require attendees to reserve a place in advance.

To provide a streamlined experience for festival-goers, all ticketed free events must be ticketed through the Midsumma Festival ticketing system. This allows audiences to browse and book all Midsumma Festival events in one place.

There are no additional costs for ticketed free events. Neither organisers nor attendees will incur booking fees or inside fees.

Allocated Seating

By default, all events are set up as general admission.

If you wish to use allocated seating (where audience members are assigned a specific seat number), please contact us at [email protected] before event registrations close. Once tickets go on sale, seating maps cannot be added or modified.

Allocated seating is free. However, we will need to work with you to build a seating map in the ticketing system, which can take some time.

While allocated seating can be accommodated, we strongly recommend general admission as it is easier for you as the event producer to manage and for attendees to book.

Box Office and Door Sales

All ticketed Midsumma Festival events (free and priced) must have 100% of their event capacity sold through the Midsumma Festival ticketing system.

The only exception to the above ticketing policy is door sales. Tickets will go off sale through the Midsumma Festival website one hour before your event start time, ready for you to start selling them at your venue.

You'll need to work with the event producer to arrange a box office for door sales at the venue.

If you need to change this arrangement, please contact [email protected] as soon as possible.

Please keep a record of how many tickets you sell on the door. We request this information at the close of your event to assist with our reporting and to help you determine the number of people who attended your event.

If you need to discuss ticketing, please contact [email protected] as soon as possible.

MANAGING YOUR EVENT

Complimentary Tickets

A minimum of 4% of your venue capacity (or six tickets, whichever is greater) must be allocated to Midsumma Festival.

These tickets are used by Midsumma staff, board members, producing partners, sponsors and donors throughout the Festival.

Producer Complimentary Tickets

You may allocate up to 10% of your total ticket allocation as complimentary tickets for cast, crew, media reviewers or invited guests.

Additional fees may apply if you exceed this allocation.

Companion Card Tickets

All Midsumma Festival events must accept Companion Cards.

Companion Card holders are entitled to a complimentary ticket for their companion and must present their Companion Card at the venue.

PRODUCER PORTAL- Red61

Once your event has been confirmed in the Festival Program, you'll receive access to the Midsumma Producer Portal in Red61.

From there, you'll be able to:

• Monitor ticket sales
• Download door lists
• Book complimentary tickets
• Manage your event ticketing before the Festival

TICKETING FEES

There are two types of ticketing fees that are charged by Midsumma, an Inside Fee and a Booking fee.

Inside Fee

Each ticket purchased by audience members includes an Inside Fee. This internal charge is included in the advertised ticket price for your event.

Midsumma retains the Inside Fee from each ticket sale before remitting funds to you after your event.

In 2027, Midsumma will retain the following amounts per ticket:

The minimum ticket price for paid events is $5.00 (including GST).

The prices you nominate during registration, and advertise publicly, must include the Inside Fee.

When budgeting your event, remember that the Inside Fee changes depending on the ticket price.

For example:

• A $25.00 ticket returns $22.30 to you, with $2.70 retained by Midsumma.
• A $15.00 concession ticket returns $12.80 to you, with $2.20 retained by Midsumma.

If you're budgeting to receive $25 from a full-price ticket and $15 from a concession ticket, your advertised prices should instead be:

• Full Price: $27.70
• Concession: $17.20

Customer Booking Fee

A $5.50 Booking Fee applies per transaction, regardless of the number of tickets purchased, unless all tickets in the booking are free.

The Booking Fee is paid by the customer and retained by Midsumma to cover ticketing administration costs.

There is no Booking Fee for ticketed free events.

All Midsumma booking fees, inside fees and ticket prices include GST unless otherwise stated.

Ticketing Remittance

Ticket revenue will be remitted to producers within 15 working days of the Festival's completion.

Your remittance will include your ticket sales, less the applicable Inside Fees.

Before completing your event registration, take some time to consider how you'll make your event welcoming and accessible.

Accessibility is about more than physical access. It helps more people take part in Midsumma Festival by creating inclusive experiences for people with a wide range of access needs.

When planning your event, consider:

• Choosing an accessible venue.
• Providing clear accessibility information for attendees.
• Offering services such as Auslan interpretation, captioning or audio description where possible.

Watch this video for artists and producers by Arts Access Victoria CEO Caroline Bowditch that offers some useful advice.

For more information, including practical guidance and a list of access service providers, visit the Producer Resources Hub →

Producer Resources

You've made it to the final step!

Before you can finalise your registration in Eventotron, you will need to have provided the following items:

Registration Checklist

✓ Primary and secondary contact details

✓ Event name, description and images

✓ Accessibility information

✓ Social media information

✓ Confirmed venue (registered in Eventotron and linked to your event)

✓ Event dates and times

✓ Ticket prices and settlement details (if applicable)

✓ Payment for your event registration

After you submit your registration

You'll then be prompted to provide:

• Midsumma Contract (e-sign)
• Venue Contract or Letter of Agreement
• Media Release
• Festival Pass requirements
• Public Liability Insurance Certificate
• Event reviews (once published)

Ready to get started? You can save your registration progress and resume at any time!

You don't need to complete your registration in one go. Save your progress and come back anytime before 4 September 2026. A little extra time now will make things much easier when your event goes live.

Start Event Rego

Registration Fees for Midsumma Festival 2027 →

Hey → We know it's a challenging time for artists, producers and community organisations, with arts funding significantly reduced across Australia, particularly in Victoria. Thanks to the incredible generosity of Midsumma's Patrons and supporters, we're pleased to keep our event registration fees unchanged for Midsumma Festival 2027, helping make it as accessible as possible to be part of the festival for this year.

Registration fees are payable when you submit your completed Eventotron registration.

• *Independent Artist discount applies to independent artists earning < $80,000 per annum
• **Community Group discount applies to community groups with < $400,000 turnover per annum
• All prices are inclusive of GST
• An external surcharge of 1.9% applies to credit/debit card payments
• No refunds on registration fees
• The producer must provide proof of eligibility for Community Group and Independent Artist discounts via an annual report, tax return or similar.

Not sure? Chat with us at [email protected] or call (03) 9296 660.

As an event producer, you'll be responsible for →

• Completing your Eventotron registration and paying the registration fee by the deadline.
• Securing and managing your venue (all venue arrangements are between you and the venue).
• Promoting and Marketing your event. Midsumma will be looking after the Midsumma Festival marketing campaign. We can provide guidance, resources, and helpful tips. Sometimes an extra opportuniy pops up - but promoting your event is part of your responsibility.
  TIP: Invest in your marketing! Read the Midsumma Marketing and Publicity Guide 
• Organising crew and volunteers for your event
• Managing production schedules and budgets. Here's a Budget Template
• Have or secure financial support for your event
• Organise Public Liability Insurance for your event
• Keep Midsumma updated about any changes to your event listing or ticketing.
  See Tips on Ticketing
• Deliver your event!
• Provide final attendance numbers after your event

• There are no refunds on registration fees.
• All registered events are publicly embargoed until the Midsumma Festival Program Launch.
• All tickets (free and priced) must be sold through the Midsumma Festival ticketing system. If this causes any issues please discuss with us in advance so we can address collaboratively any concerns.
• "Midsumma" is a registered trademark and cannot be used in event titles without express permission.

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