Open-Access Event Registrations

Image: Rainbow Effect, Midsumma Festival 2020 by Suzanna Balding

How to register

The annual Midsumma Festival returns from 17 January to 7 February 2021.

Open-Access Event Registrations for Midsumma Festival 2021 close on 2 October 2020. For inquiries phone 03 9296 6600 or email [email protected].

Once you have registered your event, you will be able to go to eventotron.com to change details up until the deadlines associated with the various sections - the deadline is 2 October for printed guide information. Once you finalise your registration, you will need to contact us to request changes to your printed guide details.


Are you ready to leave 2020 behind and show 2021 what our LGBTQIA+ is really made of? 
Midsumma Festival is Australia's premier queer arts and cultural festival, bringing together a diverse mix of LGBTQIA+ artists, performers, communities and audiences.

Every January, Midsumma Festival expands over 22 days of summer with an explosion of queer events that center around hidden and mainstream queer culture, locally and internationally. The Midsumma program shares the lived experiences of those voices at the margins, the expression of queer history, and the celebration of new ideas that come to life through world-class art and performance. 

Our festival program is made up of diverse art forms and genres, including visual arts, live music, theatre, spoken word, cabaret, film, parties, sport, social events, and public forums. Featuring over 194 events in 2020, with involvement by over 5000 culture-makers in over 100 different venues across Melbourne and wider Victoria - to anticipated audiences of over 261,806.

Midsumma Festival is open access, which means that anyone can register to be part of the festival. 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.

“Melbourne's annual queer festival continues to grow with a diverse and jam-packed arts line-up” – Cassidy Knowlton, Time Out


You'll see some changes to the registration process from previous years (but it hasn't changed much from 2020), which we hope will make it easier than ever to get on board. Read on to find out how to register...

Want your event to be part of Midsumma Festival 2021? There are five steps to registering an event with us, and we're here to assist you EVERY step of the way:

  • READ the information below for everything you need to know about registering an event on our registration system, Eventotron. We recommend familiarising yourself with the registration form before you start, to better 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, email [email protected] or fill out the Contact Us form for the best results. Midsumma is also National Relay Service ready! (If leaving a message and you would like us to return your call via the relay service, please leave a phone number and time that you would like us to call you).
  • GET high-resolution promotional images that represent your event for the official festival program guide, your website event listing and promotional activity. You will need to submit this before you can finalise your registration. Read Your Event Listing: Image below for more information.
  • LOCK in a venue. Unless you are the venue owner or manager, or the venue is a meeting spot only, you will need to provide a contract or Letter of Agreement with your confirmed venue before you can finalise your registration. This might take a bit longer this year, so it might be worth starting these conversations earlier. Need help finding the right venue? Check our Venues Database, search for a venue on Eventotron, or speak with a friendly Midsumma staff member.
  • REGISTER online by 24 August 2020. Be ready to pay your registration fee at the time of finalising your registration. Late registrations, registrations with missing information, and registrations without a confirmed venue or promotional image by the closing date can not be accepted.

 

Auslan Interpreted Midsumma Festival 2021 Event Registration Process

Credits: Interpretation by Elvin Lam (pictured) and Ntennis Davi.
Videography and editing by Andrew Davies.

By registering your event with Midsumma Festival 2021 you will have access to:

A dedicated listing on the Midsumma website
Your event will be listed on midsumma.org.au, which had 126,526 users for the 2020 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 2020 to February 2021
A total reach of 574,200 people and 5,100 ticket clicks through social media posts in 2020. A 44% increase in engagement from 2019.

Your event in at least one of Midsumma's eNewsletters sent to over 6100 readers, and growing
The Midsumma eNews has a 26.08% average open rate (8% above industry average) and a 11.83% 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.

Professional development
Develop your practice and sharpen your producing skills by attending the Producer Workshops (held online for 2020). We will let you know when they are on once you have registered.

Those who come along to the information sessions do the best. It’s full of important info. You can join us for the whole day or drop in for a specific session. 

Ticket sales and box office
We’ll handle the transactions, you take care of the fun parts. Take part in our ticketing promos (Early Bird or Midsumma Packs – a new one this year) and get more people through that door. All you need to do is organise someone to sell tickets at the door one hour before your event starts.

Performer Pass
The Midsumma Performer Pass grants you access to selected festival shows for free.

Inclusion in the Midsumma Printed guide with a dedicated event listing
35,000 copies are printed and distributed across Melbourne CBD, wider Victoria and Sydney. Online and accessible guide versions are also housed on the Midsumma website and social media pages.

An engaged audience
Build new and strengthen existing audiences for your event by tapping into our audience of 261,806 people.

Meet great people and venues
Facilitate further links and networks with over 5000 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 2021.

Midsumma Festival 2021 will open with Midsumma Carnival on Sunday 17 January 2021, and will close on Sunday 7 February.

In 2020, there were 194 events across 100 venues. Midsumma Festival celebrates 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 2020 Festival Guide, or the History section of our website.

 

Midsumma Festival Event Registration Info Session by Program Manager, Patrick Hayes

Contents:

  1. Acknowledgment of Country
  2. Midsumma Festival 2021 - Key Dates
  3. COVID-19 Impacts
  4. Eventotron event registration system
  5. Why should I start a rego?
  6. Marketing
  7. Venues
  8. Access
  9. Registration Costs
  10. Digital Events
  11. Budget
  12. Recap

Download the Event Registration Info Session Slides

Download the Event Registration Info Session Transcript

Midsumma Will Provide

As an event producer you will receive:

  1. Your event featured in our official Midsumma Festival printed program guide - 35,000 copies are printed and distributed across Melbourne CBD, wider Victoria, and Sydney
  2. Your event featured on the midsumma.org.au website as a dedicated event listing as well as our ticketing website - partnering with Eventfinda
  3. 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
  4. Ongoing advice and support from Midsumma staff as requested
  5. Access to our free Producer Workshops
  6. Access to our Event Producer Resources - further assistance is available as requested 
  7. Ticketing services for your event - managed through our ticketing partner
  8. License to use the Midsumma logo on your promotional material - material with logo must be approved by Midsumma Marketing Manager
  9. Invitation to special events, including the Midsumma Festival Launch and Festival Wrap Party
  10. A Participant Pass, which gains you a raft of entitlements including last-minute entry to selected shows, discounts and much more
  11. 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:

  1. Pay a registration fee and provide all required information about your event by 2 October 2020.
  2. 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.
  3. Organise crew and volunteers for your event
  4. Secure a venue and liaise with them
  5. Manage production schedules and budget
  6. Secure any financial support for your event
  7. Liaise with Midsumma about ticketing and event listing changes
  8. Complete your Event Producer Survey (this will be sent to you via email) at the conclusion of your event and provide audience and attendance numbers
  9. 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 2021 are below. We have not changed the fees from last year.

Event Registration Costs

All prices are inclusive of GST
An external surcharge of 1.5% applies for credit/debit card payments
No general refunds **
The producer needs to provide proof of eligibility for Community Group/Independent Practitioner discount (annual report, tax return, etc)

** We understand that Coronavirus is impacting on event planning, and whilst restrictions are lifting and we expect the situation to be much improved by Midsumma 2021, as yet the timeline and therefore status of COVID19 restrictions cannot be accurately predicted. If your event is forced to cancel due to coronavirus policies enforced by government, Midsumma plans to refund registration costs paid in advance. Please keep in mind our standard refund policy applies and Midsumma retains full discretion on providing refunds.

After Party Event Criteria:

  • Can only be an After Party for Midsumma Carnival or Midsumma Pride March, taking place on the day of either of those events
  • 10% of capacity must be ticketed through us; if we sell out, further allocation cannot be unreasonably withheld
  • Must register after 1 November and before 2 December 2020
  • Events registered as After Parties are not featured in the printed program guide (they are listed online only). If you want your event to appear in the printed program guide, register by 24 August and pay the regular event registration fee for a "Priced Event (1 - 2 sessions)"

 

Registration deadlines and other key dates for Midsumma Festival 2021 are as follows:

  • Event Registrations Open: 16 June 2020
  • Event Registrations Close: 2 October 2020, midnight
  • Your Event Contract Due: September 2020
  • Your Venue Hire Agreement Due: 14 September 2020
  • Split Ticketing Agreement Due (if applicable): 28 September 2020
  • Guide Advertising Closes: 28 September - stand out with an advert in the printed program guide
  • Your Event Media Release: 2 November 2020 (in order to be ready for the Program Launch)
  • Festival Pass Information Due: 2 November 2020
  • Access Service Provider Information Due (if required): 1 November 2020
  • Request for Midsumma Carnival Roving Rights Due: 14 December 2020
  • Public Liability Insurance Certificate Due: 10 January 2021

Key Events

  • Venue Registrations Open – 16 June 2020
  • Midsumma Festival Info Sessions – TBC
  • Event and Venue Registrations Close – 2 October 2020, midnight
  • Program Launch / Guide Released – Thursday 26 November 2020 (TBC)
  • Opening Day / Midsumma Carnival – Sunday 17 January 2021
  • Midsumma Pride March – Sunday 31 January 2021
  • Last day of Midsumma Festival 2020 – Sunday 7 February 2021
  • Wrap Party – TBC

 

Confirm a Venue by 2 October 2020

You will need to confirm a venue by the date registrations close. This means that by 2 October, your venue must be registered as a venue in Eventotron and the venue needs to have accepted your event. 

About Venue Relationships
Please remember that any relationship with a venue is strictly between you and the venue and not with Midsumma Festival. 
Unless the event producer is also the venue owner or manager, or the venue is a meeting spot only, you will need to provide Midsumma with a copy of your Venue Hire Agreement by 14 September. 
Download an example venue agreement.

Help Finding the Right Venue for Your Event
If you have not secured a venue, we suggest you use the Eventotron search function (see below) to find somewhere that meets your needs, and then contact the venue directly to discuss your event in more detail. 
You can also check out Midsumma’s venue database.
You can also request venue advice from the Midsumma team. 

BYO Venue
Anywhere can be a Midsumma venue - your lounge room, your car, an iconic meeting point or even online. Full details will need to be confirmed by the registration closing date on 2 October. Contact the Midsumma team to discuss your BYO venue and for help registering it in Eventotron. 

Using the Venue Browser in Eventotron

  1. Log in to Eventotron
  2. Go to Step 7: Venue Browser of your event registration OR go to Venues (top menu), click Advanced Search and choose "Midsumma Festival" from the dropdown list of festivals.
  3. Once you find a venue that you like, select "More Info" and then "Apply to...". You'll then be prompted to provide a brief introductory note. 
  4. We strongly advise that you then contact the venue directly to discuss your event in more detail.
  5. Once the venue accepts your application, it will appear in the next step. You will then be able to input the times, dates, duration, capacity and pricing details of your event. 

 

YOUR EVENT LISTING

Midsumma uses 'Categories' to help audiences find your event in the Midsumma Festival Guide, and for navigating around the festival website. By 'Categories' we mean, 'genre' or 'type' of event, for instance 'Performance' or 'Visual Arts'.
At this time of registering, you will be required to select:

  • A Primary Event Category: this is the chapter your event will appear under in the printed guide
  • A Subcategory: this is the text that will appear alongside your event listing in the printed guide.
  • Extra Online Categories: When searching online, your event will appear when audiences search for the categories you've selected for your Primary Category and your Subcategory. You can optionally select up to two additional categories so that your event appears in more online searches.

The Categories, and their sub-categories, are:

PERFORMANCE: everything to do with live performance, from plays to circus to interactive live art, including:

  • Theatre
  • Dance
  • Musical Theatre
  • Spoken Word
  • Cabaret
  • Circus
  • Comedy
  • Interactive Performance

FILM: film screenings, from features to documentaries.

VISUAL ARTS: for exhibitions, from galleries to the digital realm including:

  • Exhibitions: art in the gallery
  • Art Online: art on the internet
  • Public Art: art outdoors in the public realm

TALKS and TOURS: including:

  • Talks: includes forums, lectures and panel discussions
  • Tours: includes history walks and ghost tours
  • Workshops: includes art-making workshops and how-to tutorials

SPORTS: from wrestling to rowing

KIDS and FAMILIES: events for children and those who care for them

YOUTH: events for young people aged 25 and under

PARTY and SOCIAL EVENTS: these events tend to be focused on adult audiences, and can include parties, pageants, pub and club events, networking events and mini-festivals

MUSIC: where music is the central component of the event, including:

  • Popular Music: includes rock, pop, acoustic
  • Classical: includes contemporary classical, opera, traditional classical
  • Electronic: includes any music that falls within the electronic style
  • World Music: music from around the globe
  • Folk
  • Blues & Roots
  • Jazz
  • Soul

COMMUNITY and CULTURE EVENTS: events that are focused on the community including faith events, mini-festivals, big day outs and markets. These events tend to be for all ages and open to everyone from our diverse communities

 

Your event will be listed in the Official Festival Program Guide and on midsumma.org.au. Your event promotional copy/narrative/description is an important component to make your event stand out from the crowd. This is an example of how your event will appear in the printed guide:

See some tips and tricks below to help you formulate the most compelling description possible to draw in your desired audiences.

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

  • Really long titles will eat into the space you have available in the printed program guide, will make it hard to promote on Twitter, and could affect the opportunity for your event to feature on Midsumma's website home page amongst other things.
  • 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 (including the guide) 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 the official Midsumma Festival Program Guide (approx. 40 words) and a slightly longer version for the website (approx. 200 - 300 words).
We have set out some tips below for writing compelling copy:

  • 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? In the Midsumma Festival official guide and 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 2021'. 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. From what they have read, can they work out what to expect to experience at your event?
  • It's a free Program Guide, available to all. That includes children and young people so even if your event is pitched as Adult Only, your copy should not be.

Proofing your event listing 
While entering your event information into Eventotron, you can instantly proof your printed guide event listing by viewing the Step 12 page. 
Once registrations close, Midsumma may send you a list of requests to ensure the event listing reads well to our audiences 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 for any changes made.

 

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:

  • 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. The program guide images are small, so simplicity works best. 
  • Avoid using a rainbow filter. Rainbow filters do not reproduce well in the printed guide.
  • Avoid adding a border to your image. 

Image Specifications

In Eventotron, you will be prompted to upload your hero image. Make sure you have a high quality (minimum 300 dpi) version of your image. Once uploaded, Eventotron will automatically resize your image for different platforms.

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 a 'creative commons' license)? 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".

Alt text
In Eventotron, you will be prompted to provide a short description (150 characters max) of your image that is read aloud by screen-readers for people who are blind or low vision. Eg, "A woman wearing a red dress standing on a stormy beach." 

 

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.

ACCESSIBILITY ICONS

Audio Described

Audio Described (for the vision impaired)Audio description enhances the live performance or film experience for people who are blind or have low vision. Through the use of a headset, audience members can listen to a description of the visual aspects of the event during appropriate breaks in the dialogue. Is your event audio described by a trained audio describer? Will you or the audio describer provide the appropriate equipment for this service?
 

Auslan Interpreted

Auslan InterpretedAuslan is the sign language of the Australian Deaf community. To see if your event is the right match for interpretation read Arts Access Victoria’s guide. 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.
 

Captioning

Captions are displayed on a screen, enabling the audience/viewer to read what is being said. 

CaptioningDoes your event include captioning (usually provided for film screening or video works for deaf or hard-of-hearing people)? Open captions are always present - there's no way to turn them off.

Closed captionsClosed captioning and subtitling are both processes of displaying text on a television, video screen, or other visual display to provide additional or interpretive information, which can be turned off if not wanted.
 

Relaxed Performance

Relaxed performanceRelaxed performances, or Sensory Friendly performances, are designed to create a safe and welcoming environment for patrons with learning difficulties and/or sensory and communication challenges. There is a relaxed attitude to noise and movement, often small changes are made to the lighting and sound effects, and audience members can be invited to enter and exit the venue throughout the show. An easy way to understand the atmosphere is perhaps, 'the opposite of the quiet carriage on the train'. Some venues also provide a chill out room or area, where audience members who desire a break from the noise of a performance and foyer can go before, during or after the show. 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?
 

Tactile Tour

Tactile TourTactile tours allow patrons who are blind or have low vision to have a hands-on experience of the work. For performance works, the tour most often takes place directly before the scheduled performance time and is also an opportunity to meet the artist or performers. For exhibitions, the tour usually accompanies an artist talk. Does your event involve a tactile tour, facilitated by a trained tactile tour guide?

 

Visual Score

A Visual Score gives audience members who are Deaf or Hard of Hearing an understanding of how they can access your work. While registering, you will be asked to choose from the following visual scores:

Visual Rating 100%: No sound or music or dialogue (e.g. visual art exhibition)High Visual Score (100%): No sound or music or dialogue (e.g. visual art exhibition)


Visual Rating 75%: Fully subtitled or minimal dialogue; some background music/soundsModerate Visual Score (75%): Fully subtitled or minimal dialogue; some background music/sounds


Visual Rating less than 50%: Sound required for full engagement (e.g. music work or mostly un-subtitled dialogue)Low Visual Score (less than 50%): Sound required for full engagement (e.g. music work or mostly un-subtitled dialogue)
 

Audio Score

An Audio Score gives audience members who are Blind or Low-Vision an understanding of how they can access your event. While registering, you will be asked to choose from the following audio scores:

High Audio Score (100%): The event does not rely on visual elements and can be enjoyed by blind or low vision audiences (e.g. a music concert)

Moderate Audio Score (75%): The event is audio described but not all elements of the event are able to be described

Low Audio Score (less than 50%): Vision is an integral part of the event (e.g. a visual art exhibition)
 

English Language No Barrier

English language no barrierAn "English Language No Barrier" symbol indicates that audiences can fully understand and engage with the event without a comprehensive understanding of the English language. This may include events that have a high visual or physical component (e.g. visual arts, dance, circus) or musical performances with no or very minimal English language spoken.

 

OTHER ICONS

Adults Only

Age 18 or over onlyDoes 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?
 

Family Friendly

Family FriendlyIs 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?
 

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?

 

VENUE-DEFINED ICONS

Venue staff may specify the following icons when they register their venue, which will result in these icons being listed for your event:

Hearing Loop Services

Hearing Loop servicesDoes 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.
This icon will be determined by your venue when their staff register their venue in Eventotron.
 

Wheelchair Accessible

Wheelchair AccessibleAccess: 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? 
Whether or not to include this icon will be determined by your venue when their staff register their venue in Eventotron.

Bar Available

Bar availableCan audiences purchase drinks from your venue around the time of your event? This icon will be determined by your venue when their staff register their venue in Eventotron.
 

Food Available

Food availableCan audiences purchase food from your venue while at your event? This icon will be determined by your venue when their staff register their venue in Eventotron.

 

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. 

Nudity
Strobe lights
Smoke/Haze
Latecomer lockout
Sex scenes
Coarse language
Violence
Smoking on stage
Use of replica weapons
Long periods of standing
Non-traditional seating

Images/recordings of Aboriginal people who have passed away
Reference to sexual violence

Reference to drug use
Reference to suicide

…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:

  1. 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
  2. Midsumma Festival also relies on the generosity of many sponsors who contribute significantly to the overall costs of putting the festival together and we need to credit them in our guide.

You can include some logos and text credits on your midsumma.org.au event web page. During registration you can provide up to five mono (white on black background) landscape jpeg images that contain your sponsor logos. Contact [email protected] to discuss more than five logos if required.

 

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

  1. Learn more about access by attending our Producer Workshop (date to be announced). You'll learn about ways you can make your event accessible and how to reach audiences with disability.
  2. 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

Midsumma Festival is again working with Eventfinda as the ticketing system portal for the 2021 festival. All ticketed Midsumma Festival events (free and priced) must have 100% of their event capacity sold through the Midsumma Festival ticketing system (unless otherwise approved by Midsumma).

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".

Allocated Seating

There is no charge for allocated seating. However, we will need to work with you to build a seating plan in the ticketing system. Speak to us to discuss via [email protected]. But seriously, general admission is always easier for you to manage and for audiences to book, so we would only recommend allocated seating if you have to.

 

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 $18.50 ($15 to you and $3.50 commission to Midsumma Festival).
The prices you nominate during registration, and advertise to the general public, must include the inside 'per ticket' fee. As this is scaled, it is important to allow for concession prices or other variants. For example, your full price ticket may be $25 ($3.50 to Midsumma / $21.50 to you) but your concession price might be $15 ($3 to Midsumma / $12 to you).
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 the 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 the 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 2 October:

  1. Your business/organisation details (if applicable)
  2. Primary contact details and optional secondary contact details
  3. Information about you and your team (we'll ask about the number of people working on your event and how they identify)
  4. Your event name and details, including the event description, image, dates/times, prices, access info
  5. A confirmed venue (your venue will need to register in Eventotron and have accepted your event)
  6. Content warnings (if applicable)
  7. Ticketing details (if applicable)
  8. Payment for your event registration

After registrations close, there is more to provide through Eventotron. Here is a handy checklist:  

  1. Your Midsumma contract (due by September)
  2. Your Venue Contract or Letter of Agreement (due by 14 September)
  3. Details for your online event listing, including extended web copy, additional images, and video, social media handles and sponsor logos (due by 28 September)
  4. Your media release (due by 2 November)
  5. Additional access information - if required (due by 2 November)
  6. Festival Pass Details (due by 2 November)
  7. Midsumma Carnival Roving details - if applicable (due by 14 December)
  8. Public Liability Insurance Certificate (due by 8 January)
  9. Reviews of your event (upload them as soon as they are published!)

If you had an event in Midsumma Festival 2020, you can copy some details from that registration - see How to copy some details from your 2020 event. If not, go to Register Your Event here to start the process now.

 

If you held an event as part of Midsumma Festival 2020, you can transfer some details from that across to any events you register for Midsumma Festival 2021. Up to 36% of your registration could be carried across - here's how to do it:

  1. Log in to eventotron.com.
  2. Click Events in the top left corner.
  3. Select the event from 2020 that you wish to re-register.
  4. Underneath "Event: [ YOUR TITLE]" you should see tabs Midsumma Festival 2020 and Add a Festival. Click on Add a Festival.
  5. Find Midsumma Festival 2021 and select Apply to Midsumma Festival 2021.
  6. Read the overview of Midsumma Festival 2021 and then select Continue to Festival.

You will now have carried across what you could from the previous registration.

Steps 9, 10, 11, 12, 13, and 14 will be automatically filled with content from your previous registration, but some of the questions in these sections will need to be answered again. Carefully check the copied information and update any details that are different for the 2021 festival.

Steps 1, 2, 3, 4, 5, 6, 7, 8, 15 and 16 will need to be entered again.

 

Registrations to have your event included in Midsumma Festival's 2021 open-access program will close on 2 October. Register your event through Midsumma Festival’s event registration system, Eventotron. If you had an event in Midsumma Festival 2020, you can copy some details from that registration - see How to copy some details from your 2020 event, otherwise go to eventotron.com to sign up and get started. For inquiries phone 03 9296 6600 or email [email protected].  

Go to eventotron.com now.

Use an existing account or create a new account.

If you create a new account, you will also need to sign in using this new account.

Once you have successfully logged in, click on Events at the top.

Now, select Create A New Event

Once selected, you can begin to enter the details of your event. 

When asked to join a festival, please select Midsumma Festival 2021. 

Once your event is created, please follow the step-by-step prompts to complete your registration with Midsumma Festival 2021.

Go to eventotron.com to sign up and get started.  

 

Still can't find the answers to your questions? Contact Midsumma on 03 9296 6600, email [email protected] or fill out the Contact Us form and one of our friendly staff members will help. 

 

Event Producer Resources

Everything you need to know about producing your Midsumma Festival event.

Venue Registrations

Everything you need to know about registering your venue for Midsumma Festival 2021.

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