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, please email Ida, our volunteer coordinator at [email protected] or TEXT (please only call if urgent) Ida at 0484 266 317.
Event Day: Sunday 21 January 2024
Event Time: 11am - 10pm
Location: Boathouse Drive, Alexandra Gardens, CBD
Thursday 18 January, 6 pm, at Alexandra Gardens (in-person).
Please refer to Map (see below).
Alexandra Gardens is an 8-minute walk from Flinders St Station.
Accessibility drop off available, at the corner of Boathouse Drive and Alexandra Avenue.
On Arrival:
PLEASE WEAR CLOSED-TOE SHOES.
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, water bottle, and food token (if you do a shift over 5 hours). Please note there are no safe storage facilities so pack lightly.
We will check you in on Deputy when you arrive.
The Volunteer Tent will have coffee, tea, and snacks available, as well as sunscreen.
End of Shift: Return to 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 shirt.
We will check you out on Deputy at the end of your shift.
First Aid: First Aid Tent is located in the Sports Precinct, next to Volunteer Tent. Roving First Aiders are also on site. Please refer to the map below for the exact location.
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.
Evacuation:
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: SITE OPERATIONS
Channel 3: STAGE MANAGEMENT
Channel 4: VOLUNTEERS
Channel 5: FIRST AID
Channel 6: BARS
Channel 7: SPARE / LONG CHAT
Volunteer Role Descriptions:
Please click the links below for more information on your upcoming roles.
Information & Merchandise Tent
Site, Signage & Production Volunteers
Welcome & Donations Volunteers
For more event information, please visit Midsumma's Carnival page.
Event Day: Sunday 4 February 2024
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:
Tuesday 31 January, 6pm at St Kilda Sports Club, 66 Fitzroy St, St Kilda
(Briefing will be live streamed/recorded as well)
On Arrival: PLEASE WEAR CLOSED-TOE SHOES.
Please read the Volunteer Role Descriptions provided a bit further down for information on where you should head on arrival.
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, water bottle, and food token (if you do a shift over 5 hours). Please note there are no safe storage facilities.
We will check you in on Deputy when you arrive.
The Volunteer HQ/Tent will have coffee, tea, and snacks available, as well as sunscreen.
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 (please see map)
Parking & Transport:
Trams: 12 to stop 143, tram 96 to stop 132, any St Kilda Rd tram to St Kilda Junction
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.
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. 1.30pm.
- 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 L).
- 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:
Information & Merchandise Tent
For more event information, please visit Midsumma's Pride March page.
Event Day: Sunday 11 February 2024
Event Time: 11 am - 9 pm
Location: Gertrude Street & Smith Street, Fitzroy/Collingwood.
Volunteer Briefing:
Thursday February, 6pm at LCI Melbourne, 150 Oxford St, Collingwood 3066.
Parking & Transport:
Limited (free and paid) parking around surrounding areas.
Trams: 11 to stop 13 | tram 12, 109 to stop 15 | tram 86, 96 to stop 11 11 to stop 13, tram 12, 109 to stop 15, tram 86, 96 to stop 11.
Accessibility drop off available, corner of Smith Street and Charles Street, Collingwood.
Volunteer Headquarters: LCI Melbourne, 150 Oxford St, Collingwood
On Arrival: PLEASE WEAR CLOSED-TOE SHOES.
Head to the Volunteer Headquarters at LCI Melbourne 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.
LCI will have coffee, tea, and snacks available, as well as sunscreen.
You are welcome to have lunch and take your breaks here.
End of Shift: Return to LCI 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.
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:
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 — Peel 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
- Metropol - Hotel utilised as Green Room, located on Brunswick Street.
- Derby - Derby Hot Sandwich is a takeaway place we utilise as Green Room, located on Smith St.
- LCI - Art School located on Oxford St, utilised as the headquarters for Volunteers, cleaners, and security.
- Site Office, EOC & Storage Shed can be located on 82 Smith St.
Volunteer Role Descriptions
Green Room & Artist Liaison Assistant
Information & Merchandise Tent
Pride Window Pop Up Theatrettes
Site, Stalls, Signage & Production Volunteers
Travelling Touch Tour (for low vision & blind patrons) Champions
Welcome & Donations Team (incl. Smith St Footpath Access Team)
For more event information, please visit Midsumma's Victoria's Pride page.
Midsumma wouldn't be anything without you and to say a big THANK YOU, we are having a party and you are all invited!
When: Thursday 16th February
Time: 7pm - 11pm
Where: The Fitzroy Beer Gardens, 243/245 Gertrude St, Fitzroy
Come party with us!
All you need to bring is yourself (and a valid form of ID).
Please note volunteers under 18 years of age are required to leave the premises by 10pm due to venue licensing).
Hope to see you there!
Midsumma Presents
Midsumma X Presents is Midsumma's producing arm of the festival, where we collaborate with outstanding artists and cultural institutions from Victoria and around the world. You can find the whole program HERE.
A number of these events might require some front of house volunteer assistance.
This could include greeting attendees, ushering, wayfinding, checking in VIP's and also completing surveys.
Midsumma X Ignite Melbourne
Midsumma X Ignite Melbourne is a wave of outdoor arts, music, performance and culture across iconic locations in Melbourne's CBD, in summer '23. Ignite will intrigue you, and encourage you out of your regular programming as each activation takes you on an immersive and interactive journey.
The six productions that make up Midsumma X Ignite Melbourne have been created and curated by quintessential Melbourne Artists, each piece will share with you their expression of A Safe(R) Space and the beautiful intricacies of intersections of a diverse community.
A number of these events might require some front of house volunteer assistance.
This could include greeting attendees, ushering, wayfinding, checking in VIP's and also completing surveys.
If you are interested in volunteering at these events, please reach out to Ida, our volunteer coordinator at [email protected]
Below are the dates and shift times:
Event: The Valerie Hexibiton
Date: Wed 11th Jan
Shift Time: 4.30pm - approx. 8.30pm
Location: Testing Ground
Event: House of Fast Fashun
Date: Sat 14th Jan
Shift Times: 10.30am - approx. 3pm.
Location: Testing Ground
Event: The Valerie Hexibiton
Date: Sun 15th Jan
Shift Times: 10.30am - approx. 3pm.
Location: Federation Square - Main Square
Event: Boi Band Battle Royale
Date: Tue 24th
Shift Times: 10.30am - 1.30pm
Location: Bourke Street Mall (outside GPO/H&M)
Event: Boundless
Date: Wed 25th Jan
Shift Times: 4.30pm - 8pm
Location: Immigration Muesum
Event: Place of Worship
Date: Wed 25th Jan
Shift Times: 4.30pm - approx. 9pm
Location: Testing Ground
Event: Place of Worship
Date: Fri 27th Jan
Shift Times: 3.30pm - approx. 8pm
Location: State Library Victoria (forecourt)
Event: Homophonic
Date: Sat 28th Jan
Shift Times: 1.30pm - 3.30pm
Location: La Mama Courthouse
Event: Midsumma & Australia Post Art Award (MAPA)
Date: Thurs 2nd Feb
Shift Times: 5.30pm - 8.30pm
Location: No Vacancy Gallery
Event: Stranger Than Usual
Date: Thurs 2nd Feb, Fri 3rd Feb, Sat 4th Feb
Shift Times: 6pm - 9pm
Location: Abbotsford Convent
Event: Incinerator Gallery Opening Party
Date: Fri 3rd Feb
Shift Times: 5.30pm - 8.30pm
Location: Incinerator Gallery
Event: When Human Engine Waits
Date: Fri 3rd Feb
Shift Times: 8pm - approx. 10pm
Location: State Library Victoria (forecourt)
Event: Midsumma Matters
Date: Sat 4th Feb
Shift Times: 10am - 1pm and 1pm - 4pm
Location: The Edge (Federation Square)
Event: When Human Engine Waits
Date: Sat 4th Feb
Shift Times: 8pm - approx. 10pm
Location: State Library Victoria (forecourt)
Event: Boi Band Battle Royale
Date: Tue 7th Feb
Shift Times: 10.30am - 1.30pm
Location: Federation Square - Main Square
Event: Nocturnal
Date: Fri 10th Feb
Shift Times: 6pm - 9pm
Location: Melbourne Museum
Event: Big Thick Energy
Date: 10th & 11th Feb
Shift Times: 7.00pm - 10.00pm
Location: Malthouse Outdoor Stage
Event: Cochlear
Date: Fri 10th Feb
Shift Times: 11am - 3pm
Location: Peppercorn Lawn, Alexandra Gardens
Event: Cochlear
Date: Sat 10th Feb
Shift Times: 11am - 3pm
Location: Peppercorn Lawn, Alexandra Gardens
What are the Midsumma Surveys about?
Surveys are an essential way of measuring the effectiveness of our events and campaigns.
Our surveys ask questions about a person’s demographics, their experience at Midsumma events, and how they access Midsumma, which in turn helps us improve future events based on what attendees are telling us.
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) IDA on 0484 266 317.
Make sure to state your name and your shift details.
Meet Ida:
Ida is our Volunteer Coordinator for Midsumma Festival 2023.
She uses she/her/hers pronouns and because she's Swedish, her name is pronounced Eeda.
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.
- Your lanyard will allow you to access some of the Midsumma Festival 2023 shows. Please head to midsumma.org.au/pass23 to view the pass-friendly events.
- Food tokens will also be available for every volunteer to utilise at the food vendors.
- 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 the Information Tents at all events.
- Watch out for vehicles.
- Lift with your legs, not with your back.
- Report any potential hazard, big or small.
- Midsumma Festival 2023 Program can be accessed HERE
Midsumma’s Inclusive Culture
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.
Some "do's" and "don'ts" of engaging with people with experiences of diverse genders and sexualities:
- Don't assume someone's gender based on their appearance.
- Do ask someone what pronouns they use. Pronouns are how we refer to people when we don't use someone's name such as "he, her, they, them, she, her". For example, If you ask "What pronouns do you use?" someone may respond with, "I use he and him pronouns" or" I use they and them pronouns".
- Don't ask probing questions.
Some "do's" and "don'ts", as advised by Arts Access Australia, of engaging with people with experiences of people with disabilities:
Definition of Disability
When we say we work with ‘people with disability’, we mean anyone with sensory or physical impairments, hidden impairments, learning disabilities, or mental health conditions.
Some general tips for successful communication:
- Use a normal tone of voice—do not raise your voice unless asked to.
- Ask "how can I assist you?" rather than assuming what help is required.
- Be polite and patient—do not rush the conversation.
- Speak directly to the person rather than the person with them.
- Ask the person what will help with communication—there are different ways to communicate.
- Don't pretend to understand—let the person know you are having difficulty; try asking yes or no questions.
- Be flexible—reword rather than repeat anything that is not understood
- only refer to the person's disability if necessary or relevant.
- Offer assistance if it appears necessary, but respect the person's wishes if they don't accept your offer.
- Avoid saying anything that implies the person with a disability is superhuman, courageous, or special.
- Relax—everyone makes mistakes; apologise if you believe you have embarrassed someone.
Remember the first rule about disability language: don’t panic! What you say isn’t as important as making the effort to say it. But here are a few examples of words we recommend:
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Words we recommend… |
Words we don’t recommend… |
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And here’s some words we never, ever use…
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(even if some people with disability use this term about themselves) |
Blind & Low Vision Accessibility
- Introduce yourself, your name, and role and welcome them to the Carnival.
- Enquire, check in or ask if there is anything you can help them with.
- Take your time, don't rush; have a conversation.
- Try not to overstep or overcompensate.
- Be led by them, their interest, or needs.
- Be prepared to answer questions- and know where things are and how to get to them.
If interaction with the person is only informative, you could:
- Offer information about where you are both currently located or an overview that gives a sense of scale, busy-ness, type and variety of things going on nearby.
- Check time and if a person would like an overview of the program, please provide.
- If any particular activities or acts are about to start or are happening, you can communicate this also.
You may need to provide directional information:
- Tap into your auditory, visual and spatial awareness.
- Use clear, effective communication and specific language regarding distance, proximity as well as providing relational contexts or associations.
- Be aware that too much information or detail all at once can be overwhelming.
- You can ask how much detail they would like.
- You can check in about this and encourage questions along the way.
- Again, be led by them.
You might have to provide information about:
- How overcrowded/congested the area or environment is
- Whether these spaces are shared and lots of activities are going on, perhaps simultaneously The prevalence and type of objects, furniture, obstacles, hazards and how they need to be navigated.
To guide, the best approach to take is to:
- Ask if the person would like a guide.
- If yes…then ask how they would prefer that. They will inform or instruct you.
- This may be sighted guiding with or without physical contact, therefore seeking/giving consent to be touched.
Media
- If you are approached by any Media, you should not comment. Instead, direct their enquiries to the Marketing team or Ida.
- 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 off:
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
SMA - Stage Manager Assistant
"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
Specific for Victoria's Pride:
- Gerty Stage - stage located on Gertrude Street
- Metropol - Hotel utilised as Green Room, located on Brunswick Street.
- Derby - Derby Hot Sandwich is a takeaway place we utilise as Green Room, located on Smith St.
- LCI - Volunteer Headquarters. Also utilised by Security and Midsumma Staff.
Volunteer Briefings:
It is vital you take part in the volunteer briefings for the events you are volunteering at, as this is the way we relay specific information that is important for you to know on event days.
We recommend everyone to attend the Carnival briefing as we will be going through all the elements that make up the events, what to expect, and important information you need to know regarding all our signature events; Carnival, Pride March, and Victoria's Pride.
All briefings will be in-person.
Carnival
Thursday 19th January 2023, 6 pm
Alexandra Gardens, CBD
(Followed by a picnic)
Pride March
Tuesday 31st January 2023, 6 pm
St Kilda Sports Club, Fitzroy St, St Kilda
(Briefing will be live streamed/recorded as well)
Victoria's Pride
Thursday 9th February 2023, 6 pm
LCI Melbourne, 150 Oxford St, Collingwood
Induction:
All staff and volunteers are required to complete the Midsumma Festival Inc Online Induction prior to attending our 2023 festival events.
The induction takes around twelve minutes to complete. It is intended to be comprehensive as it covers all of our major events.
Please complete the Induction by clicking HERE
Volunteer Picnic:
Let's Have a Picnic!
We were cooped up for too long, so let's make up for some of the lost time.
We are all about socialising, making new friends, and supporting each other - so why don't we all come together for a picnic on Thursday 19th January?
We will kick off with a volunteer briefing on the evening of Thursday 19th January, at Alexandra Gardens.
Once the briefing is completed, please stick around for our Midsumma Volunteer Picnic! This will be a great opportunity to meet other Midsumma volunteers and staff members.
We will provide picnic blankets as well as some snacks & drinks.
You just bring your lovely self!
Please note you must be volunteering for the 2023 Midsumma Festival to attend the picnic.
If you are feeling unwell or you have tested positive for COVID we request that you do not attend a Midsumma event in the interests of keeping all of our communities safe.
Midsumma continues to prioritise the safety of all personnel through health policies that reflect the most current advice of government and medical experts.
Midsumma Festival Inc. has an overarching Health Management Plan which can be provided upon request.
Please note, within the current external environment, it may be a requirement that staff and volunteers for permitted events be appropriately vaccinated for COVID19 to meet event permit requirements of agreed safety precautions. As such Midsumma may require certification of this status prior to rostering/shift attendance if required by the government.
Did you miss a volunteer update? No worries! You will find them all here.
