RAP Artist Resources 2025 - 2026

Marketing Form

Please complete the Marketing Form via the link below:

REGIONAL ACTIVATION PROGRAM MARKETING FORM

(The form will open in a new window.)

Deadline: 24 September 2025

Need a hand completing the form? Check out the step-by-step guide below.

Project Acknowledgement and Logo Guides

I have made you a gorgeous guide that has everything you need. All logos are available in the guide through clickable links as an incentive to read it carefully. 

DOWNLOAD THE PROJECT ACKNOWLEDGEMENT AND LOGO GUIDE HERE

 

Social Media Assets and Guide

Coming soon!

 

Creating a Hero Image

Coming soon!

 

Additional Marketing Resources

Coming soon!

Risk Assessment

All projects must complete a Risk Assessment two weeks before their event or project outcome. 

The Risk Assessment helps identify potential issues in advance, consider their impact, and outline actions to reduce or manage them.

Downloadable template here

Need a hand completing the form? Reach out for a one-on-one and we can go through it together for your project.

Regional Safety & LGBTQIA+ Community Sensitive Guidelines

Many regional communities continue to face discrimination, including targeted threats, online harassment, and protests in the lead-up to LGBTQIA+ events.

While most events are safe and full of love and celebration, it’s still important to plan ahead and consider strategies to support the wellbeing of your community, participants, and audiences. We’re so excited for the joy and connection your event will bring!

Midsumma can provide advice and support in mitigating risks, and we encourage all projects to consider the following safety measures:

• Visible Support: Consider involving Rainbow Angels or recruit trusted volunteers to provide a visible, welcoming presence at your event.
• Event Registration: Where appropriate, register your event with local authorities to ensure awareness and support, noting that experiences with police vary across communities.
• Privacy & Discretion: Be mindful when sharing sensitive event details publicly (such as exact addresses, participant information, or personal contact details) to reduce the risk of doxxing or targeted harassment.
• Community Care: Ensure staff, volunteers, and participants know what to do if harassment occurs, and provide safe spaces or points of contact for those who may need support.

By taking proactive steps, you can help create safer and more inclusive environments for your event and your community, while celebrating the joy, creativity, and connection that makes these events so special.

Access and Inclusion

Is your project accessible? Consider ways in which people with a disability might have barriers to accessing your event. These resources below can help you to remove barriers.

ArtsHub has a great video for artists and producers by Arts Access Victoria CEO Caroline Bowditch that offers some useful advice. You can find the full transcript in ArtsHub's Artists Essentials Toolkit #9. 

 

 

Gender and Sexuality Inclusivity

Accessibility isn’t just about wheelchair ramps and Auslan interpreters. Although they are important - it’s also about attitude and language. At Midsumma, we actively encourage full diversity at events regardless of gender identity or sexual orientation. 

For more ways to create an open and respectful environment at your event, read through Midsumma's Inclusive Language Guide. This document contains definitions, explanations and handy tips that are useful in avoiding making assumptions about a person’s gender or sexual orientation or using language that can cause offence. Check out our Inclusive Language Guide to see if the language you are using is right for you and your audience.

 

Accessible Bathrooms

What's on the bathroom door? Ask your venue to use gender neutral signage on bathrooms to help trans and gender non-binary peoples feel more comfortable at your event. Signs that advertise the facilities available, rather than describing the attendees, work best. You are free to download and use our signs: toilet, urinal or gender neutral and accessible toilet.

 

Wheelchair Access

Not all venues are wheelchair accessible. Read through the information below to ensure your venue is truly accessible to people using wheelchairs.

Access: Can a wheelchair user get into and around your venue? At least one entry should be 1.2m wide without 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? 

Hearing Loop Services

Does 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.

 

Auslan Interpreted Sessions

Having an Auslan interpreter at your event increases access for Deaf audience members. 

It's a great idea to book an Auslan Interpreter early - if the event is still in development, you can send over information and scripts closer to the event date (usually around 2 weeks prior to the event). 

AUSLAN RESOURCES

• Arts Access Victoria | Get the Facts: Auslan
• Auslan Stage Left | Book an interpreter

 

Captioned Sessions

Captions help make your event more accessible for Deaf and Hard of hearing audiences. 

There are two types of captioning - open caption and closed captioning. Open captions are available all the time, such as on a video projection in an art gallery or surtitles at an opera. Closed captions are able to be switched on and off by the viewer, such as subtitles on online streaming services. 

Services available include AI captioning, which auto-captions live as you speak, such as on Zoom or subtitles on live television. Alternatively, if you can provide a script ahead of time (even a loose one), you can book live captioning for your event using a captioning service. This works well for comedy, theatre and musicals. 

CAPTIONING RESOURCES

• Arts Access Victoria | Get the Facts: Captioning
• AI Media | AI Live | What is Live Captioning?

 

Relaxed Sessions

Relaxed sessions are designed to benefit people with a range of access requirements, such as Autism, sensory sensitivities, anxiety and dementia. 

Adjustments to the event are made to provide a more relaxed environment, such as avoiding using strobe or bright lights, no loud or sudden sounds (such as gun shots) and allowing talking and moving around during the performance. 

RELAXED SESSION RESOURCES

• Arts Centre Melbourne | Relaxed Performances Guide

 

Touch Tours

Touch tours provide blind or low-vision audience  members with the opportunity to interact with and experience the physical elements of the event. This might be interacting with physical elements of the stage or venue, such as the set or costumes, and usually takes place before the event. 

TOUCH TOUR RESOURCES

• Arts Access Victoria | Get the Facts: Touch Tours
• Vitae Veritas | Tactile Tours

 

Audio Described Sessions

Audio description provides blind or low-vision audience members with descriptions and narrations of the visual elements and movements of the event and venue. 

This can be provided live through a service provider (such as Vitae Veritas) or via a pre-recorded file to be played before an event or visit to a venue. 

AUDIO DESCRIPTION RESOURCES

• Arts Access Victoria | Get the Facts: Audio Description
• Vitae Veritas | Audio Description

 

Self Descriptions

Self-descriptions are a simple and powerful way to make events more inclusive. Sharing information about physical characteristics or aspects of personal identity can help people remember and recognize individuals at future events. It also gives attendees a sense of the diversity present among speakers, panelists, performers, or the audience.

This approach allows MCs and event hosts to welcome, guide, and inform audiences in a culturally conscious way, influencing how the event is structured and experienced. What you choose to share can help your audience connect with you and understand that everyone brings multiple identities and perspectives to the event.

SELF-DESCRIPTION RESOURCES

• Vitae Veritas | Self Descriptions

 

Digital Sessions

If your venue can record or live-stream, this is a great way to make your event accessible.

Live-streams and on-demand videos allow people to join from home, and can be captioned for extra accessibility. This is ideal for anyone who cannot attend in person or if the venue isn’t fully step-free.

You can upload your event to YouTube, where audiences can watch live or at a set time after purchasing a ticket.

DIGITAL SESSION RESOURCES

• ArtsHub | How to get your art online

 

 

TEST

 

Documenting Your Project

Documenting your project is essential! Not just for Midsumma’s archive and online platforms, but also for your own portfolio, organisation, or artistic practice.

High-quality photos, videos, and media are the currency of the 21st century, and capturing them is easier than you think!

Here are some tips and ideas to help you document your project:

Capture key moments | Focus on highlights, audience engagement, and special performances that showcase the energy of your event.

Mix media formats | Use photos, short videos, soundbites, and voice notes to tell a full story. Quality is better than quantity!

Show diversity & context | Capture the range of participants, behind-the-scenes activity, and the venue to give a sense of place.

Keep it steady & clear | Use natural lighting, a tripod or stable surface for video, and clear audio for soundbites.

Reflect and annotate | Keep notes alongside your media to capture stories, quotes, or reflections that visuals alone can’t show.

Important: Participants can share all documentation as part of the acquittal process, it helps Midsumma celebrate your work and supports future projects.

Further resources coming soon!

Acquittal

At the end of your project you will need to complete an acquittal. This will comprise of two main parts, a written reflection with data collection and a financial acquittal.

Don't worry if you forget! You will be prompted by the Community Engagement Manager to submit your acquittal no later than 2 weeks after your projects completion. 

Jotform link coming soon!

Step by Step Guide coming soon!