SummerFest FAQs

Interested in promoting with the University of Melbourne Student Union (UMSU)?
Here are some important pieces of information that you’ll need to keep in mind.

For Event Overview and Promotional Opportunites at a glance download the PDF: SummerFest'24

Once you’re ready, click here to request a booking.

I’ve booked a Facebook post or eNews/EDM spot. What do I need to provide?

We’ll need:

  • the text that you want to include (70 words maximum)
  • a image (600 x 222 pixels) for E-News and 1080 x 1080 pixels for Facebook post)
  • your preferred website URL and/or Facebook page link

Try to minimise any text on your image – use something that students will engage with!

What dates are available for eNews/EDM promotions?

The Summerfest 2024 eNews will be sent to all new and returning students starting January 2024. The eNews is then sent weekly on a Sunday throughout semester. Book early to secure your chosen dates.

Are there any guidelines available for creative for FB and eNews promotions?

Given that a majority of our audience accesses websites through their mobile devices these days, it's crucial to ensure accessibility.

Avoid using small or too much text and intricate details in the illustrations could make the ad more effective. 

Lastly, the font size matters and making it more prominent can enhance the user experience. 

When can I have a promotional stall on campus?

Summerfest 2024 offers two major UMSU Expo events, featuring performances, campus tours, fun games and activities, interactive experiences and displays showcasing more than 200 UMSU departments and clubs.

Wednesday 21 February2024  

Thursday 22 February 2024      

Friday 23 February 2024          

What are the dates for SummerFest 2024?

SummerFest 2024 runs 19th - 23rd February 2024 with our major UMSU SummerFest Expos on Wednesday 21,Thursday 22 and Friday 23 February.

When do I need to book by?

Summerfest 2024 applications close on 15th January 2024.  All payments must be received by then.

For promotions during semester, booking forms should be submitted at least 21 days prior to your required promotion date. Online collateral and any required documentation is required 14 days prior to when you will advertise. Payment must be received prior to your promotion.

What happens once I submit my booking form?
  • All promotions must be approved by the UMSU Ethical Committee.
  • We’ll confirm dates, rates and any other specific details with you.
  • An invoice will be issued. Payment must be received by the deadline to secure your place.
  • Bookings are only confirmed once you have received notice from UMSU.

Click here to make a booking online.

Where will the promotional stalls be located? 

We will allocate promotional space based on best fit for the event and your activation. 

Will I need a marquee? 

Should you wish to bring your own or hire one, please let us know at the time of booking. Promoters who bring their own marquee must ensure it is securely weighted without the use of pegs/stakes.  We recommend marquee leg weights with a minimum of 30kg per leg for a 3x3m marquee. Clients’ marquees must comply with OH&S standards and UMSU Inc. may cancel the promotion if safety becomes an issue.

What time do I need to be there?
  Bump in 9.30am – 10.30am
Bump out 3.30pm – 4.30pm
Can I bring a vehicle? 

There is limited access for unloading, and there is no parking on campus. After unloading, you will need to ensure that any vehicles are moved on. Paid parking is available nearby off-campus and all costs are worn by the promoter. Click here for more information on nearby parking spaces. 

How do I transport my equipment and stall items? 

Promoters will need to organise their own transportation of goods from the unloading area to the event site. It’s highly recommended that you bring your own trolley. There are no trolleys available for promoter use. 

Is there an available power supply at the event? 

Power is available to some SummerFest 2024 sites. Please include information about your power requirements at the time of booking. All leads must be tested and tagged. 

How do I access my promotional stall space?

Detailed instructions will be sent to you prior to your activation. Please read the Promoter Information Pack carefully.

Can I have food or drink giveaways as part of my promotion?

Yes. Food and drinks can be given away as part of your promotion.  If you are serving food from your stall, you must meet all relevant laws and regulations in regards to food service, including, but not limited to:  observing safe food handling regulations, storing food at appropriate temperatures in food grade quality containers and ensuring all staff hold a Safe Food Handling Certificate. Registration and regulation requirements of temporary and mobile food businesses must be completed online at: and submitted to UMSU.

Can I ‘roam’ or promote outside of my allocated space?

No. Roaming promotions are NOT permitted. You must stay within your dedicated 3x3m marquee space. Staff will be moderating the event space to ensure promoters stay within their allocated space.

How many promotional staff can I have in my stall?

Maximum of 2 staff on campus per 3x3m stall is permitted.

What else do I need to consider when planning my activation?

Accessibility is a key part of your planning. Ensure everyone can access and take part in your promotion.

Are there other ways to promote my products directly to students?

Giveaways are a great way to spread the word about your business. UMSU has plenty of opportunities for goodies to be shared with students. We’re always looking for prizes for Trivia Nights, Awards, Publication Launches, Survey incentives and regular student giveaways.