SUMMERFEST 2022 PROMOTER 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.

Once you’re ready, click here to to make 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 rectangular landscape image (670 pixels wide and 400 pixels high)
  • 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 first SummerFest 2022 eNews will be sent to all new and returning students on Sunday 23 January. The eNews is then sent weekly on a Sunday throughout semester. Book early to secure your chosen dates.

When can I have a promotional stall on campus?

SummerFest 2022 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.

Thursday 24 February 2022     10am –2pm 
Friday 25 February 2022           11am – 3pm 

 South Lawn, Parkville campus. 

 Find out more here

We also offer promotional stalls during semester at our events including the Tuesday Bands, Bevs and BBQ.

What are the dates for SummerFest 2022?

SummerFest 2022 runs 21 February – 4 March 2022 with our major UMSU SummerFest Expos on Thursday 24 and Friday 25 February. Click here to see more about SummerFest promotional opportunities.

When do I need to book by?

SummerFest 2022 applications close on Wednesday 12 January 2022.  All payments must be received by Friday 4 February 2022.

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.

What do I need to know about Covid Safety?

The University of Melbourne has implemented a range of required measures including additional cleaning, contact tracing, vaccination checks and QR check in marshals in response to the COVID-19 pandemic.  UMSU will continue to follow expert health advice and make decisions about its activities and procedures which are in the best interests of the health, safety and wellbeing of the entire student community.

Full vaccination against COVID-19 (or a valid exemption) is a requirement to attend University of Melbourne campuses. This vaccination requirement applies to anyone attending UMSU events including staff, volunteers, attendees, suppliers, caterers, contractors, vendors, etc. Vaccination information will be checked upon entry to the event.

You can read updates on the University of Melbourne’s response to COVID-19 on their dedicated website here

A copy of your business’ Covid Safe Plan is required when you book. Detailed steps  of any requirements will be sent to you in your Promoter Information Pack after your booking is confirmed.

Where will the promotional stalls be located? 

UMSU SummerFest 2022 Expo events will be held on South Lawn . We will allocate promotional space based on best fit for the event and your activation. 

Will I need a marquee? 

Marquees are included in SummerFest 2022 UMSU Expo bookings.  Should you wish to bring your own, 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? 
Thursday 24 February 2022  Bump in 8.30am – 9.30am
Event 10.00am – 2.00pm
Bump out 2.30pm – 3.30pm
Friday 25 February 2022 Bump in 9.30am – 10.30am
Event 11.00am – 3.00pm
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 2022 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: COVIDSafe requirements, 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: https://streatrader.health.vic.gov.au 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?

A maximum of 2 staff may promote in your 3x3m stall.

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 are currently accepting deliveries of inclusions in our welcome back packs and in anticipation of the resumption of our daily breakfasts, weekly BBQs, frequent department events and meetings, Welfare food packs and department events. We’re always looking for prizes for Trivia Nights, Awards, Publication Launches, Survey incentives and regular student giveaways.

Social media promotions are very popular, especially at the start of semester when engagement is especially high.

Find out more here

What does the demographic at University of Melbourne look like?

Here is a Quick Facts PDF from the Uni that gives you an overview of the main demographic splits:
2018 Quick Facts University of Melbourne

 

Act now to secure your promotion

Act now to secure your promotion

Connect in person with a promotional stall

Connect in person with a promotional stall

Be seen on UMSU's vibrant socials

Be seen on UMSU's vibrant socials

Promote at Orientation

Promote at Orientation

See our current options

See our current options

Fine Print

Fine Print