Event Organiser Participation Kit: Melbourne Events 8 - 24 March 2019 - Melbourne Food ...
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8 – 24 March 2019 Event Organiser Participation Kit: Melbourne Events
What is Melbourne Food and Wine Festival (MFWF)? Melbourne Food and Wine Festival presented by Bank of Melbourne is Australia’s preeminent celebration of food and wine. Now entering its 27th year, MFWF shines a light on Victoria’s world-class food, wine and hospitality industries while also showcasing inspirational talent, skills and trends from across the globe. How does the Festival work? MFWF curates and delivers its own series of signature events (E.g. Bank of Melbourne World’s Longest Lunch and River Graze), while also providing Victorian businesses and individuals with an opportunity to participate through the industry-led events program. New to the 2019 Festival will be the introduction of a Regional Weekend on 15-17 March which will entail a dedicated program of regional event experiences. We encourage Melbourne-based businesses and event organisers to spread their wings, collaborate and get active in regional Victoria during these dates. Submitting an Event for the Festival Each year we invite Victorian businesses and individuals to take an active part in shaping MFWF’s dynamic program of events through unique and innovative concepts that embrace the strengths and diversity of Victoria’s food, wine and hospitality landscape. The Festival encourages one-off, bespoke events that deliver extraordinary experiences not readily available at any other time of year. Submissions are made online through our Event Management Space. Events are selected based on merit and their ability to meet the Festival’s Key Selection Criteria.
Festival At A Glance
17 days 252K+ 250+
attendance in events across
2018 Victoria in 2018
350+ 1.1 million 82k
local businesses video views across e-news subscribers
Involved in 2018 the 2018 campaign
368K 68k
208k page likes reaching an
unique website users from
combined social average 20k users daily
172 countries across the
community
2018 campaign
Key Dates & Participation Deadlines Event / Action Required Dates Event submissions OPEN Monday 3 September – Monday 24 September 2018 Event organiser participation fee due Friday 26 October 2018 Ticketing roll-out for 2019 MFWF program begins Tuesday 27 November 2018 2019 Melbourne Food and Wine Festival Friday 8 March – Sunday 24 March 2019 Melbourne-based events only 8 – 14 March & 18 – 24 March 2019 Dedicated Regional Weekend – events in regional Victoria only. Friday 15 March – Sunday 17 March 2019 Please note that Melbourne-based events will not be accepted into the program during these dates. Regional World’s Longest Lunch Friday 15 March 2019
Benefits of Participation
Events selected in the MFWF program will be part of a multifaceted marketing and
communication campaign including promotion to MFWF’s extensive audience and
media network.
AUDIENCE & EXPOSURE
• Dedicated event page on MFWF website (368,000+ unique users from 172
countries across 2018 campaign).
• Promotional opportunities through MFWF eNews, social media and MFWF blog.
• 208,000+ social media followers, 82,000+ eNews consumer subscribers and
4,000+ industry subscribers.
• MFWF highlights events from the Umbrella Events program to profile via our
channels based on quality of submission and Key Selection Criteria.
• Event organisers are encouraged to share striking images and content ideas to
improve the likelihood of events being shared across MFWF digital channels –
E.g. chef, winemaker and talent involved, spectacular locations, etc.
• Inclusion in itineraries, gift guides and targeting re-marketing in new suite of
digital assets via Alpaca platform.
AWARENESS & PR
• Be part of a multi-platform media campaign across online, social media, radio, TV
and print channels.
• We share engaging content daily, profiling event categories and stories behind the
program. The higher the quality of the event submission, the better chance of the
event receiving editorial opportunities and publicity.
Key Selection Criteria: Melbourne Events
• The event is uniquely created for the MFWF program;
• The event must contribute to MFWF’s overall objective of promoting the strengths and
diversity of Victoria’s food, wine and hospitality landscape;
• The event must acknowledge its connection to Melbourne Food and Wine Festival (E.g.
welcome speech, MFWF logo on menu, etc.);
• The event is of a high standard that adheres to Best Practice (I.e. risk management,
weather response plan, occupational health and safety, food safety standards,
responsible service of alcohol, etc.);
• The event falls within the following Melbourne-based program dates: 8-14 & 18-24 March;
• The event is located in Melbourne, Victoria;
• The event conforms to MFWF’s centralised ticketing system (events not ticketed through
MFWF must provide a detailed reason outlining why not, upon which the request will be
reviewed and considered by MFWF on a case by case basis);
• The event organiser is open to hosting media;
• The event organiser is prepared to supply two complimentary tickets to MFWF on request
for promotional opportunities or auditing requirements.
Umbrella Event selection will be at the discretion of MFWF. Please note that while some submitted events may
successfully address the selection criteria, only a limited number of events can be accepted into the MFWF
program. Only complete event submissions will be reviewed and those of the highest standard accepted.
Please refer to the Umbrella Event Terms & Conditions available on the MFWF website and online Event
Management Space – visit www.melbournefoodandwine.com.au/
Participation Fees & Payment
MFWF is a non-profit organisation that strives to position Victoria as one of the great gastronomic destinations of the world. Event
participation fees help us support your event and tell our state’s great food and wine stories to local and non-Victorian audiences.
Event Capacity Participation Fee
Event capacity up to 20 pax $435 + GST
Event capacity of 21 to 120 pax $545 + GST
Event capacity of 121 and over $655 + GST
Event capacity of 1,000 and over $895 + GST
• Single events taking place over multiple dates incur only one participation fee. Please note that MFWF encourages one-off
bespoke experiences.
• Timely and full payment of invoices is a mandatory requirement of participation. All events must settle their invoice by the due date
of 26 October 2018 otherwise they will not be accepted into the MFWF program. Please note that invoices will be issued to event
organisers via email.
Event Cancellation Policy
• Events cancelled at any stage after 26 October 2018 will not receive a refund of their participation fee, which will be retained by
MFWF to cover administrative costs. If your event is cancelled after ticket sales have been made, and you have received the
funds, you MUST return these funds within 48 hours of the cancellation so that customers can be reimbursed in a timely manner.
How do I submit an event for MFWF 2019?
Submissions open 3 – 24 September 2018 via MFWF’s online Event Management Space
(EMS). Visit www.melbournefoodandwine.com.au and click on the ‘Submit an Event’
link. If you are a new user, you will need to register first in order to submit your event.
You will need the following event details to complete your submission:
• Event title (five words or less). Make it sound fun. Venue names not permitted in the event title;
• 10 word event tagline and 100 word event description for website listing – please note this copy
will be edited by MFWF;
• Venue name and address;
• Event date & time (MUST include start and end time);
• Ticket price and ticket description (E.g. includes four courses and matched wines);
• Total event capacity / number of tickets available;
• Banking details – to receive payment for ticket sales from MFWF / ticketing provider;
• Event enquiry phone number and booking details (if not using MFWF ticketing platform);
• Dietary accommodations and other information regarding your event (E.g. dress code, event
access, public transport, child-friendly etc.);
• Social media handles;
• A copy of your Public Liability Insurance Certificate of Currency valid for the date/s of your event;
• High resolution ‘eye-catching’ images – 300dpi and landscape format. The higher the quality of
your event image the more likelihood of the event being shared across MFWF digital channels.
Please note that MFWF does not accept and display logos.
Ticketing Mechanics
As part of your agreement to use the Festival’s ticketing platform, organisers are reminded of the
following pricing structure –
Advertised ticket price to the customer:
Is inclusive of:
• GST
• Booking Fee – customers will pay a booking fee of $3.00 per ticket for tickets priced greater than or
equal to $20, and $1.00 per ticket for tickets priced less than $20.
• Transaction fees – organisers will pay a transaction fee of $1.00 per ticket.
Per ticket example (for tickets $20 or more): Per ticket example (for tickets under $20):
Your submitted ticket price $50 Your submitted ticket price $10
Organiser revenue (per ticket, after fee) $49 Organiser revenue (per ticket, after fee) $9
Organiser fee $1 Organiser fee $1
Consumer fee $3 Consumer fee $1
Advertised ticket price $53 Advertised ticket price $11
At checkout the following will be added:
• A processing fee (in line with government card surcharge rules) per transaction will be applied for
online transactions (This fee will not apply when purchasing a ticket with cash at an event).
Approximate fees are between 1.08% and 1.5% depending on the type of card used.
• A handling fee will be applied, per transaction (regardless of number of tickets purchased)
• Transaction Total : $0-$50 = $2.50 handling fee
• Transaction Total : $50-$100 = $3.00 handling fee
• Transaction Total : $100 and above = $4.00 handling fee
Payments & reconciliation:
Payments will be made automatically on the 15th January and 15th February 2019 to your nominated
bank account. These payments will be 100% of revenue collected (less fees) for sales made the month
prior. The final payout will occur within 5 business days of the conclusion of Melbourne Food and Wine
Festival (24 March 2019).
Event organisers will be able to log into the portal at any time to view sales and payment history. At the
conclusion of the event, event organisers will be able to obtain a copy of the recipient created tax
invoice and final reconciliation. Further details about the producer portal (and how to log in) will be
emailed in late November.Ticketing Benefits
Ticketing sales & reporting
• MFWF will handle all ticket transactions and provide simple reporting for you to track
sales in real time and post event.
• Multi-cart consumer checkout to encourage increased customer sales.
• Your event attendees will receive triggered communications including PDF tickets and
email reminders before the event.
• Priority will be given to events using the MFWF ticketing platform for last minute PR, social
media and marketing opportunities based on access to real-time ticket sales.
• Access to iOS Scanning App for checking in tickets at your event.
Listing in the MFWF iPhone & Android ticketing app
• A dedicated listing in our app which had 2000+ downloads in 2016.
• Consumers can check event details/buy tickets on the go.
• Access to iOS Scanning App for checking in tickets at your event.
Inclusion in Gift Voucher campaign
• A dedicated Christmas campaign will promote Gift Cards that can be redeemed for
any event using the Festival’s ticketing system. Gift Vouchers were very successful in the
lead up the 2018 Festival.Contact Us Zenon Misko Industry Engagement Manager 03 9823 6120 zenon@foodfest.com.au
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