We are delighted to have your involvement in the Open House Melbourne Weekend 2025: Stories of the City

 

This Collaborator Portal is your go-to online guide for participating in the Weekend 2025. Here you will find key dates + deadlines, resources for review and download and tips + tricks for making your program the best it can be.

 

This page is regularly updated, so bookmark this link or save it somewhere safe for quick + easy access!

 

Last update: Wednesday 23 July

Key Dates Timeline

Tuesday 15 to Friday 18 July + Tuesday 22 July—Signage Collection (between 10am and 4pm)

Tuesday 22 July—Final Volunteer Allocation Update sent via email

By COB Tuesday 22 July—Primary Weekend Contacts submitted by Collaborators

By Wednesday 23 July—Final Pre-Weekend Collaborator Email

Saturday 26 + Sunday 27 July 2025—Open House Melbourne Weekend

Signage return

  • Monday 28 + Tuesday 29 July (between 10am and 4pm)
  • Wednesday 7 + Thursday 7 August (between 10am and 4pm)

 

Thursday 14 August— Volunteer and Collaborator Thank-You Event at Younghusband. RSVP here.

Key Contacts for the Weekend

Event Operations Centre (EOC) 

The EOC number is: 0494 139 815

The EOC located at Collingwood Yards and is a direct line to the Open House Melbourne core team in case of incidents or emergency. The EOC can activate an emergency or communication response or operational support.

This number is only active over the Weekend.

In case of emergency, always contact emergency services – call 000. As soon as practicable, notify the EOC and your PM.

In the lead up to the Weekend, your first point of contact is the Open House team via info@ohm.org.au

Precinct Managers (and Assistant Precinct Managers)

On the Weekend, your main contact is the Precinct Manager (PM) assigned to your area. Precinct Managers, with the support of Assistant Precinct Managers, oversee the volunteers in your area and are best placed to assist with troubleshooting any issues or incidents.

  1. If your allocated volunteer doesn’t show up, call your PM.
  2. If something isn’t right with your signage, call your PM.
  3. If you have another non-emergent question, call your PM.

Contact details for your PM will be emailed to you. Please refrain from contacting them until the Weekend.

Important info for the Weekend

End of day report

Please complete this form at the end of each day. This helps us to accurately capture visitor numbers while they’re fresh in your mind, prompts to notify of any incidents and ensures you have the opportunity to reflect and provide feedback so we can ensure your program is running smoothly!

Submit

Incident Report Form

Please report any incidents that occur across the Open House Melbourne Weekend, no matter how small they seem at the time. This helps to ensure incidents are resolved in an appropriate and timely fashion and prevents similar incidents occurring in future so we can all have a safe and enjoyable Weekend.

Submit

Collaborator Risk Management

For successful participation on the Open House Melbourne Weekend, we expect all Collaborators to consider and plan for the mitigation of risks to public, staff, volunteers and visitors, inherent in attending the venue or event.

This resource provides a recommended series of steps to ensure compliance and a happy patron experience.

Learn more

Volunteers Day on a Page

This information is provided to all Building Volunteers so they can be prepared for a great Open House Melbourne Weekend. If you have been assigned a Volunteer, we encourage you to familiarise yourself with this information so you’re prepared to brief them.

Volunteer Day on a Page

Collaborator 'Day on a Page'

Get prepared for the Weekend with these handy tips.

Do a test run through of your program

  • If you’re doing building tours, test the time it takes to move through the space (with a group). Is there space for your tour group size at each ‘stop’ to gather? Anticipate questions from the participants. Have you allowed for some time for this?
  • If you’re delivering a walking tour, head out and do it! Take your colleagues, family or friends along with you. Check your planned route is clear and adjust if necessary. Think about how it will work with the group size you’ve indicated. A group of 20 tour participants moves slower than one or two people. Be considerate of different participants abilities. If you’re in the city or another busy/noisy area, where will the group stand when you stop to share information? Is there somewhere sheltered from noise or weather?
  • If you’re site is open access, ensure you have clearly marked the areas that are accessible to the public and where they may not be able to go. Think about where is best to form a queue safely, if required. Where is the best place to position your allocated signage so it can be seen. If you have volunteers, they are a great wayfinding tool as they walk and talk!

Think about the logistics of the day

Risk Management

  • Do you know what happens if an emergency situation arises?
    • Have you got quick and easy access to the EOC contact number and your Precinct Manager number?
    • What is your site’s Emergency Management Plan?
  • Where is the best place for signage (if applicable)? Ensure entry, exit and queue thoroughfares are clear of hazards.

Staffing

  • How will you use your volunteers (if applicable)? Have you briefed them clearly?
  • Have you got enough of your team available to support? Where will each person be stationed and what is their role?

Site access + visitor management

  • Will it be clear for visitors what areas they can and can’t access? Will they know where to go for a tour meeting point?
  • If your event is ticketed, who will be checking attendees off using the Humanitix for Hosts? Ensure you have this downloaded and ready to go, and that you have access to your specific event.
  • If your space is open access, who is recording visitor numbers? Do they have a clicker and are they in the best position to capture these numbers accurately?

End-0f-day

  • Allow time at the end of the day/your event to complete the necessary end-of-day report.

If you are allocated volunteers, they are instructed to arrive 30 minutes prior to your program open/start time. Please be prepared to answer the following questions:

  • Where is the Open House flag/a-frame or any other material for the building (if applicable)
    • Where is the best location for the Open House signage?
  • What are the operations and logistics for the Building or Program?
    • Where is the best place to form a queue?
    • How many people are expected to attend?
    • How frequent are tours?
    • Are there any special requirements? (age, close shoes, etc.)
  • What is the building’s Emergency or Evacuation Plan?
    • Who are the wardens on site?
    • Where is the emergency assembly point?
  • What are the amenities and where are they?
    • Where are the nearest bathrooms?
    • Is there somewhere nearby to get coffee or food?
  • Are there any accessible entries or accessible routes for attendees?
    • This may include ramps, step free pathways, etc.

Please review the Volunteer Day on Page for more.

It’s also great to know what else is happening in your area as part of the Open House Melbourne Weekend. Encourage your visitors to explore other sites nearby! Always direct visitors to the Open House Melbourne website for up-to-date program information.


Arrive on site and ready to go at least 30 minutes before your program open/start time.

  • If you have been allocated volunteers, they have been instructed to arrive 30 minutes prior to the program open/start time. If your volunteer hasn’t showed up, contact your Precinct Manager.
  • Get your signage ready and staff/volunteers in place.

Attendees for ticketed events are reminded to arrive 15 minutes prior to the event/program start time so your program can run to time. Ensure you are prepared to scan tickets and attendees understand where to wait until the tour/program begins.

Run through the below checklist to ensure you’re prepared to welcome visitors!


Review this list before you get started for the day to ensure you’re prepared to welcome visitors!

  • Where is the Open House flag/a-frame or any other material for the building (if applicable)
    • Where is the best location for the Open House signage?
  • What are the operations and logistics for the Building or Program?
    • Where is the best place to form a queue?
    • How many people are expected to attend?
    • How frequent are tours?
    • Are there any special requirements? (age, close shoes, etc.)
  • What is the building’s Emergency or Evacuation Plan?
    • Who are the wardens on site?
    • Where is the emergency assembly point?
  • What are the amenities and where are they?
    • Where are the nearest bathrooms?
    • Is there somewhere nearby to get coffee or food?
  • Are there any accessible entries or accessible routes for attendees? This may include ramps, step free pathways, etc.

  • Welcome visitors and tour attendees with a smile!
  • Ensure tickets are being scanned and visitor numbers are being counted
  • Ensure your staff and volunteers are in the best position to assist with sharing information, addressing visitor queries, supporting with tour group management or wayfinding.
  • Deliver your tours and programs to time while also meeting the needs of attendees – answer their questions but keep things moving. On tours, use a big voice to ensure everyone can hear you. Be accommodating and assertive at the same time!
  • Always be aware of your surroundings and the safety of your staff, volunteers and visitors.
  • In the case of incident or emergency, contact 000, the EOC and your Precinct Manager as appropriate.
    • Complete an incident report form and submit this to Open House Melbourne via the form provided.

Be prepared for walk-ups on the day

People who have missed out on a ticket to a pre-booked program or event may try their luck on the day in case of no shows.

In 2025, we are trialling a Lucky Last Minute Ticket. This will allow walk-ups to book in using a generic ticket link if there are no-shows and/or can accomodate extras and ensures all attendees to pre-booked programs are captured in our records. We will provide this link to you and volunteers will also have the ability to support this process.

Accepting Lucky Last Minute attendees is at the discretion of the Collaborator/Building Manager. You are not required to accomodate Last Minute walk ups and are entitled to turn people away if your program is pre-booked and they do not have a valid ticket. Please only use this if you have capacity to manage it smoothly on the day.

Please be mindful pre-booked attendees will have booked in advance and paid the $7 booking fee. The Lucky Last Minute ticket ensures equity of access and that all attending have contributed to that cost and that we have that record of who is in attendance.
At the end of the day, we want to ensure you, your staff/volunteers and visitors or tour participants have a great time over the Weekend so you are encouraged and trusted to manage this as you see fit.


  • Pack down signage if you don’t need it again. Ensure each piece that you received is there. Volunteers can support with this.
    • If you’ll be using it again tomorrow, store it somewhere safe and secure, out of the weather.
  • Debrief with your volunteers (if applicable)
    • Hear their feedback, ensure you’re aware of any visitor numbers they collected and that it aligns with your understanding of the day’s visitation.
    • Thank them for their support and send them on their way – the Open House Weekend could not go ahead without the support of our wonderful volunteers!
  • Complete the end of day report to submit visitor numbers, any outstanding experiences or stories, record incidents if required.
  • Prepare for the next day (if applicable)
    • What have you learned from today that you could improve for tomorrow?
  • Head off to another Open House activity or have a well-deserved break after a fun and enriching program!

Precinct Managers (and Assistant Precinct Managers)

On the Weekend, your main contact is the Precinct Manager (PM) assigned to your area. Precinct Managers, with the support of Assistant Precinct Managers, oversee the volunteers in your area and are best placed to assist with troubleshooting any issues or incidents.

  • If your allocated volunteer doesn’t show up, call your PM.
  • If something isn’t right with your signage, call your PM.
  • If you have another question, call your PM.

Contact details for PMs will be provided in mid-July. Please refrain from contacting them until the Weekend.

Emergency Operations Centre (EOC) 

The EOC located at Collingwood Yards and is a direct line to the Open House Melbourne core team in case of incidents or emergency. The EOC can activate an emergency or communication response or operational support.

The EOC contact number is:  0494 139 815.  This number is only active over the Weekend.

In case of emergency, always contact emergency services – call 000. As soon as practicable, notify the EOC and your PM. 

In the lead up to the Weekend, your first point of contact is the Open House team via info@ohm.org.au


Access to Humanitix

Collaborators running pre-booked programs are responsible for checking in attendees on the day. This task can be delegated to your volunteers (if allocated) but you must have a clear understanding of how Humanitix works to ensure you’re best prepared.

Download the Humanitix for Hosts app on your mobile—this useful resource can support you through the process. The primary contact for each program will be sent an invitation from Open House Melbourne via Humanitix to access your individual event/s.

Pre-Weekend—independently monitor booking numbers and have up to date attendee information without having to contact our team.
During the Weekend—digitally check in guests on the Weekend through the app.

Access to Humanitix

Brief Humanitix Tutorial

A quick 4-minute video to get you set up on Humanitix

Watch

Online Session Recording

This 30-minute includes an access refresher as well as troubleshooting + questions from Collaborators

Watch

Humanitix Explainer

Tips and tricks for the Humanitix for Hosts mobile app

Read

Lucky Last Minute Ticket

In 2025, we are trialling a Lucky Last Minute Ticket. Learn more below.

Share

The Lucky Last Minute Ticket will allow walk-ups to book in using a generic ticket link if there are no-shows and/or can accomodate extras and ensures all attendees to pre-booked programs are captured in our records. We will provide this link to you and volunteers will also have the ability to support this process.

Things to consider:

  • Accepting Lucky Last Minute attendees is at the discretion of the Collaborator/Building Manager. You are not required to accomodate Last Minute walk ups and are entitled to turn people away if your program is pre-booked and they do not have a valid ticket. Please only use this if you have capacity to manage it smoothly on the day.
  • Please be mindful pre-booked attendees will have booked in advance and paid the $7 booking fee. The Lucky Last Minute ticket ensures equity of access and that all attending have contributed to that cost and that we have that record of who is in attendance.
  • At the end of the day, we want to ensure you, your staff/volunteers and visitors or tour participants have a great time over the Weekend so you are encouraged and trusted to manage this as you see fit.
Lucky Last Minute Ticket

Volunteers

Volunteer allocations with a first round updated of filled shifts have been sent out via email—please contact us if you have any questions or concerns. Another final update ahead of the Weekend will be sent on Monday 21 July. 

Volunteers are rostered for 3-5 hour shifts and can assist with greeting visitors, queue and group management, assembling signage, checking attendee lists, way-finding and directions and sharing building information.

While we endeavour to meet all volunteer requests, the support of Open House Melbourne volunteers is not guaranteed. As such, we expect you can run your program or event without the support of a volunteer.

Signage

Signage allocations have been sent out via email—please contact us if you have any questions or concerns. 

Open House Melbourne signage ensures visitors can find you and your program. A stock of A-frames and flags is allocated to Collaborators to use over the Weekend for wayfinding. All Collaborators are required to display Open House signage across the Weekend.

It is the responsibility of the Collaborator to collect and return signage within the scheduled timeframes provided below. Alternatively, if you are a repeat Collaborator, options to purchase signage will be available.

Collection is from the Open House Melbourne office, located at Collingwood Yards, 35 Johnston Street, Collingwood.

Collection: Tuesday 15 to Friday 18 July + Tuesday 22 July between 10am and 4pm
Return: Monday 28 + Tuesday 29 July between 10am and 4pm

Types of signage

A-frames

These are great to mark tour meeting points across your site. These aren’t too heavy, but can be a bit awkward to carry.

Dimensions: 600mm x 900mm

Weight: no more than 5kg

 

'Old' L-shaped flags

These are our trusty flags that, if you’ve participated in the Weekend before, you’ll be most familiar with! They are visible from far away and are a great marker on the street for ‘open access’ sites. They have an extra heavy base so are perfect for those spots that may be more prone to windy weather. All parts pack into one canvas bag.

Dimensions: Approx. 600mm x 3000mm

Weight: Approx. 10kg including base

'New' feather banners

These are the newest addition to our signage stock. Once assembled, they will stand about 2.5m tall. They are visible from far away and are a great marker on the street for ‘open access’ sites. Best for more sheltered spots as the base isn’t as heavy. The flag and poles pack into one bag and the base plate is separate.

Dimensions: 600mm x 2500m

Weight: comes with a 5kg base plate, with a cut out handle for easy carrying

Assembly instructions

Corflutes

You provide the A-frame, we provide the corflute inserts! Let us know how many empty a-frames you have to fill and we’ll supply what we can. You can mix and match with your own signage too.

Alternatively, save yourself the trip to Collingwood and instead, we can supply the artwork files for you print your own Open House Melbourne branded signage to use this year and into the future. A great option for repeat Collaborators.

Corflute dimensions: 600mm x 900mm

Collaborator Marketing Kit

A range of editable design assets are now ready for you to start preparing for Program Launch on Wednesday 25 June. Please review the Style Guide to ensure your use of the Stories of the City identity and Open House Melbourne assets are within the guidelines.

Fonts, colour codes and design files have been supplied if you wish to add your program details to posters or social assets. Other generic assets are available too. You’re welcome to use anything supplied here.

IMPORTANT: The Weekend Program is under embargo until 6pm Wednesday 25 June. Please do not announce, share or promote your participation in the program until then.

Download

Collaborator Briefing Recording

Whether you’re a long time Open House Melbourne Collaborator or new to the community, it is important to be across Weekend key dates and next steps including important logistical, operational and risk information, as well as marketing and program updates ahead of the Program Launch. Download the PDF presentation for quick reference here.

Watch

Collaborator FAQs

Whether you’re in individual or an organisation, you’ll become a Collaborator when your submission is accepted into the program. We’ll then support you to supply the required information for the print and digital program and ensure you’re prepared to deliver your event successfully during the Weekend.

 


For successful participation on the Open House Melbourne Weekend we expect all Collaborators to:

+ Hold necessary permissions and insurances to undertake the proposed program/event during the Weekend (26 + 27 July 2025) and agree to the Collaborator Terms + Conditions
+ Open their building space for a minimum of six hours across the weekend and/or accommodate a minimum capacity of 50 people for events/tours
+ Have a knowledgeable, responsible person/s (on-site or online) to oversee the delivery of the program/event and engage with the public during the Weekend;
+ Submit all required content/information about the planned experience to meet Open House Melbourne deadlines for print and digital program and logistical planning;
+ Where required, host Open House Melbourne Volunteers during their allocated 3-4 hour shift to provide event support and collect visitor data;
+ Promote their participation in the Weekend across platforms including website and social media and will where applicable, display Open House Melbourne signage onsite during the event.


The Open House Melbourne Weekend 2025 will take place across Saturday 26 + Sunday 27 July 2025.

Open House Melbourne programming including Designing with Country, Modern Melbourne, This is Public and the Heritage Address will take place in the evenings surrounding the Weekend.


We’ll send the program live on Wednesday 25 June. The program is under embargo until then so please keep your involvement under wraps until then.

 


You will be notified about your volunteer allocation in late June.


In 2025, all ticketing for pre-booked programs will be managed by Open House Melbourne via Humanitix. We will work with you to understand your capacity for oversubscription to account for attrition.

A small fee of $7 will apply to all tickets to contribute to the ticketing administration costs.

Open House Melbourne will create a ticketing link for your program to include in the digital program and for you to share with your networks.

Tickets are released to the public across two dates—2 + 5 July. This allows time for people to review the program and effectively plan their Weekend.  Two releases of tickets are scheduled to increase equity of access.

When your program becomes fully booked, a waitlist will be activated. Offers of available tickets due to cancellations will be processed automatically as an offer to the next person on the list.

Reminder emails for ticketed programs will be sent 72 hours prior to your event.

You will be given access to your event via the Humanitix app which shows up-to-date registration numbers and provides scanning permission.

On the Weekend, your team (with the support of Open House Melbourne volunteers) will be responsible for checking in attendees by scanning the QR on their ticket.

If you have any questions about ticketing, please contact us via info@ohm.org.au.


Open House Melbourne undertakes comprehensive marketing and PR activities in the lead up to and during the Weekend. We have an established database of 48,000+ email subscribers, 600,000+ annual website visits and an audience of over 58,000 across social media channels. Learn more in our 2024 Event Report here.

You will be provided a marketing kit including branding guidelines and digital and print assets to share with your networks to promote the Weekend.

For tailored benefits and services, please enquire about Partner and Sponsorship packages with Katie Evans, Partnerships + Communications Manager via katie.evans@ohm.org.au or +61 3 8648 8612.


Collaborator registration fees ensure we can continue to deliver the much-loved Open House Melbourne Weekend into the future. Registration fees contribute to administration costs, insurance, accessibility services, event management, volunteer recruitment and signage.

The fee structure is as follows:

  • $65 (Individual)
  • $120 (not-for-profit or community group)
  • $260 (school, for-profit, local government)
  • $440 (higher education, State government)

To discuss a payment plan or any other aspect relating to fees, please contact us via info@ohm.org.au or +61 3 8648 8612.


The Open House Melbourne Weekend celebrates good design by opening up buildings, places and spaces, inspiring public engagement in conversations about the future of our city.

Open House Melbourne is the largest and longest-running Open House program in Australia. The Weekend provides you the opportunity to:

  • take an active role in advocating for the value of good design in our built environment
  • contribute to broad public discussion around the role of design in creating better futures
  • reach a broad cross-section of the community
  • gain access to new audiences.

Contact us

If you have a question that’s not answered here, please contact us via info@ohm.org.au or 03 8648 8612.

Note: we’re frequently out of the office for meetings and site visits so please email us if you can’t get through via phone. We aim to respond within 48 hours so please be patient but don’t hesitate to follow up if you haven’t heard back from us in this time.

Contact us