Programming & Contracting for Community Events

Successful events rely on well-planned programming and clear, compliant contracting. Here’s an overview of how to approach programming and contracting for UMSU events, keeping everything smooth and properly documented. 

Please note that contracting can only be done by the Events team.

Programming 101: Creating Engaging Community Events

Programming involves selecting and organising activities, speakers, or performances that will draw in and engage your audience. To deliver impactful events, consider aligning your content with community interests. Here are a few essentials:

  • Know Your Audience: Focus on what will appeal to and benefit your community. Think about interactive sessions, local talent, or workshops.

  • Define Goals and Plan Ahead: Establish what you want to achieve and start planning early to lock in venues, dates, and talent.

  • Choose Relevant Talent or Speakers: Select individuals who will connect with your audience or bring meaningful insights. Check out our “Programming” guide (link) for tips on choosing performers or speakers.

UMSU’s Events Department is here to support you in programming, from logistics to resources.


Contracting for Community Events

All arrangements with external parties must be documented in writing. Whether you’re hiring a speaker or engaging a performer, clear documentation protects both you and UMSU. Here’s how to approach different types of agreements:

  1. Simple Agreements: For straightforward hires, like renting events equipment (e.g. photo booth), a written quote and acceptance usually suffice. This ensures both sides are clear on delivery details, costs, and pick-up times.

  2. Complex Agreements: For more detailed services, such as engaging performers, a formal contract should outline:

    • Agreed Terms: Clearly document what each side agreed to, so all expectations are defined.
    • Dispute Resolution: Outline how payment or service-related disputes will be resolved.
    • Contract Changes: Specify how amendments to the contract can be made.
    • Termination Conditions: Define how either party can end the contract if necessary (e.g., if the event is cancelled).

Please contact the Events team if you're thinking about contracting performers and speakers.


Types of Engagement with UMSU

Depending on the nature of the engagement, individuals work with UMSU in different ways:

  • UMSU Staff: Staff are paid via payroll and may have fixed-term, ongoing, or casual roles.

  • Office Bearers / Student Representatives: Elected volunteers who receive honoraria. They aren’t considered UMSU staff.

  • Volunteers: Volunteers may receive a small token (up to $500–600) for contributions like magazine pieces, or may be reimbursed for minor expenses (e.g., travel or food).

  • Independent Contractors: Engaged for specific tasks or performances, independent contractors work independently, negotiating their own fees. Contracts with contractors must include superannuation contributions (11%), and contractors should ideally provide an ABN or a supplier statement if they don’t have one.

Guidelines for Signing Contracts

Only authorised signatories—generally the Divisional Manager, CEO or Coordinators —can legally sign contracts on behalf of UMSU. To avoid legal risks, do not sign contracts directly. Instead, coordinate with the Events Department or the Advertising & Sponsorship Officer to ensure all agreements are properly finalised and submitted to the CEO for signing.

By following these programming and contracting guidelines, you’ll help ensure your community event is engaging, legally compliant, and successful!