Expense Matrix
DEPT. WHO CAN HELP? | EXPENSE CONSIDERATION | Costing Guide Note: Estimates only. Costs will vary depending on your project. | Suggested TIMELINES | CONSIDERATIONS & WHEN EXPENSE MAY BE REQUIRED | |
AVM | Amplified Sound, Lights, Power, Staging *External Hire Costs Only | Major event examples; $15K – Diwali $20K – Night Market Medium event example; $10K – Outdoor Band Performance Small event example; $2K – SoUP (Concrete Lawn) | Major events; 8 weeks min. lead time Medium events; 4-6 weeks min. lead time Small events; 4-6 weeks min. lead time | Please consider these external expenses when planning any events on a medium to large scale (eg; over 200 people in attendance) and especially if the event is outdoors. Leadtimes prior to events are a guide only. ALL bookings are subject to availability of equipment &/or labour. Bookings are on a “first in, first served” policy. | |
EVENTS | Performer and Speaker Fees | Speaker $50 - $1000 (from student to professional) Workshop facilitator (crochet, dance, Screenprinting) $350-$1500 Mid-Range Band/Performer $8000 - $15000 High-Range Band/Performer $20K - $60K+ | 4-12 weeks | Transport/transfers, riders and backline hire will be additional costs | |
EVENTS | Infrastructure | UMSU Infrastructure UMSU has marquees, weights, tables which are free to use (subject to availability) but larger events requite external infastructure External Infrastructure: Trestle Tables $10 ea. Chairs $5 ea. Partition Walls $25 ea. Picnic Tables $110 ea. | 4-12 weeks | External: Outdoor and larger events. Delivery fees will differ and effect final cost | |
EVENTS | Entertainment | Arcade Games ~$700 per game Film Screening rights $150 - $550 Therapy dogs $1000 (2 dogs, 2 hours) Photobooth ~$660 for 3h | 2-6 weeks | Prices will vary based on many factors such as availability, scale, or quality (eg. Photobooths can range from $500 to $5000) | |
EVENTS | Staffing (Event casuals etc.) | Approx. $33/hr (min. 3 hours) | 2-3 weeks | BBQ Maestros, Popcorn machine operating, Set up/pack down staff, RSA staff, Safe Food Handling Staff, etc. | |
EVENTS | Security | Uni Security $ 50/hr (per guard) | 2-3 weeks | Required for events with alcohol, large numbers, after hours building access etc. Additional fees for after-hours/weekends | |
EVENTS | Cleaning | $42/hr weekday business hours. Choose To Reuse $300 | 2 weeks | Cleaning after larger events | |
EVENTS | Waste | Small bin (General or Recycling) $30 Large bin (General, Recycling, or Cardboard) $60 | 2 weeks | Bins required for any event with catering or drinks | |
EVENTS/IDA | Catering: Food | Per person: BBQ: $2 Prepacked snacks $5-$15 Food Truck $10-$30 Donuts $3 Popcorn $0.50 | 3-4 weeks | Additional costs to BBQ’s inc. Staff, BBQ hire, utensils Most BBQs are projected for a crowd of around 600 Please be advised that food trucks have min. Spends starting at $2000 | |
IDA BAR | Bar Service Alcohol Soft Drinks Security RSA Staff | Soft Drinks: $1 (per person) [DJ1] | | | |
COMMS | Social Media spend | Dependent upon minutes passed by department committee. Eg. Meta boost $50-$150 | Dependent on when funds are passed by committee & project is approved. Ad run time: at least 2 weeks prior to project (recommended) | Larger student-focused events Large campaigns (Can be Boosted Posts or Facebook Ads, Insta, depending on needs) | |
COMMS | Ticketing | Trybooking ticketing · For tickets over $5.00 in value, $0.50c ticket fee (charged to the Ticket Buyer by default) · 2.5% processing fee (charged to the Event Organiser by default) · 1% surcharge for foreign cards (charged to the Ticket Buyer) | 2 weeks after all information received from dept, tickets can be created Funds transferred after the event and sent through to finance via communication@union.unimelb.edu.auemail and your dept is ccd. You may have to provide your dept code via email. | Where tickets have a price attached you can use this calculator May review ticketing for 2025 through the UMSU website (MSL is the web provider) which is free for free tickets (like Trybooking) but paid tickets will incur an MSL fee per ticket and the payment gateway Stripe. | |
DESIGN | Merchandise (screenprint) | Costs vary dependent on item The more you get, the more cost effective the unit price becomes Example: Basic T-shirt, one print placement 1 Colour Screen print $12.10ea +GST, $50+GST set up
| Design time: 2–3 weeks | 1 colour print Add cost base item (varies) Think sustainable – Do people really need another tote bag Costs vary dependent on item These are generic pricing to give a very vague price range. If you know what you want, ask when you start a project and we can get accurate quotes! | |
DESIGN | Merchandise (digital) | Costs vary dependent on item The more you get, the more cost effective the unit price becomes Example:
| Design time: 2–3 weeks | Full colour print Add cost base item (varies) Think sustainable – Do people really need another tote bag Costs vary dependent on item These are generic pricing to give a very vague price range. If you know what you want, ask when you start a project and we can get accurate quotes! | |
DESIGN | Printing (digital) | Varies depending on requirements Examples: $165 – $396
$473 – $2937
$77 – $148.5
$132 – $231 | Design time: 2–3 weeks | No MOQ Quotes based on enviro uncoated 100% recycled paper stock | |
DESIGN | Printing (offset) | Varies depending on requirements
$1694 – $1809.5
$5225 – 6248 | Design time: 2–3 weeks | MOQ 500 | |
DESIGN | A1s | free | Design time: 2–3 weeks Printing: 2–3 days | You get 2x A1s at no charge for your project which is recommended based on distro needs but more available if needed | |
EVENTS | Contingency | | | Allowing extra for unforeseen expenses including increased costs, cancellation fees and need to reschedule events, changes to requirements | |
INFO | Gas BBQ | $86.00/BBQ Covers gas and cleaning supplies | Include in your initial Teamwork submission | 1 halal 1 vegetarian 1 vegan | |
INFO | Trollies, Small step ladders, Towels to clean up spills | n/a | As needed | | |
INFO | Assorted office equipment: Laminator, Guillotines | n/a | As needed | | |
[DJ1]Fr? Cans are 22c each