Club Capital Works Budget Template
A comprehensive line-item budget framework for club redevelopments covering every cost category from land acquisition through to opening night.
Most club budgets understate the true cost of a redevelopment. They omit line items that don't appear until the project is underway — interest during construction, Long Service Levy, developer contributions, temporary member facilities, and commissioning costs. This template covers all of them.
The cost ranges below are benchmarked against a $12M project (a typical mid-scale club redevelopment in NSW as of 2026). Adjust proportionally for your project scale — see the assumptions section for guidance on smaller and larger projects.
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Section A
Land & Site Costs
Typical allocation: 0-5% of project (0-2% for existing club sites)
| Line Item | Cost Range | Notes |
|---|---|---|
| Land/property acquisition | As required | Applies only if purchasing adjacent land. For existing club property, use land valuation for financial reporting. |
| Demolition of existing structures | $500K–$2M+ | Varies by size/complexity. Asbestos removal, hazmat disposal, staged demolition if maintaining operations. Include site clearing, utilities disconnection. |
| Contaminated site remediation | $100K–$1M+ | Phase 2 ESA may identify contamination; remediation required before construction. Variable based on contamination type. |
| Site investigation & surveys | $80K–$150K | Geotechnical, utility mapping, contamination assessment, heritage surveys, topographical surveys. |
| Environmental approvals (if applicable) | $20K–$100K | EIS preparation, biodiversity assessment, water management. |
Typical allocation for $12M project: $400K\u2013$800K (3\u20137%)
Section B
Planning & Approvals
Typical allocation: 2-4% of project
| Line Item | Cost Range | Notes |
|---|---|---|
| Development Application lodgement fees | $30K–$80K | Council DA fee + planning appeal bonds. Scales with project size/complexity. |
| BASIX certification | $5K–$15K | Building Sustainability Index compliance. |
| Accessibility compliance review | $10K–$25K | Disability Discrimination Act, BCA Section D3 compliance. |
| Long Service Levy (s.34 EP&A Act) | $80K–$200K+ | 0.4% of construction cost for projects >$25M or public facilities. 0.6% for regional areas. Calculated on final construction estimate. |
| s.7.11/7.12 Contributions | $200K–$800K+ | Calculated by council based on project type/scale. Varies by LGA; can be significant (5–8% of construction for some councils). |
| Heritage assessment & approval (if applicable) | $40K–$120K | Heritage NSW consultation, heritage impact statement, conservation plan. |
Typical allocation for $12M project: $365K\u2013$1.24M (3\u201310%, higher in urban councils with high contributions)
Section C
Professional Fees
Typical allocation: 8-14% of project
| Line Item | Fee % | $ on $12M Build | Notes |
|---|---|---|---|
| Architecture | 3–5% | $360K–$600K | Concept 10%, schematic 20%, detailed 30%, documentation 20%, administration 20%. Includes heritage architect if required. |
| Structural Engineering | 0.8–1.2% | $96K–$144K | Detailed design through construction stage. |
| Building Services (M/E/P) | 1.2–1.8% | $144K–$216K | HVAC, electrical, hydraulic services. Gaming machine power/networking adds complexity. |
| Project Manager | 1.5–2.5% | $180K–$300K | Monthly retainer or lump sum. Typically 24–36 month engagement. Includes board reporting. |
| Quantity Surveyor | 0.8–1.2% | $96K–$144K | Cost planning, tender documentation, contract administration, variation assessment, final account negotiation. Critical role. |
| Heritage Advisor (if required) | 0.5–1% | $60K–$120K | Design compliance, DA support, condition surveys. |
| Town Planner | 0.3–0.7% | $36K–$84K | DA preparation, council consultation, pre-lodgement support. |
| Building Code Compliance Consultant | 0.2–0.5% | $24K–$60K | NCC/BCA advice, certification. |
| Acoustician (if applicable) | 0.1–0.3% | $12K–$36K | Gaming floor, venue noise mitigation, neighbour impact. |
| Other specialists | 0.2–0.5% | $24K–$60K | Geotechnical, arborist, etc. As required per site conditions. |
Typical allocation for $12M project: $1.032M\u2013$1.764M (8.6\u201314.7%)
Fee negotiation notes
- • Architects often operate on a sliding scale (lower % for larger projects)
- • PM fee may be a fixed retainer ($20K\u2013$35K/month) rather than percentage
- • QS fees are often competitive; obtain 3 quotes
- • Combined consultant fee typically 9\u201312% for $10M+ projects
Section D
Construction Costs (Base Build)
Typical allocation: 70-80% of project
| Line Item | Cost Range/sqm | $ Amount | Notes |
|---|---|---|---|
| Preliminaries | 8–15% of build | $864K–$1.62M | Site management, temporary works, site facilities, administration, project documentation, indemnity insurance, contractor’s margin. |
| Demolition (structural) | $150–$300/sqm | $180K–$360K | Assumes ~1,200 sqm demolition area. Asbestos/hazmat removals add 30–50%. |
| Excavation & Earthworks | $50–$120/sqm | $60K–$144K | Site preparation, basement/undercroft if required. |
| Structural Frame | $400–$700/sqm | $480K–$840K | Reinforced concrete or steel frame. Gaming floor structural requirements may add 5–10%. |
| External Envelopes | $300–$500/sqm | $360K–$600K | Facades, windows, roofing, weatherproofing. Heritage requirements may increase cost 10–20%. |
| Internal Walls & Partitions | $80–$150/sqm | $96K–$180K | Includes door frames, door sets, partition hardware. Gaming floor sound/vibration isolation adds cost. |
| Flooring | $100–$200/sqm | $120K–$240K | Varies by area type (gaming polished concrete, dining timber, kitchens epoxy). |
| Ceilings & Finishes | $60–$120/sqm | $72K–$144K | Suspended ceilings, plasterboard, acoustic panels, fire-rated treatments. |
| Painting & Decorative | $30–$60/sqm | $36K–$72K | All areas painted/finished. |
| Bathroom & WC Fitout | $40–$80/sqm | $48K–$96K | Sanitary ware, tiling, mirrors, accessories. Code compliance for accessibility. |
| Mechanical Systems (HVAC) | $80–$150/sqm | $96K–$180K | Ducting, units, controls. Gaming venues require high air change rates. |
| Electrical Installation | $90–$160/sqm | $108K–$192K | Full power distribution, lighting, emergency systems. Gaming machine power circuits, bar POS systems. |
| Hydraulic Services (Plumbing) | $50–$100/sqm | $60K–$120K | Pipes, fixtures, waste management, water pressure systems, kitchen requirements. |
| Fire Safety Systems | $60–$120/sqm | $72K–$144K | Sprinklers (mandatory in 1,200+ sqm buildings), fire detection, emergency lighting, signage. |
| Data & Communications | $40–$80/sqm | $48K–$96K | Network cabling, security systems, CCTV, access control, gaming machine comms, WiFi. |
| Vertical Transport | $300K–$600K (fixed) | $300K–$600K | Elevators, escalators if required. Costly line item; evaluate necessity. |
| Temporary Works During Construction | $150K–$400K (line item) | $150K–$400K | Site hoardings, false floors, temporary access, temporary utilities, staging facilities. |
Typical allocation for $12M project: $8.4M\u2013$9.6M (70\u201380%)
Cost estimation notes
- • Gaming floor specification: $500\u2013$800/sqm (higher due to power, ventilation, structural)
- • Kitchen facilities: $1,000\u2013$2,000/sqm (high-end fitout)
- • Dining/bar areas: $400\u2013$600/sqm
- • Administrative/back-of-house: $250\u2013$400/sqm
- • Basement/undercroft (if included): adds 20\u201340% to project cost
- • Regional projects typically 10\u201315% cheaper than Sydney metro
Section E
Fitout & FF&E
Typical allocation: 7-12% of project
| Line Item | Cost Range | Notes |
|---|---|---|
| Gaming Machines & Installation | $800K–$2M | Average $20K–$30K per machine (50–80 machines). Supplier installation, power, networking, compliance testing. Liquor & Gaming NSW approval required. |
| Bar Equipment | $150K–$300K | Bottle displays, fridges, POS terminals, optics, glassware, furniture. |
| Kitchen Equipment | $300K–$600K | Commercial cooking equipment, hood systems, walk-ins, prep benches, dishwashers. High-specification kitchens for multi-outlet clubs. |
| Dining Furniture | $200K–$400K | Tables, chairs, lounge suites (for gaming/dining areas). Specify gaming floor furniture for durability. |
| Audio/Visual & Entertainment Systems | $150K–$350K | Sound systems, projection screens, LED displays, lighting rigs. Gaming floor TVs (typically 8–15 screens, ~$40K–$60K). |
| Reception/Admin Furniture & Fittings | $80K–$150K | Desks, filing, signage, access control, membership systems, security monitors. |
| Kitchen Crockery/Glassware (Opening Stock) | $40K–$80K | Plates, glasses, cutlery, pots, pans, utensils for all outlets. 60–70% of capacity stock. |
| Gaming Compliance Systems | $50K–$100K | Responsible gambling signage, age verification equipment, staff training materials, player tracking systems, EGM management software licenses. |
| Liquor Storage & Compliance | $60K–$120K | Wine racks, bottle storage, cellaring systems, security systems. |
| Soft Furnishings | $80K–$150K | Curtains, carpets, rugs, artwork, decoration, lighting fixtures beyond base build. |
| Plant Room Equipment | $100K–$200K | Boilers, tanks, pumps, generators (if backup power), meters, control systems. |
Typical allocation for $12M project: $840K\u2013$1.44M (7\u201312%)
FF&E timing note: Typically ordered 6\u20139 months before practical completion; long-lead items (gaming machines, kitchen equipment) ordered early.
Section F
Contingencies
Varies by project stage
| Contingency Type | Amount | Timing | Usage Rules |
|---|---|---|---|
| Design Contingency | 10–15% of estimated costs | Feasibility through detailed design | Covers design development, specification upgrades, scope clarifications discovered during design. Released at construction tender stage. |
| Construction Contingency | 8–12% of contract value | Active during construction | Manages variations, unforeseen conditions, minor scope changes. Controlled by QS; typically 50% released at 50% progress, balance at practical completion if unused. |
| Client/Overall Contingency | 5–8% of total project cost | Entire project duration | Covers items beyond design/construction (e.g., regulatory costs, fee escalation, inflation). Managed by board; release requires board approval. |
Total contingency pool for $12M project:
- • Design contingency: $1.2M\u2013$1.8M (released as project enters construction)
- • Construction contingency: $960K\u2013$1.44M (held throughout construction, typically 70\u201380% returned post-completion)
- • Client contingency: $600K\u2013$960K (board-managed reserve)
- • Total: $2.76M\u2013$4.2M (23\u201335% of base construction cost)
Contingency usage notes
- • Typical release: 10\u201315% of contingency used on projects <$15M
- • Design contingency fully expended by tender stage (design changes, scope clarifications)
- • Construction contingency 30\u201350% used (variations, unforeseen conditions, minor rework)
- • Client contingency typically preserved for post-completion items
Section G
Financing & Facility Costs
Typical allocation: 2-5% of project
| Line Item | Calculation | Example Amount |
|---|---|---|
| Interest During Construction (IDC) | (Loan × Rate × Years) ÷ 2 | $20M loan @ 5.5% over 24 months = $1.1M |
| Loan Establishment Fees | 0.5–1.5% of facility | $20M @ 1% = $200K |
| Loan Documentation & Legal | $15K–$40K | $25K (fixed) |
| Financial Advisor Fees | $30K–$80K | Assists refinancing, loan structure optimisation |
| Valuation for Security Purposes | $8K–$20K | Lender requirement (multiple times during project) |
| Insurance (Lender-Required) | 0.5–1.2% of facility p.a. | $20M @ 0.8% = $160K annually ($320K over 24 months) |
Typical allocation for $12M project with $20M facility: $1.6M\u2013$2.2M
Financing notes
- • Establish facility 6 months pre-construction to avoid funding delays
- • IDC is a significant cost; accelerated completion saves money
- • Facility size typically 1.25\u20131.5x total project cost to cover contingencies
- • Rate @ 5\u20136.5% typical for club secured lending (2026 rates); varies by lender, club financial position, security offered
Section H
Insurance & Legal
Typical allocation: 1-3% of project
| Line Item | Cost Range | Notes |
|---|---|---|
| Professional Indemnity Insurance (design team) | $40K–$80K (3-year term) | Mandatory; protects against design defects. Club verifies coverage; minimum $10M limit typical. |
| Construction Defects Insurance | $60K–$150K | Optional but recommended; covers latent defects post-completion. Premium ~0.5–1% of contract value. |
| Legal Review (contracts, approvals) | $30K–$80K | Contract review, lease amendments if required, regulatory compliance review, dispute resolution advice. |
| Legal Registration/Title Documentation | $5K–$15K | Registration of mortgages, security interests, title updates post-completion. |
| Building & Works Insurance | $80K–$200K (entire project) | Contractor’s all-risks insurance; club typically reimburses as part of contract. Verify coverage limits ($20M minimum). |
| Public Liability Insurance (project-specific) | $40K–$100K | Enhanced limits during construction. Covered under contract preliminaries typically. |
Typical allocation for $12M project: $255K\u2013$625K (2.1\u20135.2%)
Section I
Project Administration & Miscellaneous
Typical allocation: 1-3% of project
| Line Item | Cost Range | Notes |
|---|---|---|
| Board/Member Communications | $30K–$80K | Project newsletters, member updates, website, AGM presentations, graphics/design. |
| Project Branding & Signage | $20K–$60K | Project hoardings signage, wayfinding, temporary directional signage. |
| Temporary Member Facilities | $50K–$150K | Gaming venue relocation, temporary bar setup, temporary dining area if applicable. Operational cost during construction. |
| Staff Retraining & Induction | $20K–$50K | Training on new systems, gaming compliance, health & safety, facilities operation. |
| Opening & Commissioning Events | $30K–$80K | Grand opening event, staff launch, member appreciation events, media launch. |
| Permits & Temporary Approvals | $10K–$30K | Construction permits, traffic management, temporary structure approvals, works notification fees. |
| Testing, Commissioning & Handover | $40K–$100K | Final inspections, system commissioning, defects rectification, practical completion protocols, final account negotiation. |
| Contingency Administration | $20K–$50K | Cost estimating, budget tracking, forecasting, reporting tools/software, board papers. |
Typical allocation for $12M project: $220K\u2013$600K (1.8\u20135%)
Summary
Budget Summary \u2014 $12M Project Example
| Category | Low Range | High Range | Allocation % |
|---|---|---|---|
| Land/Site | $400K | $800K | 3–7% |
| Planning/Approvals | $365K | $1.24M | 3–10% |
| Professional Fees | $1.032M | $1.764M | 8.6–14.7% |
| Construction | $8.4M | $9.6M | 70–80% |
| Fitout/FF&E | $840K | $1.44M | 7–12% |
| Contingencies | $2.76M | $4.2M | 23–35% |
| Financing/Facility Costs | $1.6M | $2.2M | 13–18% |
| Insurance/Legal | $255K | $625K | 2.1–5.2% |
| Project Admin/Misc | $220K | $600K | 1.8–5% |
| TOTAL | $15.872M | $22.469M | 100% |
Total Project Cost Range: $15.9M\u2013$22.5M (with contingencies), or $11.2M\u2013$14M excluding contingencies as often shown in feasibility studies.
Key Assumptions
Budget Assumptions & Adjustments
Smaller projects ($2M\u2013$5M)
- • Professional fees: 12\u201315% (higher % due to fixed costs)
- • Construction contingency: 10\u201315% (higher as smaller projects have less predictability)
- • Financing costs: 3\u20135% (IDC higher as construction period typically longer relatively)
- • Planning/approvals: 4\u20138% (can be significant relative to project size)
Larger projects ($20M\u2013$50M)
- • Professional fees: 7\u201310% (lower % as fees scale)
- • Construction contingency: 7\u20139% (lower % due to higher predictability)
- • Financing costs: 1.5\u20132.5% (lower % as construction typically faster)
- • Gaming machine costs: remain fixed ~$1M\u2013$2M regardless of project size
Inflation/Escalation (annual rates)
- • Construction costs: 3\u20134% per annum (post-2024)
- • Labour: 3\u20135% per annum
- • Material: 2\u20133% per annum
- • Professional fees: 2\u20133% per annum
Projects with basement/undercroft
- • Add 30\u201340% to construction costs
- • Add 2\u20133 months to timeline
- • Add 10\u201315% to contingency
Heritage projects
- • Add 15\u201325% to professional fees (heritage advisor, specialised design)
- • Add 10\u201320% to construction costs (specialised materials, conservation techniques)
- • Add 4\u20138 weeks to DA timeline
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