Cultural Education Booking Request Form

Our Cultural Education sessions include a Welcome to Country and are designed for groups of up to 30 people. Sessions can be booked for durations of between 1 and 6 hours across set locations on Wadawurrung Country divided into the following areas:

• Djilang / Geelong
• Ballawiyn / The Bellarine
• The Surf Coast and Great Ocean Road
• Ballaarat / Ballarat

Please note that these sessions can only be booked for the locations as outlined in this form. If you require customised training and locations, or specialised cultural knowledge, please see our Corporate Education booking form.

Please note: All booking requests must be received with a minimum of 4 weeks’ notice. Requests received with less notice than this may not be accepted.

Please note:

1. Pricing below is indicative. Please refer to your invoice for final costing. For ceremonies and services occurring during Days of Significance, such as NAIDOC Week, a surcharge will be added to your final invoice.
2. All prices are exclusive of GST.
3. There will be a surcharge for Cultural Education Sessions outside of normal hours: Normal hours are defined as 8:00am – 5:30pm, Monday – Friday. For morning bookings, this includes requested arrival time from 8:00am onwards. For afternoon bookings this includes session completion time of 5:30pm at the latest.
   Out of hours is defined as anything outside of these hours, as well as Aboriginal calendar days/weeks of significance and public holidays.
4. All Aboriginal communities will receive a discounted rate.
5. To request a custom quote for multiple sessions, please contact bookings@wadawurrung.org.au
6. Please note that cultural education sessions cannot be filmed, recorded or broadcast. Please see our terms and conditions.

*All prices quoted exclude GST

Bookings

1. Bookings are not accepted until confirmed in writing from the Wadawurrung Traditional Owners Aboriginal Corporation (WTOAC) office.

2. All booking requests must be received with a minimum of 4 weeks notice.

3. Requests received with less notice than above may not be accepted.

4. Urgent bookings with less than 48 hours’ notice (received during business hours) are subject to an additional $500 urgent request fee.

5. All calendar bookings are to be created and managed by the WTOAC office; any bookings sent directly to any WTOAC Outlook calendar will be declined.

6. Prices listed should be considered an official quote for services.

7. Actual Purchase Orders must be provided as soon as possible and at least 7 days prior to the event date by emailing bookings@wadawurrung.org.au.

8. Wadawurrung Traditional Owners Aboriginal Corporation acknowledges that not all groups have equal access to resources.

9. Please contact us if you feel your group may need our services but you cannot afford the current pricing. We will do our best to accommodate groups such as schools with a high number of Aboriginal and Torres Strait Islander students or volunteer / grassroots organisations.

   Housekeeping

1. If you are hosting a Wadawurrung representative at your event or school/business/organisation, please organise and notify the representative of parking arrangements.

2. Please make sure you warmly greet, welcome and orientate the Wadawurrung representative and any other First Nations people attending your event, as you would any special guest.

3. If you have booked a Smoking Ceremony as part of your education session, please ensure smoke alarms are deactivated and that you have contacted your local Fire Brigade office if you feel the ceremony may result in the fire brigade being notified of a fire.

4. If a microphone is being used, please provide a microphone stand.

5. Prior to filming, photographing or recording please read in detail the section below, ‘Media Policy’.

6. The Wadawurrung representative should be invited to conduct a Welcome to Country or Acknowledgment of Country at the commencement of proceedings. If a Welcome is conducted, it is best practice for the next speaker to thank the Wadawurrung representative for their warm welcome and may also wish to pronounce their own ‘Acknowledgement of Country’. An Acknowledgement of Country is a statement of appreciation and recognition of the Traditional Owners of the land. An Acknowledgement of Country can be given by any person Indigenous or non-Indigenous. Contact us in advance if you need further support or advice about this.

Media policy

1. Education sessions should not be filmed, recorded, streamed or broadcast except by special exception and with written agreement with WTOAC prior to the session. 

2. Prior to your education session, please ensure that you negotiate and get confirmation in writing from WTOAC permission to film, record, stream or broadcast. This may attract a fee depending upon the scale of the audience.

3. Written permission should also be negotiated if you intend to photograph an event for print, publication or social media.

4. Individual Wadawurrung representatives have individual preferences about being photographed, so the response to this may vary depending upon the person. Please ask and negotiate in advance and ask again on the day before taking photos if you are unsure. Please be clear about your intention for taking the photo. If you intend to print or publish the photo the Wadawurrung representative may want to review and approve any images prior to publishing. Please ask.

5. If the picture is used in a new context at a later date, permission must be sought afresh.

6. The event organiser of the education session should take responsibility for communicating the Wadawurrung representative’s preferences about being filmed or photographed. The event organiser should also let audience members known that live streaming on social media is not allowed.

7. If you have an agreement with WTOAC to publish content from an education session, this content (photo, video etc) should be sent to WTOAC for review and approval prior to publishing or printing.

8. Taking pictures of Wadawurrung representatives’ children requires written permission from their parents.

Sorry Business

1. Across Country reproduction of names and photographs of deceased Wadawurrung people is restricted during a period of Sorry Business. Sorry Business varies in time and is determined by Community.

2. If you intend to publish voices or images of First Nations people who have passed away, please seek permission first and ensure a ‘deceased persons warning’ phrase is included at the start of the publication or resource.

Men's and Women's Business

1. Men and women have distinct but equally important roles.
2. Certain areas and sites of Cultural significance are only for men or women.
3. Under Cultural lore it is inappropriate for women to discuss men’s business, and inappropriate for men to discuss women’s business.
4. Please ensure you respect Cultural lore when you are on Country.

Cancellations, postponements, rescheduling

1. To cancel, postpone or reschedule a booking on the day of the event, please call the Wadawurrung representative as soon as possible to notify them.
2. To cancel, postpone or reschedule on any other day in the lead up, please both call (03) 5222 5889 and email bookings@wadawurrung.org.au (to create a timestamp) notification of your request.
3. Important: Requests to cancel, postpone or reschedule must be received during business hours (9am-5pm, Mon-Fri). Notifications to cancel that are received outside of business hours (9-5, Mon-Fri) will register the notification commencing at 9am on the start of the next business day.
4. Any event or booking that is cancelled, postponed or rescheduled less than 5 days (120 hours) from the start time of an event will be charged at 100% of the booking price. The exception to this is when the Wadawurrung representative agrees that the weather is too poor to proceed.
5. A request to postpone or reschedule an event will be subject to the booking wait times detailed in the first section of these terms and conditions.
6. If the event is cancelled by WTOAC, the person or organisation that has paid for the booking will be refunded for services not provided by WTOAC. WTOAC does not accept any liability for any other expenses related to cancellation of Wadawurrung services for the event.

Payment and Prices 

1. All prices listed are exclusive of GST.
2. Invoices must be paid within 14 days of issue or at least 3 days prior to the ceremony (whichever comes first). For credit customers, invoices must be paid no later than 14 days after the ceremony.
3. Customers requiring a credit account must apply using a Customer Credit Application for trade form (available below to download). Signed and completed forms must be sent to accounts.bookings@wadawurrung.org.au.
4. WTOAC will generally apply fee increases on the 1 July each year but reserves the right to increase fees without prior notice at other times if required. Where a booking has been made for a future event and a fee increase occurs between confirmation of the booking and the date of the event, the current fees on the date of the event will apply.
5. All bookings require full payment in advance to secure the reservation. Failure to provide full payment will result in the reservation not being confirmed.
6. Bookings that have not been paid for in full at least three (3) business days prior to the reservation date will be automatically cancelled or rescheduled. It is the responsibility of the booking party to ensure that payment is received within this timeframe to avoid cancellation. If the booking is cancelled due to non-payment and the party still wishes to proceed, a new reservation can be made based on availability and subject to the prevailing rates.
7. Please make payment to WTOAC as per the invoice that will be issued to you following the confirmation of your booking.
8. The party to whom the invoice is issued is the party nominated during the entering of the billing details, and therefore the party nominated in the billing section is responsible for payment of the account. Any corrections to any of this information must be submitted to WTOAC in writing any time before the services or event takes place.

Click here to download the Credit Application Form

The Credit Application form must be signed by someone in your organisation authorised to do so. Hand signatures or digital images of hand signatures are required. All details must be completed. Three trade references are required. Please send completed application to accounts.bookings@wadawurrung.org.au.