Cultural Consultation Booking Request Form

Cultural Consultation Booking Request Form

Language Services, Arts/Design, Policy Development, Cultural Advice, Document Review
As the Registered Aboriginal Party (RAP) on Wadawurrung Country, Wadawurrung Traditional Owners Aboriginal Corporation (WTOAC) is the only recognised body that can offer Traditional Owner Cultural advice on Wadawurrung Country.

Our consultation services are designed to give you the input and guidance you need to deliver your project with Cultural confidence.
- For most projects we recommend booking at least two consultations: a project initiation consultation, and a review/approve consultation.
- For large scale, complex or sensitive projects, we recommend booking regular consultations to help guide you through your various project milestones.
- Note that we have two consultation rates: a standard rate for a Wadawurrung representative and a higher rate for a Wadawurrung General Manager.
- It is possible to request multiple Wadawurrung representatives if that suits the needs of your project.
- Please book a Consultation request if you require Wadawurrung Cultural input for your project, program or policy.
Please book a Language Services request if you are seeking advice and permission to use Wadawurrung language to name a place, space or in a publication.

Please book an Arts and Design request if you are seeking advice on incorporating Wadawurrung design elements into a place, space or publication, or would like support in finding a Wadawurrung artist to create artwork for a particular project or purpose.

Please book a Communications request if you have a project that requires extensive or sensitive communications planning, and/or rapid turnaround Cultural permissions and approval. Please also select this option if you require reading, writing, editing and proofreading of Cultural materials for publication.

If you would like to discuss consultation options prior to booking, please email bookings@wadawurrung.org.au with the subject line Consultation – the type of consultation (eg Language Services, Arts/Design) – request a call back.
Please note:
1. All prices are exclusive of GST.
2. An URGENT request (less than 48 hours' notice) will incur a $500 fee. Please select this option below.
3. There will be a surcharge for consultations 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 commencement 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 consultations sessions, please contact bookings@wadawurrung.org.au
Cultural advice for project and policy development (including Reconciliation Action Plans) and workshop participation Available in person, on site, or online. Please send any documents to be reviewed at least 3 working days prior to a consultation meeting.
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Standard consultation meetingPrice per person, per hour. General cultural advice, general policy, project or program advice, basic walking tour development, ‘Reflect’ and ‘Innovate’ RAP development, basic communications planning, basic public art and/or design development. Also includes follow-up research and correspondence if required.
$400.00AUD TimeQuantity



Higher level consultation meeting Price per hour, per person. More advanced cultural advice from General Manager, policy, project and program advice, discussion and development of custom walking tours, development and guidance of ‘Stretch’ RAPs, more advanced communications planning and approval, more advanced public art and/or design development. Also includes follow up research and correspondence if required.)
$600.00AUD TimeQuantity



Communications consultationReading, editing, proofreading, researching, seeking permissions and formal approvals for cultural materials *Please ensure any documents for review are sent a minimum of 3 business days in advance.
$400.00AUD TimeQuantity



Higher level communications consultationHigher level cultural input (from General Manager) including reading, editing, proofreading, researching, seeking permissions and formal approval for cultural materials.
$600.00AUD TimeQuantity



Communications planning consultationCommunications Planning - extensive or sensitive communications planning, and/or rapid turnaround video, text and image Cultural permissions and approval
$400.00AUD TimeQuantity



Arts and design standard consultationProject initiation or scoping for public art, integrated design, master planning, design development consultation incorporating cultural elements, language, artwork (1hr) online
$400.00AUD TimeQuantity



Arts and design higher level consultationMore advanced project initiation by General Manager or scoping for public art, integrated design, master planning, design development consultation incorporating cultural elements, language, artwork (1hr) online or on site.
$600.00AUD TimeQuantity



Artist Selection Panel participationParticipation on a Selection Panel for artist or contractors to be appointed to a project
$500.00AUD Quantity



Reconciliation Action Plan (RAP) annual packageThis includes up to 30 hrs of Wadawurrung input into activities including: your RAP working group meetings, support developing your RAP document, coordination of Wadawurrung internal approval processes, advice on how to engage other Wadawurrung services, the creation of a Wadawurrung foreword for your RAP document, Plus a 3 hr Corporate Education Session for the RAP working group and /or Senior Leadership (up to 15 people), a 1hr facilitated discussion to reflect on what people learnt in the education session a Welcome to Country + Talk + Smoking Ceremony at the RAP launch event
$14,900.00AUD Quantity



Total

$0.00AUD
All prices quoted exclude GST

Session details
Full name of person booking:*
Email of person booking:*
Mobile phone number of person booking:*
Enter your phone number without spaces (include area code for landline numbers)
Name of organisation:*
Organisation category:*
Consultation contact name:*
Consultation contact email:*
Consultation contact mobile number:*
Enter your phone number without spaces (include area code for landline numbers)
Consultation details:*
Please describe the project for which you are seeking input, the intended scale of the project or its audience and any important project deadlines.
All booking requests must be received with a minimum of 4 weeks’ notice. Requests received with less notice than this may not be accepted.
Consultation date:*

DayMonthYear
Date
Alternate date:*

DayMonthYear
Date
Consultation time:
Our Cultural Consultations primarily take place in our Djilang / Geelong office or online through Microsoft Teams. Please indicate your preference:

Djilang / Geelong officeMicrosoft Teams
Arrival time for facilitator:
If a site visit is integral to your project, please enter the Consultation address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Special instructions:
E.g. reserved parking*, gate codes, special entrance etc. *If reserved parking is not available, please provide an alternative solution.
Do you intend to have photography at the consultation? *Please see T&Cs for further information.*

YesNo
Are you wanting to film or broadcast the consultation? *Please see T&Cs for further information.*

YesNo
Consultation

Cultural advice for project and policy development (including Reconciliation Action Plans) and workshop participation Available in person, on site, or online. Please send any documents to be reviewed at least 3 working days prior to a consultation meeting.
Further information:
For example: Is there any further project information you would like to share with us?

Accounts
Name of accounts person:*
Email of accounts person: *
Billing Address:*
Landline or mobile number of accounts person:*
Enter your phone number without spaces (include area code for landline numbers)
ABN:
Credit customers need to register with us using our credit application form, which you'll find at the end of this booking form. If you have a Purchase Order number, please provide the number here:
PO number
Credit customers need to register with us using our credit application form, which you'll find at the end of this booking form. Does your organisation/business require purchase orders?*

YesNo
If yes, please enter your Purchase Order number and upload a copy of the purchase order below.

Cancelof

Terms and conditions
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. All calendar bookings are to be created and managed by the WTOAC office.
4. Prices listed should be considered an official quote for services.
5. If your organisation requires a Purchase Order number for invoices to be paid, please include this number on the booking request.
6. Wadawurrung Traditional Owners Aboriginal Corporation acknowledges that not all groups have equal access to resources.
7. Please contact us if you need access to our services but 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 and volunteer / grassroots organisations.
Intellectual Property – Language and Artwork
1. Permission should be sought from WTOAC for any use of Wadawurrung language. Please contact us to discuss.
2. When making language requests, please be sensitive to the fact that some language has been lost as a result of colonisation and other language may not have a direct translation.
3. Service charges will apply for consultation, research and permission to use Wadawurrung language for commercial use, such as namings and publication.
4. Note that language requests of 4 or more words will require a language agreement to be developed.
5. For personal and general learning purposes, the Wadawurrung language Intro App (available on Apple and coming to Android soon) is free to use.
6. We allow non-exclusive use of Wadawurrung words listed in the App for a small fee (eg. small-scale namings of school classrooms). To do this select the ‘Simple language use request and email confirmation’ option from our services menu.
7. If you want to reproduce existing Wadawurrung artworks, please contact the artist.
8. This is a requirement under Australian copyright law. In some cases, it is also a cultural obligation for artists to consult other Wadawurrung people as the art may represent communally-owned knowledge and sensitive content.
9. Any reproduced artworks must credit the artist by name.
10. To view a list of currently practicing Wadawurrung artists, see our website: https://www.wadawurrung.org.au/resources
Cancellations, postponements, rescheduling
1. Any consultation that is cancelled on the same day as the booking itself will be charged at 100% of the booking price. This charge may be waivered if there are compassionate grounds.
2. To cancel a booking on the day of the event, please call the Wadawurrung representative as soon as possible to notify them.
3. 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 notification of your request.
4. 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.
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.
Click the facing-down arrow icon to download our credit application form.
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Cultural Consultation Booking Request Form

Session details

Consultation

Accounts

Terms and conditions