Cultural Consultation Booking Request Form

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.

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. 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

*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. 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 also allow free, non-exclusive use of words in the App for small scale naming e.g. A classroom naming but please email us on bookings@wadawurrung.org.au with language request in the subject line to request use and wait for email confirmation.

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.