Payment and Meeting Policy and Protocol
Purpose
Karabena Consulting is committed to valuing the time, expertise, and insights of every consultation attendee. This policy establishes the guidelines for payment, catering, and overall meeting logistics, ensuring transparency, fairness, and the well-being of our participants. While we might have larger gatherings, payment as per this policy is designed for a maximum of 20 individuals requiring compensation. For instance, in a meeting of 50 participants that includes employees, 15 general attendees, 2 business owners, and 3 elders, this policy will apply to the latter 20 individuals. This structure ensures that while we acknowledge larger collaborative efforts, we maintain financial responsibility and sustainability.
Policy principles
- Compensation: Attendees are compensated both to honour their contributions and as a token of appreciation for their time.
- Employment status: Typically, attendees not in regular employment are compensated. Those in full-time employment are usually compensated by their respective employers.
- Business expertise: Business owners' time is recognised at a tailored rate reflecting their expertise.
- Accountability: For cash or debit card payments, attendees must sign a receipt if the amount is under $120, ensuring transparency.
- Catering: In addition to financial compensation, attendees are provided with quality catering services as a part of their participation.
Meeting timings
| Full day meetings | Typically scheduled between 10 am and 3 pm. |
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| Half day meetings | Either between 10 am to 12 pm followed by lunch or after lunch from 1 pm to 3 pm. |
Catering
| Offerings | Morning tea provided upon arrival. Lunch is served either post morning or before the afternoon session. Afternoon tea served at departure. |
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| Packaging | Plastic containers are available for attendees to take home any extra food. |
| Dietary need | A variety of options are provided. Prior to the meeting, attendees are encouraged to share any dietary requirements to ensure their needs are met, otherwise this can not be guaranteed. |
Payment rates
Unless otherwise specified our payment rates for consultation attendees are as follows:
| Elders | Hourly rate: $80/hr to a maximum of $240 |
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| General attendees (those not in paid employment) | 2-hour consultation: $60/person Hourly rate: $30/hr Full day (up to 5 hours): $120 |
| Business owners | Hourly rate: $80/hr to a maximum of $240 |
Payment methods
Cash or debit card payments
- Prior notification of the number of attendees is essential to ensure the required cash or debit cards are available.
- Karabena Consulting has purchased debit cards that can be used in person anywhere EFTPOS is accepted. They are not restricted but must be registered online by the recipient 24 hours before use to ensure their security and activation. They have the Karabena logo on one side, and the value of the card on the other side.
- Attendees paid in cash or via debit card will be required to sign a receipt form at the meeting if the amount is less than $120.
Electronic payments
- Amounts over $120 will be paid directly to attendees' bank account.
- Payment details should be collected before the meeting to ensure prompt payment after the consultation.
Procedures
| Pre-meeting | Obtain an estimated count of attendees for cash payment preparation. Collect bank account details for those expecting electronic payments. Ensure there are enough receipt forms for those being paid in cash. |
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| During meeting | Hand out receipt forms for those being paid in cash. Ensure they are duly filled and collected before the end of the meeting. |
| Post-meeting | Process electronic payments within two business days after the consultation. File and store the signed receipt forms securely for accounting and transparency purposes. |
Review and updates
This policy will be reviewed annually to ensure the payment rates and methods align with the company's values, financial status, and market standards.
Karabena Consulting remains steadfast in its commitment to ensuring respect, recognition, and suitable compensation for all contributors. This policy signifies our dedication to those who generously share their time and expertise with us.