Project Partner Terms

We work as a team — but with clearly defined responsibilities so everyone knows where they stand.

We will…

• Manage, coordinate and market the overall Project
• Be the point of contact with other parties such as Funders, participants and other Project partners
• Submit Project progress reports and claims to Funders and other stakeholders
• Pay you according to these terms
• Keep you informed of Project progress
• Provide guidance and support

You will…

• Deliver the agreed activities within the scope of your Role on time and to a high standard
• Maintain accurate financial records of your Project spend
• Keep us up to date on your preparation for the Project and attend progress meetings
• Provide us with any content we need to promote your participation in the Project
• Tell us about any risks or issues that arise
• Comply with our Code of Conduct

Sticking to the plan

• You agree to perform your Role in line with the Offer Letter, these terms and our reasonable instructions. If you want to change anything — timelines, outputs, activities — please talk to us first. We are flexible, but changes need to be agreed in writing before you make them.
• We may need to make some changes to the Project to cater for practical considerations that arise, such as requests made by Funders or permit requirements. This could affect your Role (only in a minor way), but we will use our best endeavours to communicate and consult with you if this occurs.

Quality

• We ask you to carry out your Role to a professional, ethical standard consistent with best practice in your industry. Your work represents both of us, so we want it to shine – please do not do anything that could damage the reputation of yourself, ECOllaboration or our Funders.

Bringing in others

• If you want to subcontract any part of your Role to a third party, please get our written approval first. Even if we agree, you remain fully responsible for what any subcontractor does.

Your Fees

• The Offer Letter sets out the total Fees you can charge us for your Role.

Getting paid

• We’ll pay you the Fees in instalments as set out in your Offer Letter, once we’ve received your financial claim documents (e.g. itemised tax invoices, receipts for any costs and any Funder required documentation we’ve notified you of). We may withhold a payment if there are unresolved concerns about your Role delivery or financial management. Please note that our maximum liability to you under this Agreement is the total amount of the Fees.

Keeping records

• Please keep all financial records relating to the Project for at least seven years after the Project ends. You may be asked to share these with us, the Funder, or their auditors at any point during that period.

Good reporting keeps the Project on track and ensures you get paid on time. If we ask you for any information to help us prepare reports or progress the Project, please provide the information to us promptly and ensure it is accurate and complete.

Each of us will nominate a named project contact. Please let us know straight away if yours changes.

Any public communications about the Project — social media, press releases, publications, events, etc. — must acknowledge both the Funder’s support and our role as the lead organisation.

To make things easy for you, we will generally handle all creation of public communications and will provide you with a media pack for circulation.

However, if you want to create your own additional Project marketing content, you will need to run those materials past us before publishing. It doesn’t have to be a long process — we just want to make sure everyone is on the same page.

Each of us agree not to intentionally or negligently make public statements that could damage the other’s reputation.

Sharing materials used in the Project

• Each party retains any rights they hold in any Intellectual Property they create before or during the Project.
• You grant to us (and our sub-licensees, such as the Funder), an ongoing license to use your Intellectual Property as necessary to carry out, promote and evaluate the Project and you warrant that you have the right to grant this non-exclusive license.
• As part of the above license, you give us permission to use your logo, business name, photos and other Intellectual Property which you have provided to us, or which is publicly available (e.g. on your website or social media pages), to promote and create materials for the Project. We will endeavour to seek your feedback on materials that utilise this Intellectual Property prior to publication, and we ask that you respond in a timely manner so as not to hold up promotion of the Project.
• You may use any of our Intellectual Property that we provide to you for the purpose of promoting or carrying out your Role in the Project, solely for that purpose during the term of this Agreement (subject to the communication and branding requirements in these terms), unless we advise you otherwise. We warrant that we have the right to grant you this non-exclusive license.

Using the Project data

• We will own all Intellectual Property (such as data and outcomes) generated as a result of the Project. We are happy to provide you with a copy of any of this Intellectual Property related to your Role for you to use internally to evaluate the Project and associated feedback. Any public promotion of results will need to be run by us first.

Personal Information

• We need to ensure that any information about the Project is not used improperly (for example, we don’t want participant’s contact details to be sold off to telemarketers). Accordingly, you will need to ensure that if you handle any Personal Information in connection with the Project (such as names, phone numbers, emails and addresses), that you do so in accordance with all relevant privacy laws such as the Privacy Act 1988 (Cth), and in a manner that is consistent with our Privacy Policy (which governs how ECOllaboration handles Personal Information, including information we collect from you).

Confidential information

• In working together, we may exchange information about each other’s organisations that is not publicly known. We both agree to keep each other’s Confidential Information confidential at all times and not use or disclose that Confidential Information except as necessary to carry out the Project (in which case, the receiver must check whether disclosure is okay with the disclosing party first), as required by law or for the receiving party to defend its’ rights.

As an environmental charity we set a high bar for ourselves and our partners when it comes to conservation and sustainability. When delivering the Project, we ask you to minimise any negative environmental impacts of your activities and maximise the use of sustainably sourced materials where possible.

The safety and wellbeing of everyone involved in our Projects — especially children, young people, and vulnerable adults — is non-negotiable. You must ensure that you comply with all laws, regulations and codes of practice relevant to your Role, and hold all licenses, authorisations, insurances and permits necessary to carry out your Role in accordance with law and best industry practice. You also warrant to us that you and your personnel have sufficient skills, experience and qualifications to carry our your Role.

We will carry out our own risk management and safety analysis in relation to the Project and ask that you provide us, as soon as practicable after signing your Offer Letter, with any information relevant to your Role that should be factored into this assessment (such as health and safety considerations specific to the services you provide, if any). 

Unless we advise you in writing that you are covered by our own policy, throughout the Project, you will need to maintain appropriate insurance relevant to your Role, including at a minimum, public liability insurance of at least $20,000,000 million per claim and any other cover which we have notified you of in advance. We may ask to see proof of your insurance at any time.

How long these terms last

• These terms apply from when you accept your Offer Letter until you have completed your Role and all ancillary obligations under this Agreement (unless this Agreement ends earlier where provided for below).

If we end the Agreement early

• We may end this Agreement at any time by notice to you. This can be for any reason, however some circumstances might be that a Funder has withdrawn or key resources are no longer available.
• We will use our best endeavours to provide you with as much notice of termination as practicable prior to you undertaking any work on the Project, however if you’ve delivered work in good faith up to that point, we’ll pay you for it, provided we can recover those Fees from a Funder. Alternatively, we might offer you involvement in a different project.
• If we have paid you a deposit for the Fees in advance, this must be refunded to us in full immediately if this Agreement is terminated (less any amount we agree you can keep for work done to date above). We are unlikely to pay you anything though if we had to end the Agreement because of something you did (or didn’t do) – such as a breach of these terms.

If you end the Agreement early

• You may end this Agreement at any time by notice to us if, despite your best reasonable endeavours, circumstances have arisen that mean you can no longer perform your Role. If this happens, you must give us as much notice as possible of the termination and do your best to help us find a suitable replacement for your Role. As you can appreciate, a lot of advance planning goes into arranging a project. In a worst-case scenario, if your withdrawal causes us to suffer costs, loss or damage (e.g. we have to cancel or materially change the Project), we may require you to reimburse us for this.

If we suffer loss or damage because of something you’ve done (or failed to do) — including negligence or a breach of these terms — you agree to indemnify and reimburse us for that loss or damage.

Don’t worry —   if circumstances unrelated to you are the cause of the loss or damage, you won’t be liable. This could include if we have to cancel the Project because of something we or the Funder did (or failed to do) or events beyond either party’s control occur, including inclement weather, power failure, earthquake, cyclone, fire, lightning storm, war, pandemic, sabotage, malicious damage, strikes, terrorism or civil unrest, order of any government or government authority or change to legislation.

Making changes

• Except where this Agreement provides otherwise, any changes to these terms need to be agreed in writing by both parties.

We’re not partners in the legal sense

• You are engaged by us as an independent contractor to provide your Role in the Project.  Nothing in these terms creates a legal partnership, joint venture, employer and employee or agency relationship. Except where these terms provide otherwise, neither of us can act or incur liability on behalf of the other.
• You cannot assign your rights and obligations under this Agreement to another party.

Surviving clauses

• Clauses 7, 8, 13, 14 and 15 survive termination or expiry of this Agreement.

Governing law

• These terms are governed by the laws of Queensland, Australia and any disputes that reach court will be heard in the courts of that jurisdiction.

We’re always happy to talk things through. If anything here isn’t clear, please get in touch with your project contact at ECOllaboration before accepting your Offer Letter, and/or obtain independent advice. 

ECOllaboration Ltd

Project Partner Terms

Version 1.0

Last updated: 9 March 2026