August 2026 - All staff - PAC Australia

Re: Advice Needed: External AI Note-Taking Request

by Lynda de Koning

Thanks Cecile, Important to note it's two things raised here: 1 - RECORDING of meeting 2 - AI note taking during meeting The draft AI policy and do's/don'ts only references PACA's use thus it's not an appropriate resource atm. AI note taking - other staff correct me if I'm wrong, but believe that while we don't encourage it we haven't formally said no. Recording - my general thought is that we can't give recording permission on behalf of others, thus that could only be provided if a - you get permission from everyone prior meeting, or its asked at the top of the meeting (potentially harder for ppl to say no in that context). @Katherine Connor<mailto:katherine@paca.org.au> appreciate your advice on this (and AI third party use during PACA activity potentially something to be considered in our AI work? Discuss later!) Thanks, L Lynda de Koning (she/her) General Manager | PAC Australia | +61 (0) 438 860 020 | paca.org.au<https://paca.org.au/> Peramangk / South Australia GMT +9.5 [Image]<https://www.facebook.com/pacaustralia> [Image] <https://www.linkedin.com/company/performing-arts-connections-australia/?ori…> [Image] <https://www.instagram.com/pacaustralia/> [Image] <https://paca.org.au/resources/touringcharter/> [Image] <https://paca.org.au/membership/join-pac-australia/> [Image] <https://paca.us15.list-manage.com/subscribe?u=17268242394b2278ede3a3716&id=…> ________________________________ From: Cecile Lucas via All staff - PAC Australia <allstaff(a)ask.paca.org.au> Sent: Wednesday, 19 August 2026 16:31 To: Nate Newell via All staff - PAC Australia <allstaff(a)ask.paca.org.au> Subject: [PAC Team] Advice Needed: External AI Note-Taking Request Hi team, I've received a request from Fathom ahead of tomorrow's street dance panel speaker briefing meeting asking whether they can record the session for note-taking purposes. My initial concern is that there will be several participants involved in the meeting, so I don't think it's something I can approve on behalf of everyone without checking first. It also appears that the request may have only come through to me as the meeting organiser, rather than to all attendees. Has anyone come across a request like this before? Do we have any guidance under PAC Australia's AI Policy regarding third-party meeting recording and transcription tools? I know we don't currently use these tools for our internal meetings, so my assumption is that the answer would be no. However, I suspect we'll start receiving more of these types of requests as AI note-taking tools become increasingly common, so it would be useful to understand our position. Keen to hear your thoughts. Thanks, Cecile Cecile Lucas (she/her) Programming Producer | PAC Australia | (+61) 416 865 526 | paca.org.au<https://paca.org.au/> Boorloo / Perth GMT+8 [PAC Australia New Email Sig.gif] I gratefully acknowledge the Whadjuk people of the Noongar nation, on whose lands I live and work, and pay my respects to Elders past and present. If this email arrives in your inbox out of hours, I don’t expect you to read, action or reply to it outside of your working hours.

Aug. 19, 2026

Advice Needed: External AI Note-Taking Request

by Cecile Lucas

Hi team, I've received a request from Fathom ahead of tomorrow's street dance panel speaker briefing meeting asking whether they can record the session for note-taking purposes. My initial concern is that there will be several participants involved in the meeting, so I don't think it's something I can approve on behalf of everyone without checking first. It also appears that the request may have only come through to me as the meeting organiser, rather than to all attendees. Has anyone come across a request like this before? Do we have any guidance under PAC Australia's AI Policy regarding third-party meeting recording and transcription tools? I know we don't currently use these tools for our internal meetings, so my assumption is that the answer would be no. However, I suspect we'll start receiving more of these types of requests as AI note-taking tools become increasingly common, so it would be useful to understand our position. Keen to hear your thoughts. Thanks, Cecile Cecile Lucas (she/her) Programming Producer | PAC Australia | (+61) 416 865 526 | paca.org.au<https://paca.org.au/> Boorloo / Perth GMT+8 [PAC Australia New Email Sig.gif] I gratefully acknowledge the Whadjuk people of the Noongar nation, on whose lands I live and work, and pay my respects to Elders past and present. If this email arrives in your inbox out of hours, I don’t expect you to read, action or reply to it outside of your working hours.

Aug. 19, 2026

Australian Story

by Katherine Connor

Just passing this on in case you are interested and hadn't seen it. The Australian Story on the ABC on Monday was a lovely, lovely episode about the Hervey-Cobhams, with some beautiful footage captured of Roz Hervey in the months before her passing, and some beautiful stories from our friend Geoff Cobham. https://iview.abc.net.au/video/NC2602Q025S00 I watched it last night, and it was just beautiful. Cheers, K Katherine Connor (she/her) Executive Director | PAC Australia | +61 (0) 419 428 412 | paca.org.au<http://www.paca.org.au/> [cid:image001.gif@01DD2FC0.0FD2C340]<https://apax.org.au/> [A red circle with a white letter f in it Description automatically generated]<https://www.facebook.com/pacaustralia> [signature_2482306534] <https://www.linkedin.com/company/performing-arts-connections-australia> [signature_1587814422] <https://apaca.us15.list-manage.com/subscribe?u=17268242394b2278ede3a3716&id…> [signature_883882369] <https://paca.org.au/members/login.php> [signature_249193979] <https://paca.org.au/resources/touringcharter/> I acknowledge the Whadjuk people of the Noongar nation, on whose land I live and work, and pay respects to their Elders past and present. If this email arrives in your inbox out of hours, I don't expect you to read, action or reply to it outside of your working hours.

Aug. 19, 2026

Swapcard FAQs for all

by Nate Newell

Hi team The ‘welcome to Swapcard’ emails are going out to all registered APAX delegates tomorrow approx. 1pm AEST. And so openeth the floodgates. Below some common qs for ref if (when) people ask you. Our efforts in triaging these queries so admin isn’t inundated is appreciated. But do feel free to bump it to me and Sam if it’s a thorny one. Swapcard FAQs are also on the APAX webpage you can redirect people to: https://apax.org.au/about/faqs/ * I didn’t get the email? * Check your spam/junk. * Are you checking the correct email address? It’s going to whichever email address you used to register for APAX. * I got the email but where’s my magic link? * The green button at the bottom: [Screenshot 2026-08-17 at 11.20.06.png] * I don’t know my Swapcard log in details * You don’t need to, it’s called a magic link for a reason. Click on it and you’re in your account. Save the email for next time and reuse it to your heart’s content. * I need to change the email address associated with my Swapcard account * We cannot do this for you. In Swapcard, go into your account settings and add an email address to your account. Respond to the verification email it’ll send you and you’re done. [Screenshot 2026-08-17 at 11.27.14.png] * I had a Swapcard account for APAX last year and now all my message history etc is gone. * Your Swapcard account is linked to your email address. If you’re registered to APAX26 with an email address different to your APAX25 email, the system will have created you a new account. * A session I wanted to register for is already full **crying emoji** Is there a waitlist? * Some sessions have very small capacities to keep things productive and intimate, and fill up quick. Keep an eye on anything you missed out on as spaces sometimes open up as people finalise their personal schedules closer to the event. Thanks all, onwards Nate Nate Newell (he/him) Operations Manager | PAC Australia | (08) 9221 8992 | paca.org.au<https://paca.org.au/> Boorloo / Perth GMT+8 [Image]<https://apax.org.au/> I gratefully acknowledge the Whadjuk people of the Noongar nation, on whose lands I live and work, and pay my respects to Elders past and present. I’m sending this email at a time convenient to me. I don’t expect you to read, action or reply to it outside of your working hours.

Aug. 17, 2026

APAX Team Meeting 13.08.2026

by Samantha Hortin

Hey team, Fantastic meeting today and lot's covered! Here are some minutes: [cid:bb014ac1-db43-464a-b46d-88067e5eeb6d]APAX Meeting Minutes – 13 August 2026.docx<https://apacaperth.sharepoint.com/:w:/s/APAX/IQARQ6BVfU9ASYiFUCVtfXOHASYYkB…> Feel free to edit as needed. Kind regards, Samantha Hortin (she/her) Administration Coordinator | PAC Australia | (08) 9221 8992 | paca.org.au<https://paca.org.au/> Boorloo / Perth GMT+8 [X] [X] I gratefully acknowledge the Whadjuk people of the Noongar nation, on whose lands I live and work, and pay my respects to Elders past and present. If this email arrives in your inbox out of hours, I don’t expect you to read, action or reply to it outside of your working hours.

Aug. 13, 2026

Procedure - Accounts payable, receivable, debit card and reimbursements

by Lynda de Koning

Hi everyone, Following on from today's teams discussion about accuracy when saving financial documents, I've written the general financial info in a procedure visible to all in CORE / Staff - Policies, Procedures / Financial. It covers: * Filename convention * Where and when to save docs * Filename convention * Accounts payable (bills) * Accounts receivable - how to have an invoice raised * Debit card receipt filing - within 7 days please!!! * Staff reimbursements [https://res.public.onecdn.static.microsoft/assets/fluentui-resources/1.1.0/app-min/assets/item-types/24_1.5x/docx.png]Procedure - Accounts Payable, Receivable, Debit Card and Reimbursements.docx<https://apacaperth.sharepoint.com/:w:/s/PACAustraliaCore/IQByFpwT3XHaQrlV7d…> Using the system Katherine!!!! 🙂 Cheers, L Lynda de Koning (she/her) General Manager | PAC Australia | +61 (0) 438 860 020 | paca.org.au<https://paca.org.au/> Peramangk / South Australia GMT +9.5 [X] I gratefully acknowledge the Peramangk people, on whose lands I live and work, and recognise their continuing connection to Country. I pay my respects to Aboriginal and Torres Strait Islander cultures, and to Elders past and present. Always was, always will be. If this email arrives in your inbox out of hours, I don’t expect you to read, action or reply to it outside of your working hours.

Aug. 12, 2026

Team Meeting Minutes 12.08.2026

by Samantha Hortin

Hey team, Notes from today's meeting: [https://res.public.onecdn.static.microsoft/assets/fluentui-resources/1.1.0/app-min/assets/item-types/24/folder.png]PAC Australia Core Notebook<https://apacaperth.sharepoint.com/:o:/s/PACAustraliaCore/IgB8tjSxyg-WRY4oyb…> Kind regards, Samantha Hortin (she/her) Administration Coordinator | PAC Australia | (08) 9221 8992 | paca.org.au<https://paca.org.au/> Boorloo / Perth GMT+8 [X] [X] I gratefully acknowledge the Whadjuk people of the Noongar nation, on whose lands I live and work, and pay my respects to Elders past and present. If this email arrives in your inbox out of hours, I don’t expect you to read, action or reply to it outside of your working hours.

Aug. 12, 2026

APAM Team Meeting 11.08.2026

by Samantha Hortin

Hey everyone, Please see minutes from today's meeting here: [https://res.public.onecdn.static.microsoft/assets/fluentui-resources/1.1.0/app-min/assets/item-types/24/docx.png]APAM Meeting Minutes 11 August 26.docx<https://apacaperth.sharepoint.com/:w:/s/APAM/IQBEzj5xDPK4RJfw49EtU_QKAV5kwJ…> Kind regards, Samantha Hortin (she/her) Administration Coordinator | PAC Australia | (08) 9221 8992 | paca.org.au<https://paca.org.au/> Boorloo / Perth GMT+8 [X] [X] I gratefully acknowledge the Whadjuk people of the Noongar nation, on whose lands I live and work, and pay my respects to Elders past and present. If this email arrives in your inbox out of hours, I don’t expect you to read, action or reply to it outside of your working hours.

Aug. 11, 2026

Re: APAX26 reg - new process and links

by Edwina Guinness

Dear All, Thanks, Nate, for the fast action on this yesterday and for this email with all the detail. A quick note that most of the ’still to register’ people are listed in the promo-code spreadsheet as they are speakers and sponsors/partners etc… these people can be given the link to register without going through a waitlist process. Kath Lynda asked me to include Drew Dymond in this list so we have n=one for him also if required. Sam (and anyone else who is interested) the waitlist process including email copy to use is saved in the new policies and procedures folder under IT and Systems here: [https://res-2.df.onecdn.static.microsoft/files/fabric-cdn-prod_20251010.003…] Launchpad & Swapcard - Ticketing Procedure and How To.docx<https://apacaperth.sharepoint.com/:w:/s/PACAustraliaCore/IQDNI3Aq42CnRIeyLu…> Kind regards, Eddie Edwina Guinness (she/her) Events Producer | PAC Australia | +61 (0) 422 150 415 | paca.org.au<http://www.paca.org.au/> Based in Naarm/Melbourne, GMT +10 [cid:image001.png@01DBE13C.29A2BCE0]<https://www.facebook.com/pacaustralia> [cid:image002.png@01DBE13C.29A2BCE0] <https://www.linkedin.com/company/performing-arts-connections-australia/?ori…> [cid:image003.png@01DBE13C.29A2BCE0] <https://www.instagram.com/pacaustralia/> [cid:image004.png@01DBE13C.29A2BCE0] <https://paca.org.au/resources/touringcharter/> [cid:image005.png@01DBE13C.29A2BCE0] <https://paca.org.au/membership/join-pac-australia/> [cid:image006.png@01DBE13C.29A2BCE0] <https://paca.us15.list-manage.com/subscribe?u=17268242394b2278ede3a3716&id=…> From: Nate Newell via All staff - PAC Australia <allstaff(a)ask.paca.org.au> Date: Monday, 10 August 2026 at 8:16 pm To: allstaff(a)ask.paca.org.au <allstaff(a)ask.paca.org.au> Subject: [PAC Team] APAX26 reg - new process and links Hi all A recap on where APAX reg is at given recent changes: Process * if Eddie’s already got their name so they’re counted in our numbers—send them the relevant link from the batch below. * new requests to register Conference Only - do it via the reg form per normal: https://na.launchpad.swapcard.com/apax2026/registrations * new requests to register for Full Event or Arts Market Only: * email Kath + Virg (cc Eddie) for approval - subject line LATE REGO for ease * note name in the 'late regos’ spreadsheet in the master * once approved, send them the backdoor link below * if not approved, send them the Formstack waitlist link below * new requests to register for other ticket types: * likely a flat “sorry unavailable” but i know there’s exceptions to every rule - email Kath + Virg (cc Eddie) for approval and go from there. It helps to keep these requests out of the Teams chats where we can for a cleaner paper trail, but I know we’re all sick of emails. Links etc * Soon this ‘backdoor’ link will enable people to register for only Full Event and Arts Market Only tix: https://na.launchpad.swapcard.com/apax2026/registrations/Waitlist * Copy used on reg system home page: Please note all tickets except for Conference Only (Thurs-Fri) are sold out. Continue using this form to register for a Conference Only ticket. If you are wanting a different ticket type, join our waitlist here [hyperlink to https://apaca.formstack.com/forms/waitlistapax2026] and we will be in touch if/when a place is available. * Eddie/whoever, you can clock these waitlist submissions and direct Sam to reach out to people with the backdoor link as needed. * TBC but we are probably on track to close event registration early. once Eddie gives the signal, the Formstack waitlist link for all ticket types will be: https://apaca.formstack.com/forms/waitlistapax2026 Thanks team, onwards Nate Nate Newell (he/him) Operations Manager | PAC Australia | (08) 9221 8992 | paca.org.au<https://paca.org.au/> Boorloo / Perth GMT+8 [Image]<https://apax.org.au/> I gratefully acknowledge the Whadjuk people of the Noongar nation, on whose lands I live and work, and pay my respects to Elders past and present. I’m sending this email at a time convenient to me. I don’t expect you to read, action or reply to it outside of your working hours.

Aug. 11, 2026

APAX26 reg - new process and links

by Nate Newell

Hi all A recap on where APAX reg is at given recent changes: Process * if Eddie’s already got their name so they’re counted in our numbers—send them the relevant link from the batch below. * new requests to register Conference Only - do it via the reg form per normal: https://na.launchpad.swapcard.com/apax2026/registrations * new requests to register for Full Event or Arts Market Only: * email Kath + Virg (cc Eddie) for approval - subject line LATE REGO for ease * note name in the 'late regos’ spreadsheet in the master * once approved, send them the backdoor link below * if not approved, send them the Formstack waitlist link below * new requests to register for other ticket types: * likely a flat “sorry unavailable” but i know there’s exceptions to every rule - email Kath + Virg (cc Eddie) for approval and go from there. It helps to keep these requests out of the Teams chats where we can for a cleaner paper trail, but I know we’re all sick of emails. Links etc * Soon this ‘backdoor’ link will enable people to register for only Full Event and Arts Market Only tix: https://na.launchpad.swapcard.com/apax2026/registrations/Waitlist * Copy used on reg system home page: Please note all tickets except for Conference Only (Thurs-Fri) are sold out. Continue using this form to register for a Conference Only ticket. If you are wanting a different ticket type, join our waitlist here [hyperlink to https://apaca.formstack.com/forms/waitlistapax2026] and we will be in touch if/when a place is available. * Eddie/whoever, you can clock these waitlist submissions and direct Sam to reach out to people with the backdoor link as needed. * TBC but we are probably on track to close event registration early. once Eddie gives the signal, the Formstack waitlist link for all ticket types will be: https://apaca.formstack.com/forms/waitlistapax2026 Thanks team, onwards Nate Nate Newell (he/him) Operations Manager | PAC Australia | (08) 9221 8992 | paca.org.au<https://paca.org.au/> Boorloo / Perth GMT+8 [Image]<https://apax.org.au/> I gratefully acknowledge the Whadjuk people of the Noongar nation, on whose lands I live and work, and pay my respects to Elders past and present. I’m sending this email at a time convenient to me. I don’t expect you to read, action or reply to it outside of your working hours.

Aug. 10, 2026