Unpaid Volunteers - Terms of Engagement for Wicked Events

1. DEFINITIONS

2. GENERAL

3. TERMS AND CONDITIONS

4. DATA PROTECTION

5. DEPOSITS (IF REQUIRED)

6. APPEALS

7. WORKING ON AND ACCESS TO SITES

8. CONFIDENTIALITY CLAUSE

9. TERMINATION CLAUSE

10. WICKED EVENTS – DEFINITIONS OF MISCONDUCT

 

 

1. DEFINITIONS

Unless expressly stated otherwise the following definitions shall apply to the terms used in Unpaid Volunteers - Terms of Engagement for Wicked Events.

a) The company responsible for the recruitment and management of Volunteers is “Wicked Events” and shall be referred to as such within this document.

b) All unpaid volunteers recruited by Wicked Events shall hereinafter be referred to as “Volunteer”.

c) Festivals and Events that employ Wicked Events shall hereinafter be referred to as “The Organisers”.

d) All applications will be processed online via the Wicked Events Stewarding Software hereinafter referred to as “Wicked Stewarding”.

e) All professional bodies such as, but not limited to, Police, Security, Fire Officers, Environmental Health Officers, Volunteer Managers shall hereinafter be referred to as “Officials”.

 

2. GENERAL

a) If Volunteers have any queries regarding the Wicked Events Terms and Conditions s/he is advised to contact Wicked Events by email before submitting their application and paying their deposit (if required).

b) By completing and submitting an application Volunteers agree to abide by the Wicked Events Volunteer Stewarding Terms and Conditions.

c) Applications are specific to each event and cannot be transferred between events.

 

3. TERMS AND CONDITIONS

a) Volunteers must be aged 18 years or older on or before their first shift at the designated event.

b) Volunteers must be prepared to work the hours agreed between themselves and Wicked Events/organisers over the duration of the festival in exchange for free access to the festival and camping.

c) Volunteers will be required to work one shift for each day they are on site.

d) Volunteers will be expected to be vigilant and health & safety conscious at all times whilst on duty.

e) Volunteers will be responsible for bringing their own camping equipment and making their own travel arrangements to and from the festival site.

f) Volunteers must co-operate fully with Wicked Events, Organisers and Officials.

g) Due to insurance and Health and Safety considerations, we are unable to accept anyone needing to keep their children or animals (except assistance dogs) with them whilst working.

h) Volunteers must not be under the influence of alcohol, drugs and/or any other intoxicating substance on duty.

i) Volunteers will be trained and/or supervised in the areas they are asked to work in.

j) Volunteers will be given the appropriate PPE (Personal Protective Equipment) in accordance with new CDM Regulations that came into effect 06/04/2015, for the area they are working in e.g. fluorescent Hi Viz Vest, ear protection, torches, radios etc.

k) At arrival on site of event/s applied for (and only those applied for) all Volunteers must sign in at the Volunteers’ Office by the event specific sign in time and date, as specified by correspondence via email between Wicked Events and the Volunteer.

 

4. DATA PROTECTION

a) By completing and submitting an application, Volunteer Stewards agree that their e-mail address and relevant personal details will be held on Wicked Events’ database for a maximum of 24 months from the date of submitting their application, or until the Volunteer Steward requests removal of their data.

b) By completing and submitting an application, Volunteer Stewards agree that any photographs, video and/or sound recordings taken of them may be used by Wicked Events and the festival they are working at, for any promotional purposes.

c) Data collected by Wicked Events will be shared with the festival the volunteer has applied for and other third parties who are working on behalf of, or directly with, Wicked Events.  Data will not be passed on to any other outside parties.

d) To unsubscribe from Wicked Events’ database, Volunteer Stewards should e-mail Wicked Events requesting to be removed from the database.

e) By completing and submitting an application, Volunteer Stewards agree that their personal details may be passed to the Police to allow a Police National Computer (PNC) check and/or the Disclosure and Barring Service to allow either a standard DBS or enhanced DBS with barred lists check to be performed.

f) All data held by Wicked Events is primarily stored on a Microsoft Azure Database, which is hosted within the EEA (European Economic Area).  Local copies of this data may also be held on data storage devices owned by the Wicked Events Management Team.  Specific printed variants of this data, such as rotas, shifts etc., will be produced and used on site at the festival; these will not be retained.

g) Wicked Events also use the following third-party services in order to process the Volunteer data. All of which a complaint with the new GDPR regulations and store this data securely. Wufoo, Stripe Payments Europe Ltd., Mailchimp, OneDrive, Dropbox, 1and1 email

 

5. DEPOSITS (IF REQUIRED)

a) Paying a deposit does not guarantee Volunteers a position at an event. Applications are assessed and positions allocated after a deposit has been paid.

b) A Volunteers deposit will not be refunded if the Volunteers behaviour or performance is deemed unsatisfactory. This includes, but is not limited to, the following examples:

1. Not completing any shift or duties allocated

2. Missing onsite briefing/s

3. Not signing in onsite

4. Breaching the Wicked Events’ Terms & Conditions

5. Acting in any manner constituting misconduct as defined in the Wicked Events - Definitions of Misconduct (see Section 10).

6. Causing damage and/or misusing any piece of issued equipment whilst in your use/possession e.g. radios, Hi-Vis clothing, torches, vehicles etc.

c) Wicked Events reserves the express right to use one and/or a combination of the examples listed in 5b together with other relevant third parties to determine whether a deposit will be returned for unsatisfactory performance.

d) If, following application via Wicked Stewarding and after paying a deposit (where required) you are allocated a position and you are unable to attend for any reason, you must cancel both in writing by email and by cancelling the position via the cancel function within your Wicked Stewarding account. Deposits for cancellations made within 4 weeks of the date of the first allocated shift will only be returned if an original valid medical letter is also posted to Wicked Events.

 

6. APPEALS

a) In the event of the performance of a Volunteer being deemed to be unsatisfactory by Wicked Events and a deposit being withheld, if applicable, there is a right to appeal. Any appeal should be made in writing via email to Wicked Events within 14 days of the end of the relevant festival.

b) Wicked Events’ management will assess the appeal and if deemed necessary, do so in conjunction with the specific festival/s management, Site Security and/or other relevant personnel.

c) Wicked Events reserves the sole right to determine what an appropriate reason for cancellation is.

d) Wicked Events takes no responsibility for any delay in returning deposits caused by postal services and/or an incorrect address in Wicked Stewarding database. Volunteers are responsible for providing a valid postal address, telephone number and email address and-Volunteer must promptly notify Wicked Events of any changes to their postal address, telephone number and email address.

e) All Volunteers must be prepared to undergo a Police National Computers (PNC) check and/or a Disclosure and Barring Service (DBS) check. This is to safeguard all Volunteer, Organisers, Officials and Wicked Events.

f) Volunteers who have not successfully gained a position due to failing a PNC and/or DBS check or being oversubscribed will receive their deposit except in the circumstances explained above.

 

7. WORKING ON AND ACCESS TO SITES

a) All Wicked Events Volunteers must camp within the crew area specified (if applicable) in accordance with each particular festival’s instructions, unless written agreement has been given by the Event Manager prior to the event.

b) All Wicked Events’ Volunteers will be issued with an appropriate wristband and/or ID badge. By completing and submitting an application they are agreeing that they will wear and display, whether on request or not, their wristband and/or ID badge at all times during the festival and their ID Badge when on duty only. They will be able to access those areas relevant to the position and responsibilities allocated. When not on duty they will only be able to access and participate in the event's public activities under the Terms and Conditions of the Licence.

 

8. CONFIDENTIALITY CLAUSE

Under no circumstances shall any Volunteers divulge confidential information, either verbal or written, whether factual or implied, regarding any aspect of the festival, whether it be in regard to clients, customers, Volunteers, officials, sub-contractors etc

 

9. TERMINATION CLAUSE

a) Any actions constituting misconduct as defined in the Wicked Events - Definitions of Misconduct (see Section 10) will result in the immediate ejection of Volunteers involved from site and they will cease to be accepted as a Volunteer in any future festivals or events that Wicked Events are employed to manage.

b) Wicked Events also reserves the right to withhold a Volunteers deposit as a result of the above.

 

10. WICKED EVENTS – DEFINITIONS OF MISCONDUCT

(1) Failure to comply with Wicked Events’ Terms and Conditions; Policies and Procedures; Instructions; and instructions of Wicked Events’ clients.

(2) Neglecting to complete a required task/s promptly and diligently, without sufficient cause.

(3) Leaving a position without permission and/or without sufficient cause.

(4) Making or signing any false statements, of any description.

(5) Destroying, removing, altering or erasing documents, records or electronic data without permission or through negligence.

(6) Divulging matters confidential to Wicked Events and/or its clients, either past or present, without written authorisation or permission. Neither shall any Volunteer make statements to the press/media or any other form of media, including social media such as Twitter, Facebook etc. regarding artists and/or any part of the festival.

(7) Soliciting or receiving of gratuities or other consideration from any person, or failure to account for keys, money or property received in connection with the business of Wicked Events or Wicked Events clients.

(8) Incivility to persons encountered in the course of duties or misuse of authority in connection with the business of Wicked Events or Wicked Events’ clients.

(9) Conduct in a manner likely to bring discredit to Wicked Events, a fellow Volunteer, Wicked Events’ clients, or Wicked Events’ client's customers.

(10) Reporting for duty under the influence of alcohol or restricted drugs, or use of these whilst on duty.

(11) Failure to notify Wicked Events immediately of any:

a) Conviction for a criminal and/or motoring offence

b) A charge for any offence that may affect your work with Wicked Events

c) Police caution or legal summons that may affect your work with Wicked Events

(12) Permitting unauthorised access to premises, event site or place of work.

(13) Carrying of photographic, video graphic, audio recording device or any item that could be used as an offensive weapon.

(14) Bringing pets or other animals on site, unless specifically authorised in writing prior to the festival by Wicked Events.

(15) Not maintaining appropriate standards of appearance, not wearing identification passes/ID badges when on duty, not using PPE (Personal Protective Equipment) where appropriate e.g. high-visibility jackets/vests, or ear plugs (which are to be worn in accordance with the manufacturer’s instructions).

(16) Not maintaining high levels of courtesy and deportment.

(17) Failing to comply when off duty with any of the requirements that would apply to a customer who has purchased a ticket.

(18) Aiding and abetting of others in any of the above activities.

 

By completing and submitting an application you are agreeing that if your performance is deemed less than satisfactory by Wicked Events, you will be prohibited from taking up any further position with Wicked Events. Wicked Events reserves the rights to share this information with its customer(s) – i.e. the Festival Organiser(s).

 

 

Reviewed and effective as of 29/11/2018

Reviewed by: Susan J Torres

Position: Director (Wicked Events)

Next Review due 28/11/2019

550