Terms of engagement policy document
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 herein after be referred to as “Volunteer”.
c) Festivals and Events that employ
Wicked Events shall hereinafter be referred to as “The Organisers”.
d) All data will be processed online
via the Wicked Events Stewarding website 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”.
f) All Volunteers must complete a
unique profile each year which will contain personal information. Which shall
herein after be referred to as “Profile”.
g) All Volunteers must complete a
unique application form for each festival they wish to attend which will
contain relevant personal information. Which shall herein after be referred to
as “Application”.
2. GENERAL
a) If Volunteers have any queries
regarding the Wicked Events Terms and Conditions, they are 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 a set number of hours in accordance with shift definitions outlined in
each individual festival application form.
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 with them whilst working (except assistance dogs).
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 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 a Profile
Volunteer Stewards agree that all details provided will be held on Wicked
Events’ database for a maximum of 36 months from the date of submitting their Profile
form, 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 are compliant with GDPR regulations and store this data securely. Wufoo,
Stripe Payments Europe Ltd., Campaign Monitor, OneDrive, Dropbox, icloud, ionos
email.
5. DEPOSITS (IF REQUIRED)
a ) A deposit payment may be required to volunteer as a steward with Wicked Events.
a) Paying a deposit secures your volunteering position at an event.
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 all shifts 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 of the terms of engagement policy).
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 in writing by emailing accounts@wickedevents.co.uk. deposits for cancellations made within 4 weeks of the festival start date will only be returned if an original valid medical letter is also posted to Wicked Events.
e) Volunteer deposit payments will be processed via the Stripe payment service. Stripe holds all financial information securely and no member of the Wicked Events Team is able to see any sensitive financial information such as account number, card number etc.
f) The volunteering deposit will be £200 for 2024 with a reduced deposit option of £75 payable if you have volunteered and completed shifts with Wicked Events within the last 2 years.
g) A deposit payment is not required until you have been offered a place on the team. Once you have been offered a place, you will have 7 days in which to pay your deposit and secure your place on the team.
h) If you do not pay the volunteering deposit within the 7 day period, your place will be offered to another person.
i) If you are volunteering at multiple festivals, your deposit will be held until you have completed shifts on your last event of the year.
j) There will be a nonreturnable admin charge of £7.50 per person per year.
k) Cancellation: Should you no longer be able to attend a festival you should let us know as soon as possible. All applicants will be allowed a 7 day cooling off period (unless you apply within the 7 days prior to the festival start date).
Cancellations received within 7 days of the deposit payment, will receive a full deposit refund (minus admin fee).
Cancellations received between 7 days of the initial deposit payment and up to 30 days before the advertised festival start date will receive a refund of the deposit amount paid minus admin fee and £30 cancellation fee.
Cancellations made within 30 days of the advertised festival start date or failure to inform Wicked Events, before the festival commences, that you cannot attend will forfeit your entire deposit amount.
l) For late applications within 7 days of the advertised festival start date, the cooling off period does not apply and you will forfeit your entire deposit if you do not attend the event.
m) If using a deposit payment to secure multiple festival volunteering places and cancellation occurs. Wicked Events reserve the right to cancel any future volunteering placements and/or request a further deposit payment be made in reflection to any cancellation fees already having been subtracted.
n) Deposit refunds: Once you have completed all shifts on your final festival of the season, your deposit refund will be processed. The transaction will appear back in the account it was initially paid from within 10-14 working days of the refund being processed.
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) 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 X, Instagram,
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) Possession of 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 25/10/2023
Reviewed by: Susan J Torres
Position: Director (Wicked Events)
Next Review due 25/10/2024
© 2023 Wicked Events. All rights reserved.