Terms and Conditions

HASLEMERE FRINGE FESTIVAL

VOLUNTEER TERMS AND CONDITIONS

 

Event: Haslemere Fringe Festival 2026
Event Dates: 3rd-5th July 2026
Event Location: Lion Green, Haslemere, Surrey, GU27 1LD

 

1.VOLUNTEER COMMITMENT

 

1.1 By agreeing to volunteer at the Haslemere Fringe Festival ("the Festival"), you confirm your commitment to assist with festival operations during your assigned shifts and agree to be bound by these terms and conditions.

​

1.2 Volunteers are expected to arrive punctually for assigned shifts, follow instructions from Festival coordinators, and conduct themselves professionally at all times.

​

1.3 The Festival reserves the right to reassign volunteer duties as operationally required, and volunteers agree to be flexible in their assignments.

 

1.4 Volunteers under 18 years of age must be accompanied by and remain under the supervision of a parent, guardian, or responsible adult throughout their volunteer duties.  The accompanying adult must also agree to be bound by these terms and conditions and is responsible for ensuring the minor volunteer's compliance with all requirements. 

​

1.5 Volunteers confirm they have no unspent criminal convictions that would be incompatible with their volunteer role and agree to disclose any relevant criminal history when requested.

 

2. CODE OF CONDUCT

 

2.1 All volunteers must maintain the highest standards of conduct throughout the Event period and agree to:

​

2.2 Professional Standards:

• Treat all festival-goers, performers, staff, and fellow volunteers with courtesy and respect

• Present a welcoming and helpful attitude to all Event attendees

• Dress appropriately and maintain good personal hygiene

• Follow all reasonable instructions from Festival coordinators and staff

• Represent the Festival positively in all interactions

​

2.3  Prohibited Conduct: Volunteers must not engage in any of the following behaviours:

• Use of offensive, discriminatory, or inappropriate language

• Racist, sexist, homophobic, transphobic, or otherwise discriminatory conduct

• Harassment, intimidation, or bullying of any kind

• Theft or misappropriation of Festival property or attendee belongings

• Unauthorised photography or recording of performers, staff, or attendees

• Sharing confidential Festival information with unauthorised persons

 

2.4 Social Media and Public Communications:  Volunteers must not post negative comments about the Festival, staff, performers, or other volunteers on social media.  Volunteers must not share internal Festival communications or behind-the-scenes information.

 

3. ALCOHOL AND SUBSTANCE POLICY

 

3.1  Volunteers must not consume alcohol or illegal substances before or during their assigned volunteer shifts.

​

3.2  Volunteers must not attend their shifts while under the influence of alcohol, drugs, or any substance that may impair their judgment or ability to perform their duties safely.

​

3.3   Any volunteer found to be intoxicated or under the influence during their shift will be immediately dismissed from their volunteer duties and removed from the Event.

 

4. FREE TICKET ENTITLEMENT AND REVOCATION

 

4.1  In recognition of their contribution, volunteers will receive complimentary access to the Festival during non-shift periods ("Free Ticket Entitlement").

​

4.2  The Festival does not reimburse travel, food, or other personal expenses.

​

4.3  The Festival reserves the absolute right to immediately revoke a volunteer's Free Ticket Entitlement and require them to leave the Event premises if they:

• Breach any provision of this Code of Conduct

• Fail to attend assigned shifts without reasonable notice

• Engage in conduct that damages the Festival's reputation

• Pose a safety risk to themselves or others

• Fail to comply with venue rules or Festival policies

 

4.4  No refund or compensation will be provided for revoked Free Ticket Entitlements.

​

4.5  Volunteers are not employees or workers of the Festival and are not entitled to wages, benefits, or employment rights. This agreement does not create a contract of employment.

 

5. HEALTH AND SAFETY

 

5.1 Volunteers must comply with all health and safety requirements, venue rules, and emergency procedures.

​

5.2  Volunteers must immediately report any accidents, incidents, or safety concerns to Festival coordinators.

​

5.3  Volunteers acknowledge that festival volunteering involves inherent risks and participate at their own risk.

​

5.4  Volunteers must inform Festival coordinators of any medical conditions, allergies, or disabilities that may affect their ability to perform assigned duties safely.

​

5.5 Volunteers must report any safeguarding concerns or welfare issues (e.g. lost children, vulnerable individuals, or suspected abuse) to a designated safeguarding lead or Festival coordinator immediately. Volunteers must not attempt to resolve such situations alone.

​

5.6 Volunteers acknowledge that basic first aid may be available but the Festival does not provide medical services and volunteers participate at their own risk regarding medical emergencies.

 

6. DATA PROTECTION AND PRIVACY

 

6.1 The Festival collects, processes, and stores volunteer personal data in accordance with UK data protection legislation.

​

6.2  Personal data collected includes contact information, emergency contact details, availability, and any relevant skills or experience information.

​

6.3  This data is processed for the purposes of:

• Volunteer coordination and shift management

• Health and safety compliance

• Emergency contact purposes

• Festival evaluation and improvement

 

6.4 Full details of how the Festival handles personal data are set out in the Festival's Privacy Policy, available at [INSERT WEBSITE URL], which forms part of these terms.

 

6.5 By agreeing to volunteer, you consent to the processing of your personal data as described in the Privacy Policy.

 

7. CONFIDENTIALITY

 

7.1  Volunteers may have access to confidential information relating to the Festival's operations, performers, or attendees.

​

7.2  All such information must be kept strictly confidential and must not be shared with unauthorised persons or used for personal benefit.

​

7.3   This confidentiality obligation continues after the end of your volunteer period.

 

8. FESTIVAL PROPERTY

 

8.1 Volunteers may be provided with high-visibility jackets, lanyards, or other identification materials bearing the Festival logo, which remain the property of the Festival.

​

8.2 All Festival property must be returned at the end of the volunteer period unless otherwise agreed.

 

9. PHOTOGRAPHY AND RECORDING

 

9.1 Volunteers consent to being photographed or filmed during the Event for Festival promotional purposes.

​

9.2 Such images may be used in future Festival marketing materials, social media, and promotional campaigns.

​

9.3  No additional compensation will be paid for such use. 

 

10. TERMINATION

 

10.1 Either party may terminate the volunteer arrangement at any time with immediate effect

.

10.2  The Festival may terminate a volunteer's participation immediately for any breach of these terms or where necessary.

 

11. LIABILITY AND INSURANCE

 

11.1 The Festival maintains appropriate public liability insurance for the Event.

 

11.2 Volunteers participate at their own risk and are responsible for their own personal belongings and property.

 

11.3 The Festival is not liable for theft, loss, or damage to volunteers' personal property.

 

11.4 The Festival excludes liability for personal injury arising from volunteer's own negligence.

 

11.5 Volunteers accept all risks associated with outdoor events.

 

12. CANCELLATION OF EVENT

 

12.1 The Festival reserves the right to cancel, postpone, or modify the Event due to circumstances beyond our control, including adverse weather, government restrictions, or safety concerns.

 

12.2 No compensation will be payable for volunteer time invested or expenses incurred if the Event is cancelled.

 

13. GENERAL PROVISIONS

 

13.1 These terms are governed by English law and subject to the exclusive jurisdiction of the English courts.

​

13.2 Any modifications to these terms must be agreed in writing.

13.3          If any provision is deemed unenforceable, the remainder of these terms remain in full effect.