Table of Contents

Definitions
General
Terms and Conditions
Data Protection
Deposits (If Required)
Appeals
Working on and Access to Sites
Confidentiality Clause
Termination Clause
Festivols – Definitions of Misconduct (non-exhaustive)

Definitions

Unless stated otherwise, the following definitions apply to the terms used in the Terms and Conditions for Festivols.

The company responsible for recruiting and managing volunteers is “Festivols” and will be referred to as such in this document.

All unpaid volunteers recruited by Festivols will be referred to as “Volunteer”.

Festivals and Events that employ Festivols will be referred to as “The Organisers”.

All data will be processed online via the Festivols website, referred to as “Festivols.co.uk”.

All professional bodies such as Police, Security, Fire Officers, Environmental Health Officers, Volunteer Managers will be referred to as “Officials”.

All Volunteers must complete a unique application form for each festival they wish to attend, which will contain relevant personal information, referred to as “Application”.

General

Volunteers with inquiries regarding the Festivols Terms and Conditions should reach out to Festivols via email to hello@festivols.co.uk prior to submitting their applications and paying any required deposits.

By completing and submitting an application, volunteers agree to comply with the Festivols Terms and Conditions.

Applications are event-specific and cannot be transferred to other events.

Terms and Conditions

All volunteers must be 18 years or older on or before their first shift.

Volunteers are required to work the agreed hours between themselves and Festivols/organisers throughout the festival in exchange for free access to the festival and camping.

Volunteers will be obligated to complete a specified number of hours.

Volunteers must maintain health and safety awareness at all times while on duty.

Volunteers are responsible for providing their own camping equipment and arranging their own travel to and from the festival site.

Volunteers must fully cooperate with Festivols, organisers, and officials.

Due to insurance and health and safety considerations, individuals who need to keep their children or animals with them while working (with the exception of registered assistance dogs) cannot be accepted.

Volunteers must not consume or be under the influence of alcohol, drugs, or any other intoxicating substances while on duty.

Volunteers will receive training and/or supervision in the areas they are assigned to work in.

Volunteers will be provided with the appropriate personal protective equipment (PPE) for the area they are working in.

Upon arrival at the event site, all volunteers must sign in with the volunteer management by the event-specific sign-in time and date.

Data Protection

By submitting an application, volunteers consent to their details being stored in the Festivols database for up to 36 months or until removal is requested. Volunteers also agree that any photos, videos, or recordings may be used for promotional purposes.

Festivols will share collected data with the relevant festival and third parties working on their behalf. Data will not be shared outside these parties. To unsubscribe, email Festivols requesting data removal.

Volunteers’ personal details may be passed to the Police for a PNC check and/or DBS checks. Data is mainly stored on a Microsoft 365 Database within the EEA, with local copies held by the Festivols Management Team. Printed data like rotas will be used on-site but not retained.

Festivols uses GDPR-compliant services to process volunteer data securely: Zapier, Stripe Payments Europe Ltd., OneDrive, Dropbox, iCloud, ionos email.

Deposits (If Required)

A deposit payment may be required to volunteer as a steward with Festivols. Paying a deposit secures your volunteer position at an event. A Volunteer’s deposit will not be refunded if their behaviour or performance is deemed unsatisfactory. This includes, but is not limited to, the following examples:

• Not completing all shifts or duties allocated
• Missing onsite briefing/s
• Not signing in onsite
• Breaching the Festivols’ Terms & Conditions
• Acting in any manner constituting misconduct as defined in the Festivols – Definitions of Misconduct (see section 10 of the Terms & Conditions policy).
• Causing damage and/or misusing any piece of issued equipment while in your use/possession, e.g., radios, Hi-Vis clothing, torches, vehicles, etc.

If, after applying via Festivols and paying a deposit (where required), you are allocated a position and are unable to attend for any reason, you must cancel in writing by emailing hello@festivols.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 sent to Festivols.

Volunteer deposit payments will be processed via the Stripe payment service. Stripe holds all financial information securely, and no member of the Festivols team can see any sensitive financial information such as account number, card number, etc. The volunteering deposit will be £100 for 2025. 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 to pay your deposit and secure your place on the team. If you do not pay the volunteer deposit within the 7-day period, your place may be offered to another person.

There will be a non-returnable admin charge of £15 per deposit returned to cover the cost of card fees and administration.

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 30 days before the festival start date). Cancellations received within 7 days of the deposit payment will receive a full deposit refund (minus £15 admin fee). Cancellations received after 7 days of the initial deposit payment, and before 30 days of the festival will receive a full deposit refund (minus a £30 admin fee). If you fail to inform Festivols before the festival commences that you cannot attend you will forfeit your entire deposit amount. For late applications within 30 days of the advertised volunteer arrival date, the cooling-off period does not apply, and you will forfeit your entire deposit if you do not attend the event.

Deposit refunds: Once you have completed all shifts at your festival, 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.

Appeals

If a Volunteer’s performance is deemed unsatisfactory by Festivols or the Organisers, and a deposit is withheld, if applicable, there is a right to appeal. An appeal should be submitted in writing via email to Festivols within 14 days of the conclusion of the relevant festival.

Festivols’ management will evaluate the appeal and, if necessary, will do so in conjunction with the specific festival’s management, Site Security, and/or other relevant personnel.

Festivols reserves the sole right to determine what constitutes an appropriate reason for cancellation.

Working on and Access to Sites

Festivols Volunteers must camp within the specified crew area unless otherwise approved by Festivols Management.

Volunteers will receive a wristband and/or ID badge, which must be worn at all times during the festival. The ID Badge should be displayed only when on duty. Volunteers can access areas related to their roles and, when off duty, participate in public activities as per the event’s Terms and Conditions.

Confidentiality Clause

Volunteers are strictly prohibited from disclosing any confidential information, whether verbal or written, factual or implied, concerning any aspect of the festival, including information related to clients, customers, volunteers, officials, sub-contractors, and other associated parties.

Termination Clause

Any actions constituting misconduct as defined in the Festivols – Definitions of Misconduct (see Section 10) will result in the immediate removal of the involved Volunteers from the site, and they will no longer be eligible to participate as a Volunteer in any future festivals or events managed by Festivols.

Festivols also reserve the right to withhold a volunteer’s deposit in such cases.

Festivols – Definitions of Misconduct (non-exhaustive).

• Violating Festivols’ Terms, Policies, Procedures, or Instructions.
• Failing to complete tasks promptly and diligently without reason.
• Leaving a role without permission or adequate cause.
• Making or signing false statements.
• Altering or destroying documents without permission or due to negligence.
• Revealing confidential information without written authorisation.
• Speaking to media about artists or festival matters without approval.
• Accepting gratuities or failing to account for received property.
• Displaying incivility or misusing authority.
• Acting in a way that discredits Festivols, Volunteers, clients, or their customers.
• Reporting for duty under the influence of alcohol or restricted drugs.
• Consuming the above on shift.
• Notifying Festivols immediately upon:
• Conviction for criminal/motoring offenses.
• Charges affecting your work with Festivols.
• Receiving police cautions or legal summonses.
• Allowing unauthorised access to premises or event sites.
• Possessing items that could be used as weapons.
• Bringing unauthorised pets/animals on site.
• Failing to maintain appearance standards, wear ID badges, or use PPE.
• Lacking courtesy and proper conduct.
• Ignoring customer requirements when off duty.
• Aiding others in any misconduct.

By applying, you agree that unsatisfactory performance may lead to prohibition from future positions with Festivols. Festivols may share this information with The Festival Organisers.