Event Staff Terms & Conditions
Please read the following important terms and conditions before you offer to work at one of our events and check that they contain everything which you want and nothing that you are not willing to agree to.
If after reading these terms and conditions you don’t understand any part of them and want to talk to us about it, please contact us by:
- Email (emails are usually responded to within 24 hours); or
- telephone +44 1539 760173 (the office is usually open Monday to Friday: 9 am to 5 pm). We may record calls for quality and training purposes.
1.1 “Organiser” means Ourea Limited (trading as Ourea Events) whose registered office is Bleaze Farm Units, Old Hutton, Kendal, LA8 0LU. The Organiser may also be referred to in this document as “we” or “us”.
1.2 “Event” means any event organised by Ourea Events.
1.3 “Event Staff” means paid freelance individuals recruited to work at an Event and may also be referred to in this document as “you”, “your”.
1.4 the words 'liability' and ‘liable’ include all claims, demands, proceedings, damages, costs and expenses and loss incurred or suffered by the relevant party;
1.5 words importing one gender shall be construed as importing any other gender;
1.6 words importing the singular shall be construed as importing the plural and vice versa.
2. Event Staff Policy
2.1 When Event Staff are recruited, they also agree to be bound by these Terms and Conditions.
2.2 In almost all instances, as paid freelance individuals, Event Staff will be expected to have their own Liability Insurance appropriate for the role they are undertaking. A copy of this insurance must be provided to the Organiser.
3. Good Conduct
3.1 Event Staff are expected to behave in a manner that is fitting with the good name and reputation of the Event and the Organiser. At the sole discretion of the Organiser, any Event Staff deemed to have behaved in an inappropriate manner, will be required to leave the Event immediately and will not be paid for any work not yet completed. The Event Staff will need to immediately return any clothing and equipment given to them as Event Staff at the Event.
3.2 The organiser operates a no smoking policy on the Event site and smokers must be at least 100m away from any other person.
3.3 Event Staff are not allowed to bring their dogs or other animals to the Event unless express permission by the Organiser has been given.
3.4 Alcohol may only be consumed by Event Staff whilst they are ‘off duty’ and unlikely to have any further responsibilities that day. Alcohol may only be consumed in the crew tent and must not be consumed in any public areas of the Event.
4.1 Event Staff are likely to come into the possession of documentation, information, knowledge, knowhow and the like, which is commercially sensitive and protected by copyright law, and as such Event Staff agree to keep this information strictly confidential and not disclose it to any third party.
5.1 The Organiser will provide the following benefits to Event Staff working at the Event:
5.1.1 Main meals such as breakfast, lunch and dinner (Event Staff must provide their own hill food and snacks).
5.1.2 Travel expenses (see section 6).
5.1.3 At the discretion of the Event sponsor and Organiser, an Event uniform (see section 7).
6. Travel to the Event and Travel During the Event
6.1 Travel expenses are paid at £0.20 per mile from the Event Staff home address or other location as agreed with the Organiser in writing. 6.2 There is a maximum allowance of £100 in travel expenses for each Event. This allowance is per vehicle not a per person basis, if transport is shared then only the driver can claim.
6.2 Expenses, at a rate of £0.20 per mile, will be paid by the Organiser if Event Staff vehicles are required during the event. There is no limit on these expenses generated during the event so long as they are authorised by the Organiser.
6.3 Any other additional expenses must be expressly authorised by the Organiser and evidenced by a VAT receipt.
6.4 Expenses must be claimed within 30 days of the Event.
6.5 Expenses are to be paid by the Organiser within 30 days of receipt from the Event Staff.
6.6 The Organiser may insist that Event Staff share vehicles, or use the transport provided by the Organiser, rather than Event Staff private vehicles during the Event.
6.7 The Organiser may require that any Event Staff using their own private vehicle during an Event has a second named driver added to their insurance policy for the duration of the Event including their travel to and from the Event. This cost would be covered by the Organiser.
7.1 When provided by the Event Sponsor and/or Organiser, Event Staff must wear the Event uniform, and at all times avoid displaying conflicting brand logos to that of the Sponsor or Organiser.
7.2 If the Event Staff wish to sell their uniform after the Event, they may do so, but it must be done discretely.
8. Cancellation by the Organiser
8.1 In the event of cancellation by the Organiser, the Organiser will not be liable for any costs incurred by Event Staff, including (but not limited to) travel, accommodation and/or other costs.
8.2 The Organiser may cancel any Event Staff member’s involvement with the Event at any time should the Organiser deem that the Event Staff experience is not adequate and/or suitable for the Event and/or the Event Staff has overstated and/or misrepresented their experience.
8.3 The Organiser may cancel any Event Staff member’s involvement should, upon presentation of any medical information by the Event Staff member, it be deemed by the Organiser that the Event Staff member is not fit and healthy enough to work at the Event. The Event Staff member acknowledges that the medical representative of the Organiser may recommend to the Organiser that they are unable to work or continue with the Event at any time, before and/or during the Event.
9. Cancellation by Event Staff
9.1 Event Staff may cancel their involvement in the Event at any time. However, because we rely on Event Staff, we encourage and it would help, if you could give as much notice as you are able to so that we can plan and make alternative arrangements accordingly.
9.2 Late cancellation of agreed work by the Event Staff is likely to result in no further work opportunities with the Organiser.
10. Nature of the Event
10.1 The nature of the Event is described on each Event website. However, the Event Staff acknowledge and accept that the description of the Event may not include accurate final details such as duration, distance, height gain, support points and checkpoint locations. The Organiser retains the right to change and amend any details of the event so long as the nature of the Event remains the same.
11. Organiser’s Obligation
11.1 The Organiser has an obligation to ensure that the event is as safe as possible without diminishing the nature of the challenge.
12. Event Staff Acknowledgement of Risk
12.1 The Event Staff understand, acknowledge and accept that the Event is a potentially hazardous activity and that working at the Event may result in serious injury, disablement and/or death to the Event Staff or others. The Event Staff accept that there are a multitude of different risks associated with their working at the Event.
12.2 The Event Staff are responsible for their own actions, safety and any injury sustained during the Event. By working at the Event you confirm to the Organiser that you are fit, healthy and ready for the duties reasonably expected at the Event.
12.3 The Event Staff are supporting the Event with full knowledge of the nature of the challenge presented by the Event.
13.1 The Organiser has an obligation to ensure that the Event Staff remain safe during the event. Event Staff agree to make it immediately clear to the Organiser if they are asked to complete a task that they feel is unsafe, that they feel unsure about or that they require any training in.
13.2 The Event Staff are responsible for their own actions, safety and any injury sustained during the Event. The Event Staff are experienced enough to make a reasoned decision about whether to work at the Event on a role by role, and job by job basis or to state that they are unsuitable for the task asked of them, rather than jeopardise their own or other people’s safety.
13.3 The Event Staff warrants that they have read and understood and will adhere to any Standard Operating Procedures provided by the Organiser in advance of the Event.
14.1 The Event Staff hereby waive any and all rights and/or claims they may have against the Organiser, its officers, employees, directors, consultants, agents and Event sponsors for any damages and/or claims that may arise directly or indirectly from working at the Event.
14.2 The Event Staff covenant to take no action against the Organiser, its officers, employees, directors, consultants, agents and Event sponsors for any damages and/or claims sustained by the Event Staff arising directly or indirectly from working at the Event.
14.3 The Event Staff indemnify the Organiser, its officers, employees, directors, consultants, agents and Event sponsors against any claims brought against them by any third party that result directly or indirectly from working at the Event.
15.1 The Event Staff declare that they are physically fit and healthy enough to work at the Event. It is each Event Staff member’s responsibility to declare any medical conditions or injuries that the Organiser should know about.
15.2 Event Staff may be required by the Organiser to complete a detailed Medical Survey prior to the Event.
16. Image Rights
16.1 Photography, film, video and sound recordings of Event Staff may be taken during the Event and Event Staff consent to be filmed and/or photographed and/or included in sound recordings of the Event.
16.2 The Event Staff agree to waive any and all rights to any photography, film, video and sound recordings that features Event Staff and hereby grants the Organiser sole and complete permission and authority to utilise in full any photography, film, video and sound recordings that features Event Staff in all manners and media worldwide in perpetuity. No further permission from the Event Staff is required.
16.3 The Event Staff agree that when an Unmanned Aerial Vehicle (UAV) is being used that they will follow the instructions of the pilot in all safety matters.
17.1 An important principle is that Event Staff never exceed their own capabilities or their vehicle’s capabilities whenever they are undertaking any role at the Event.
17.2 Event Staff vehicles including their contents are parked at the Event Staff member’s own risk and no liability whatsoever is accepted for any damage however caused to Event Staff vehicles whilst accessing and/or egressing the car park, or whilst parked in the car park. The Event Staff remains wholly responsible for assessing the suitability of the car park and the suitability of their vehicles for accessing and egressing the car park.
17.3 Event Staff using their own vehicles during the event should contact their vehicle insurance company to check they are appropriately covered for the work.
18. Clothing & Equipment
18.1 When deployed to some of the Event areas, Event Staff must at all times wear or carry appropriate clothing and equipment.
18.2 The Organiser accepts no responsibility for any loss, theft and/or damage to Event Staff clothing and equipment whilst they work at the Event and/or are present at the Event. This includes the transport and storage of equipment even when that is an element of the Event.
19. Organiser’s Equipment
19.1 Event Staff must take all reasonable care of the Organiser’s equipment and any willful and/or malicious damage and/or damage caused through Event Staff negligence or neglect will result in a charge to the Event Staff by the Organiser. The Event Staff acknowledge and confirms that the Organiser has the right to charge Event Staff for the full replacement cost of the equipment.
20. Communications & Privacy
20.1 By working at the Event, Event Staff consents to receiving essential Event specific communications from the Organiser by email, phone and text message. Event Staff are unable to unsubscribe from these communications until after the Event has taken place.
20.2 The Event Staff also consent for their personal data to be shared with essential third parties which may include, without limitation, result timing services, medical services and sports governing bodies.
20.3 The Event Staff consent in perpetuity for the publication of the Event reports and media which may include their name and involvement with the Event.
21. Event Standard Operating Procedures
21.1 The Event Staff agree to abide by the Event Standard Operating Procedures, which are provided before the Event, at all times during the Event.
22. Changes to Terms and Conditions
22.1 These Terms and Conditions are subject to change at the sole discretion of the Organiser and such changes shall be published on this website. The Event Staff are advised to check the Terms and Conditions regularly.
23. Statutory Rights
23.1 These Terms and Conditions do not affect any Event Staff member’s statutory rights.