Event Team - Terms & Conditions
EVENT TEAM TERMS AND CONDITIONS
Please read the following important terms and conditions before you offer to volunteer, or undertake paid 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:
- info@OureaEvents.com (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 The “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 “Personnel” means an individual member of the Event Team, regardless of whether they are a volunteer, or a paid member of the Event Team. Personnel may also be referred to in this document as “you”, “your” or “Event Team”.
1.3 “Event” means the event organised by the Organiser referred to at the start of this document.
1.4 “Fee” means the entry fee payable by any Personnel to the Organiser in consideration of their participation in an Event.
1.5 the words 'liability' and ‘liable’ include all claims, demands, proceedings, damages, costs and expenses and loss incurred or suffered by the relevant party;
1.6 words importing one gender shall be construed as importing any other gender;
1.7 words importing the singular shall be construed as importing the plural and vice versa.
2. Event Team Policy
2.1 When Personnel agree to join the Event Team they also agree to be bound by these Terms and Conditions.
3. Good Conduct
3.1 Personnel 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 Personnel deemed to have behaved in an inappropriate manner, will be required to leave the Event immediately and will lose their right to reclaim travel expenses, gain a credit to a future event and any other benefits associated with the Event. The Personnel will need to immediately return any clothing and equipment given to them as Personnel 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 Event Personnel.
3.3 Personnel 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 Personnel 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 Personnel 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 Personnel agree to keep this information strictly confidential and not disclose it to any third party.
5. Personnel Benefits
5.1 The Organiser will provide the following benefits to Personnel working on the Event:
5.1.1 Main meals such as breakfast, lunch and dinner (Personnel must provide their own hill food and snacks).
5.1.2 Travel expenses (see section 6).
5.1.3 For volunteers only, a credit equal to the full value of the Event at which they are working will be issued to them (see section 8).
5.1.4 At the discretion of the Event sponsor and Organiser, an Event uniform (see section 7).
6. Travel to the Event, Travel During the Event and Travel Expenses
6.1 Travel expenses are paid at £0.20 per mile from the Personnel’s home address or other location as agreed with the Organiser in writing.
6.2 There is a maximum allowance of £100.00 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.
6.3 Other travel expenses to the Event (e.g. travel by train) must be agreed with the Organiser in advance of the Event.
6.4 Additional expenses, at a rate of £0.20 per mile, will be paid by the Organiser if the Personnel’s vehicle is required during the event. There is no limit on these expenses generated during the event so long as they are authorised by the Organiser.
6.5 Any other additional expenses must be expressly authorised by the Organiser and evidenced by a VAT receipt.
6.6 As directed by the Organiser, Personnel will be expected to car share with other Personnel whenever practical whilst travelling to Events.
6.7 Expenses are to be paid by the Organiser within 30 days of receipt from the Personnel.
6.8 The Organiser may insist that personnel share vehicles, or use the transport provided by the Organiser, rather than the Personnel’s own private vehicle during the Event.
6.9 The Organiser may require that any Personnel 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. Personnel Uniform
7.1 Where provided by the Event Sponsor and/or Organiser, the Personnel 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 Personnel wish to sell their Event Uniform after the Event, they may do so, but it must be done discretely.
8. Personnel Credit
8.1 For volunteers only, credit equal to the full value of the Event at which they are volunteering will be issued to them. This may be used in the following ways:
8.1.1 To exchange against a full-priced entry to any other event organised by Ourea Ltd subject to any vetting criteria that the Event may have.
8.1.2 The credit may be used for a pairs entry but only where that is the only option and so long as the pair includes the Personnel who originally received the credit.
8.1.3 The credit may be used to purchase miscellaneous items from the Event shop at the discretion of the Organiser.
8.1.4 The credit is not exchangeable for cash.
8.1.5 The credit is not transferable to another person.
8.1.6 Once the Personnel has asked to use their credit to enter an Event, and this has been confirmed by the Organiser their entry and credit is subject to the same Terms and Conditions as a standard paid entry i.e. if the Personnel withdraws from the Event, they will likely lose their credit.
8.1.7 Each credit expires at the end the second year from the date of issue. For example, a credit for Marmot Dark Mountains™ in January 2019 expires at the end of 2021.
9. Cancellation by the Organiser
9.1 In the event of cancellation by the Organiser, the Organiser will not be liable for any costs incurred by the Personnel, including (but not limited to) travel, accommodation and/or other costs.
9.2 The Organiser may cancel the Personnel’s involvement with the Event at any time should the Organiser deem that the Participant’s experience is not adequate and/or suitable for the Event and/or the Participant has overstated and/or misrepresented their experience.
9.3 The Organiser may cancel the Personnel’s involvement should, upon presentation of any medical information by the Personnel, it be deemed by the Organiser that the Personnel is not fit and healthy enough to participate in the Event. The Personnel acknowledges that the medical representative of the Organiser may recommend to the Organiser that the Personnel is unable to participate or continue with the Event at any time, before and/or during the Event.
10. Cancellation by the Personnel
10.1 Volunteer Event Personnel may cancel their involvement in the Event at any time.
11. Nature of the Event
11.1 The nature of the Event is described on the Event website. However, the Personnel acknowledges and accepts 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.
12. Organiser’s Obligation
12.1 The Organiser has an obligation to ensure that the event is as safe as possible without diminishing the nature of the challenge. However, Participant safety is ultimately each Participant’s personal responsibility.
13. Personnel Acknowledgement of Risk
13.1 The Personnel understands, acknowledges and accepts that the Event is a potentially hazardous activity and that participation in the Event may result in serious injury, disablement and/or death to the Personnel or others. The Personnel accepts that there are a multitude of different risks associated with their participation in the Event.
13.2 The Personnel is responsible for their own actions, safety and any injury sustained during the Event. By volunteering or undertaking paid work at the Event you confirm to the Organiser that you a fit, healthy and ready for the duties reasonably expected at the Event.
13.3 The Personnel is supporting the Event voluntarily and with full knowledge of the nature of the challenge presented by the Event.
14.1 The Organiser has an obligation to ensure that the Personnel remain safe during the event. Personnel 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.
14.2 The Personnel is responsible for their own actions, safety and any injury sustained during the Event. The Personnel is experienced enough to make a reasoned decision about whether to volunteer or undertaking paid 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.
14.3 The Personnel warrants that they have read and understood and will adhere to any Standard Operating Procedures provided by the Organiser in advance of the Event.
15. Personnel Waiver
15.1 The Personnel hereby waives 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 participation in the Event.
15.2 The Personnel covenants 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 Personnel arising directly or indirectly from volunteer or undertaking paid work at the Event.
15.3 The Personnel indemnifies 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 volunteer or undertaking paid work at the Event.
16. Personnel Health
16.1 The Personnel declares that they are physically fit and healthy enough to participate in the Event. It is the Personnel’s responsibility to declare any medical conditions or injuries that the Organiser should know about.
16.2 Personnel may be required by the Organiser to complete a detailed Medical Survey prior to the Event
17. Image Rights
17.1 Photography, film, video and sound recordings of the Personnel may be taken during the Event and the Personnel consents to be filmed and/or photographed and/or included in sound recordings of the Event.
17.2 The Personnel agrees to waive any and all rights to any photography, film, video and sound recordings that features the Personnel and hereby grants the Organiser sole and complete permission and authority to utilise in full any photography, film, video and sound recordings that features the Personnel in all manners and media worldwide in perpetuity. No further permission from the Personnel is required.
17.3 The Personnel agrees that when an Unmanned Aerial Vehicle (UAV) is being used that they will follow the instructions of the pilot in all safety matters.
18. Personnel Vehicles
18.1 An important principle is that Personnel never exceed their own capabilities or their vehicles capabilities whenever they are undertaking any role at the Event.
18.2 Personnel vehicles including their contents are parked at the Personnel’s own risk and no liability whatsoever is accepted for any damage however caused to Personnel’s vehicles whilst accessing and/or egressing the car park, or whilst parked in the car park. The Personnel remains wholly responsible for assessing the suitability of the car park and the suitability of their vehicles for accessing and egressing the car park.
18.2 Personnel vehicles including their contents are parked at the Personnel’s own risk and no liability whatsoever is accepted by the Organiser for any damage however caused to Personnel vehicles whilst accessing and/or egressing the car park, or whilst parked in the car park. Personnel remain wholly responsible for assessing the suitability of the car park and the suitability of their vehicles for accessing and egressing the car park.
18.3 Event volunteers using their own vehicles during the event should contact their car insurance company to check that they are covered for 'voluntary work'.
19. Personnel Clothing & Equipment
19.1 When deployed to some of the Event areas, Personnel must at all times wear or carry appropriate clothing and equipment.
19.2 The Organiser accepts no responsibility for any loss, theft and/or damage to the Personnel’s clothing and equipment whilst they participate in 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.
20. Organiser’s Equipment
20.1 The Personnel must take all reasonable care of the Organiser’s equipment and any wilful and/or malicious damage and/or damage caused through the Personnel negligence or neglect will result in charge to the Personnel by the Organiser. The Personnel acknowledges and confirms that the Organiser has the right to charge the Personnel for the full replacement cost of the equipment.
21. Communications & Privacy
21.1 By volunteering or undertaking paid work at the Event the Personnel consents to receiving essential Event specific communications from the Organiser by email, phone and text message. The Personnel is unable to unsubscribe from these communications until after the Event has taken place.
21.2 The Personnel also consents 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.
21.3 The Personnel consent in perpetuity for the publication of the Event reports and media which may include their name and involvement with the Event.
22. Event Standard Operating Procedures
22.1 The Personnel agrees to abide by the Event Standard Operating Procedures, which are provided before the Event, at all times during the Event.
23. Changes to Terms and Conditions
23.1 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 Personnel is advised to check the Terms and Conditions regularly.
24. Statutory Rights
24.1 These Terms and Conditions do not affect the Personnel statutory rights as a consumer.