Volunteer Terms & Conditions - Ourea Events

Volunteer Terms & Conditions

Updated 7/1/2020

 

Please read the following important terms and conditions before you offer to volunteer 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. Definitions

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 “Volunteer” means an individual recruited to volunteer 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. Volunteer Policy

2.1 When a Volunteer is recruited, they also agree to be bound by these Terms and Conditions.

2.2 Nothing in this agreement should be interpreted as an offer of employment, paid work, or a contract for services. There is no obligation on you to assist us, nor any obligation on Ourea Ltd to provide you with volunteering opportunities.

 

3. Good Conduct

3.1 Volunteers 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 Volunteer 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 Volunteer will need to immediately return any clothing and equipment given to them as Volunteers 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 Volunteers 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 Volunteers 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. Confidentiality

4.1 Volunteers 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 Volunteers agree to keep this information strictly confidential and not disclose it to any third party.

 

5. Benefits

5.1 There is no financial remuneration available for Volunteers. However, expenses for travel, and other such items as maybe agreed will be reimbursed on production of the necessary receipts. 

5.2 The Organiser will provide the following benefits to Volunteers volunteering at the Event:

5.1.1 Main meals such as breakfast, lunch and dinner (Volunteers must provide their own hill food and snacks).

5.1.2 Travel expenses (see section 6).

5.1.3 A credit equal to the full value of the Event (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 Volunteer’s 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.

6.3 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 Volunteer’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, Volunteers will be expected to car share with other Volunteers whenever practical whilst travelling to Events.

6.7 Expenses must be claimed within 30 days of the Event.

6.8 Expenses are to be paid by the Organiser within 30 days of receipt from the Volunteers.

6.9 The Organiser may insist that Volunteers share vehicles, or use the transport provided by the Organiser, rather than the Volunteers’ own private vehicles during the Event.

6.10 The Organiser may require that any Volunteer 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. Uniform

7.1 When provided by the Event Sponsor and/or Organiser, Volunteers 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 Volunteers wish to sell their uniform after the Event, they may do so, but it must be done discretely.

 

8. Credit

8.1 Credit equal to the full value of the Event at which they are volunteering will be issued upon completion of the volunteering tasks. 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 Volunteer 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 Volunteer 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 Volunteer withdraws from the Event, they will likely lose their credit.

8.1.7 Each credit expires at the end of 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 Volunteers, including (but not limited to) travel, accommodation and/or other costs.

9.2 The Organiser may cancel a Volunteer’s involvement with the Event at any time should the Organiser deem that the Volunteer's experience is not adequate and/or suitable for the Event and/or the Volunteer has overstated and/or misrepresented their experience.

9.3 The Organiser may cancel a Volunteer’s involvement should, upon presentation of any medical information by the Volunteers, it be deemed by the Organiser that the Volunteer is not fit and healthy enough to volunteer at the Event. The Volunteer acknowledges that the medical representative of the Organiser may recommend to the Organiser that the Volunteer is unable to volunteer or continue with the Event at any time, before and/or during the Event.

 

10. Cancellation by the Volunteer

10.1 Volunteers 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 each Event website. However, the Volunteer 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.

 

13. Volunteer’s Acknowledgement of Risk

13.1 The Volunteer understands, acknowledges and accepts that the Event is a potentially hazardous activity and that volunteering at the Event may result in serious injury, disablement and/or death to the Volunteer or others. The Volunteer accepts that there are a multitude of different risks associated with their volunteering at the Event.

13.2 The Volunteer is responsible for their own actions, safety and any injury sustained during the Event. By volunteering at the Event you confirm to the Organiser that you are fit, healthy and ready for the duties reasonably expected at the Event.

13.3 The Volunteer is supporting the Event voluntarily and with full knowledge of the nature of the challenge presented by the Event.

 

14. Safety

14.1 The Organiser has an obligation to ensure that the Volunteers remain safe during the event. Volunteers 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 Volunteer is responsible for their own actions, safety and any injury sustained during the Event. The Volunteer is experienced enough to make a reasoned decision about whether to volunteer 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 Volunteer 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. Waiver

15.1 The Volunteer 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 volunteering at the Event.

15.2 The Volunteer 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 Volunteer arising directly or indirectly from volunteering at the Event.

15.3 The Volunteer 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 volunteering at the Event.

 

16. Health

16.1 The Volunteer declares that they are physically fit and healthy enough to volunteer at the Event. It is the Volunteer’s responsibility to declare any medical conditions or injuries that the Organiser should know about.

16.2 Volunteers 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 Volunteers may be taken during the Event and Volunteers consent to be filmed and/or photographed and/or included in sound recordings of the Event.

17.2 The Volunteer agrees to waive any and all rights to any photography, film, video and sound recordings that features the Volunteer 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 Volunteer in all manners and media worldwide in perpetuity. No further permission from the Volunteer is required.

17.3 The Volunteer 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. Vehicles

18.1 An important principle is that Volunteers never exceed their own capabilities or their vehicle’s capabilities whenever they are undertaking any role at the Event.

18.2 Volunteers’ vehicles including their contents are parked at the Volunteers’ own risk and no liability whatsoever is accepted by the Organiser for any damage however caused to Volunteers’ vehicles whilst accessing and/or egressing the car park, or whilst parked in the car park. Volunteers 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 Volunteers using their own vehicles during the event should contact their vehicle insurance company to check that they are appropriately covered. 

 

19. Clothing & Equipment

19.1 When deployed to some of the Event areas, Volunteers 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 Volunteer’s clothing and equipment whilst they volunteer 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.

 

20. Organiser’s Equipment

20.1 The Volunteer must take all reasonable care of the Organiser’s equipment and any wilful and/or malicious damage and/or damage caused through the Volunteer’s negligence or neglect will result in charge to the Volunteer by the Organiser. The Volunteer acknowledges and confirms that the Organiser has the right to charge the Volunteer for the full replacement cost of the equipment.

 

21. Communications & Privacy

21.1 By volunteering at the Event the Volunteer consents to receiving essential Event-specific communications from the Organiser by email, phone and text message. The Volunteer is unable to unsubscribe from these communications until after the Event has taken place. 

21.2 The Volunteer 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 Volunteer consents in perpetuity for the publication of the Event reports and media which may include their name and involvement with the Event.

21.4 Please refer to our privacy policy for a full statement of information relating to the use of your personal data and our communications. By volunteering at the Event the Volunteer consents to the Organiser’s privacy policy.

 

22. Event Standard Operating Procedures

22.1 The Volunteer agrees to abide by the Event Standard Operating Procedures, which are provided before the Event, at all times during the Event.

 

23 Criminal Records Checks

23.1 If your voluntary duties are likely to bring you into contact with either children or adults at risk at some point in the future, we reserve the right to request you to undergo a records check via the Disclosure and Barring Service/Disclosure Scotland prior to making such contact.

 

24. Ceasing to Volunteer

24.1 There is no requirement for you to give any notice if you wish to stop volunteering.  However, because we rely on voluntary assistance, 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.

 

25. Changes to Terms and Conditions

25.1 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 Volunteer is advised to check the Terms and Conditions regularly.

 

26. Statutory Rights

26.1 These Terms and Conditions do not affect the Volunteer’s statutory rights.