Whidbey Ren Faire – Volunteer Agreement
This Volunteer Agreement (“Agreement”) outlines the expectations, responsibilities, and conditions for volunteering with Whidbey Ren Faire, a 501(c)(3) nonprofit organization. By submitting a volunteer application and/or participating as a volunteer, you acknowledge that you have read, understood, and agree to comply with the terms below.
1. Volunteer Roles, Status & Commitment
Volunteers agree to fulfill the duties assigned by Whidbey Ren Faire leadership, which may include setup, operations, guest services, security support, teardown, or other roles as needed. Volunteers will provide availability in advance and commit to scheduled shifts.
Volunteers are expected to arrive on time and remain for the full duration of any shift, setup, or teardown they agree to unless otherwise approved by a coordinator. Volunteers agree to follow the direction of Whidbey Ren Faire leadership, operations staff, and designated coordinators at all times.
Volunteering with Whidbey Ren Faire does not create an employment relationship. Volunteers are expected to conduct themselves in a professional manner appropriate to a workplace environment and to follow all organizational standards and leadership direction.
In some cases, Whidbey Ren Faire may enter into a separate written contract with an individual for specific roles or responsibilities. Individuals engaged under such agreements are considered independent contractors, not employees, and are governed solely by the terms of their separate contract. Participation under a separate contract does not alter the volunteer status of any other role unless explicitly stated in writing.
Certain volunteer roles—particularly those involving security responsibilities, access to restricted areas, cash handling, or interaction with minors—may require a background check. By submitting this application, volunteers authorize Whidbey Ren Faire to conduct background checks as deemed necessary for role placement. Refusal to consent to a required background check may result in disqualification from certain roles or from volunteering altogether.
2. Conduct & Professionalism
Guidelines
Drama-Free Environment:
This is a drama-free environment for our guests and participants. Therefore, there will be no tolerance for "drama kings or queens" who create unnecessary conflict or a negative environment. If you have a disagreement with another participant, please handle it in a respectful and professional manner.
No Personal Biases or Political Ideations:
Our Renaissance Faire is a place for fun and entertainment, and we ask that you leave your personal biases and political ideations at home. No discriminatory behavior or hateful speech will be tolerated, and all participants are expected to treat each other and our guests with respect and dignity.
Private Planning:
Unless otherwise authorized by the Whidbey Ren Faire President, no details or information pertaining to the event that has not already been made public by Whidbey Ren Faire will be shared via word of mouth, social media, print, or any other platform.
3. Attire, Footwear & Safety
Footwear & Safety:
Volunteers must wear closed-toed shoes that fully affix to the feet at all times. Whidbey Ren Faire activities involve extensive walking, lifting, and working in active environments. Appropriate footwear is required to reduce the risk of injury and maintain a safe working environment.
Volunteers are encouraged to bring a clearly labeled water bottle and any food or snacks needed for their shift on all days. During setup and teardown days, volunteers are also strongly encouraged to bring their own work gloves.
Attire:
During public event hours, all volunteers are required to wear a costume that fits the family-friendly Renaissance or medieval fantasy theme of Whidbey Ren Faire. Modern clothing, including jeans or contemporary attire, is not permitted during event hours.
During setup and teardown days, volunteers may wear Whidbey Ren Faire team shirts, designated volunteer attire, or appropriate personal work clothing.
Vision Correction:
During public event hours, volunteers who use vision correction are encouraged to wear contact lenses if available, as modern eyewear may detract from the Renaissance or medieval fantasy aesthetic.
4. Communication & Confidentiality
Volunteers will receive updates via email and other channels designated by Whidbey Ren Faire. Volunteers are responsible for providing a reliable email address and staying current on communications.
Any non-public information related to Whidbey Ren Faire operations, planning, staff, vendors, performers, or participants must remain confidential unless explicit authorization is granted by Whidbey Ren Faire leadership.
5. Safety Compliance & Reporting
Volunteers agree to follow all safety guidelines, instructions, and policies provided by Whidbey Ren Faire leadership.
Volunteers acknowledge that participation involves inherent risks associated with outdoor events, physical activity, crowds, equipment, and weather conditions.
Volunteers must immediately report hazards, injuries, or safety concerns to a coordinator or operations lead.
6. Drugs, Alcohol & Smoking
Whidbey Ren Faire maintains a zero-tolerance policy for illegal drugs. Volunteers may not be under the influence of any substance while participating.
Alcohol consumption is not permitted while on duty or during volunteer shifts. Volunteers of legal drinking age may consume alcohol only after their shift has fully concluded and in accordance with event licensing requirements. Underage drinking is strictly prohibited and will result in immediate and permanent removal.
Smoking or vaping must be done away from guests, public areas, and other volunteers.
7. Meals, Breaks & Personal Responsibility
Breaks may be provided based on role and scheduling. Volunteers are required to bring their own food and drink, as we cannot guarantee that meals will be provided or that dietary restrictions can be accommodated.
8. Minors
Volunteers under the age of 18 must have a completed Youth Volunteer Permission Form (which is attached to this application) signed by a parent or legal guardian on file prior to participation.
9. Right of Removal & Termination
Whidbey Ren Faire reserves the right to end volunteer participation at any time, with or without notice, at its sole discretion. Volunteers may also end their participation at any time. Removal for failure to comply with this Agreement may occur immediately and without compensation or reimbursement.
10. Liability & Indemnification
Volunteers acknowledge and assume the inherent risks associated with participation in Whidbey Ren Faire activities.
Whidbey Ren Faire shall not be held liable for injury, illness, loss, or damage to personal property arising from volunteer activities. Volunteers agree to indemnify and hold harmless Whidbey Ren Faire, its representatives, and employees from claims arising from their actions or failure to comply with this Agreement.
11. Photo & Video Consent
Volunteers grant permission to Whidbey Ren Faire, its representatives, and employees to photograph and/or record video of them during participation in Whidbey Ren Faire activities.
Volunteers authorize Whidbey Ren Faire to use such photographs and/or recordings, with or without name, for any lawful purpose, including but not limited to publicity, advertising, website content, social media, newsletters, and other promotional or informational materials.
Volunteers understand that participation is conditional upon this consent and release Whidbey Ren Faire from liability related to the use of such media.
For volunteers under the age of 18, a parent or legal guardian must provide consent on the volunteer’s behalf.
12. Entire Agreement
This Agreement supersedes all prior verbal or written understandings related to volunteer participation. Nothing in this Agreement shall be construed to create an employer–employee relationship between Whidbey Ren Faire and any volunteer or independent contractor.
