I understand and agree that the terms and conditions outlined below apply to me. I further agree to indemnify and hold harmless Zenkaikon Entertainment, Inc., its affiliates, directors, and/or associates from any and all claims which are brought by, or on my behalf, and which are in any way connected with my participation in the convention.
Term of Service
This Agreement begins on the date you accept it and remains in effect through June 30, 2027.
The Volunteer’s in-person convention services will be performed in connection with Zenkaikon 2027, scheduled for March 18, 2027 through March 21, 2027. Depending on the Volunteer’s assigned role, additional pre-convention or post-convention duties may also be required.
Either you or Zenkaikon may end this Agreement at any time by providing notice to the other party.
Applicability
This Agreement applies to individuals serving Zenkaikon as volunteers or in staff-level roles. Specific assignments, hours, benefits, reimbursements, eligibility, and related role expectations are governed by Zenkaikon’s current-year policies, procedures, and applicable department requirements.
Zenkaikon Commitment
At Zenkaikon, we recognize that volunteers are essential to our event and organization. Your commitment to us is vital in making our event successful. We strive to provide all volunteers with a rewarding and positive experience. This agreement outlines our commitment to you, what we hope you can contribute to us, and what you can reasonably expect from your volunteering role.
Onboarding and Training
Zenkaikon commits to the following:
1. To be forthcoming with information as it pertains to event logistics and changes in policy.
2. To provide onboarding for the work of Zenkaikon, its staff, your volunteering role, and the training necessary to assist you in meeting the responsibilities of your volunteering role, including: A) Supplying a brief description of duties and responsibilities for positions open to volunteers, B) Training volunteers where needed, C) Providing volunteers the opportunity to ask questions, communicate openly, and share any concerns, and D) Facilitating the coordination and support of all volunteers.
3. To inform Volunteers of the type of behavior expected of them when fulfilling their responsibilities. When issues arise, Zenkaikon may provide feedback, coaching, or warnings when appropriate. Zenkaikon reserves the right to remove a Volunteer from their role or end this Agreement at any time for conduct, attendance, safety, policy, or performance concerns.
4. To provide Volunteers with a path to raise questions, concerns, or complaints through appropriate department leadership, Zenkaikon Human Resources, or other designated convention leadership.
Compensation and Benefits
Zenkaikon may provide volunteers and staff with certain benefits, reimbursements, or other support based on assigned role, completed hours, operational need, and the current year's volunteer and staff benefit structure. Depending on eligibility, these may include convention admission, badges, meal support, hotel support, shirts or uniforms, parking reimbursement, merchandise discounts, reimbursements, or other recognition items.
Any specific benefits offered to you will be determined by Zenkaikon's current volunteer and staff policies and your final assignment and level of service.
Please note that this is a volunteer agreement only and does not constitute a contract of employment.
Volunteer Commitment
The purpose of the Volunteer’s role is to support Zenkaikon 2027 through assigned volunteer services.
You are expected to perform your volunteering role to the best of your abilities and within the aims and values of Zenkaikon Entertainment, Inc.
The Volunteer commits to the following:
Services
1. Meet the time, duty, and communication expectations of the assigned role, including any required pre-convention or post-convention tasks.
2. Review, understand, and comply with Zenkaikon’s applicable policies, rules, and expectations, including its code of conduct, staff and volunteer expectations, safety procedures, confidentiality and privacy expectations, and any role-specific or department-specific instructions. Copies of applicable policies will be made available by Zenkaikon.
3. Keep confidential any private, sensitive, or non-public information learned through service with Zenkaikon, except as needed to perform assigned duties or report concerns through appropriate Zenkaikon leadership.
4. Carry out assigned duties professionally, responsibly, and in accordance with Zenkaikon’s expectations for volunteer and staff conduct.
5. Work assigned shifts as scheduled, arrive on time and prepared to work, and communicate promptly with the appropriate department leadership or Zenkaikon staff if unable to fulfill an assignment or attend a scheduled shift.
6. Promptly report safety concerns, injuries, incidents, or other urgent issues to the appropriate department leadership or Zenkaikon staff.
7. Seek assistance from their immediate supervisor or other convention leadership in any situation requiring special guidance.
8. Accept the right of Zenkaikon to dismiss any Volunteer for poor performance, including poor attendance.
9. Return any Zenkaikon property, equipment, supplies, credentials, or other materials provided for volunteer service when requested or when the Volunteer’s service ends.
10. Promptly notify Zenkaikon of any resignation, leave of absence request, or significant change in availability or volunteer commitment.
Status
Zenkaikon acknowledges your status as a volunteer and that any volunteer work done for Zenkaikon may be secondary to other responsibilities Volunteer may have. Neither party intends to form an employment relationship through this agreement or this volunteer work.
Minor Volunteers
Volunteers must be at least 16 years old to serve with Zenkaikon. Volunteers under 18 may serve only in roles permitted by Zenkaikon’s current policies and may be subject to additional restrictions, supervision requirements, scheduling limits, and parental or guardian consent requirements.
Volunteers assigned to staff-level roles must be at least 18 years old.
Age-based restrictions, including restrictions relating to late-night work, age-restricted programming or events, department eligibility, and safety-sensitive duties, are governed by Zenkaikon’s current-year volunteer and staff policies.
Ownership of Materials
All copyrightable work performed by Volunteer for Zenkaikon, including all versions and variations thereof (collectively, the "Work"), will be the absolute property of Zenkaikon upon creation and will be a "work made for hire" under the copyright laws. Zenkaikon may modify, revise, use and reuse the Work with no restriction as to manner, frequency or duration of use. Volunteer warrants and represents that all aspects of the Work will be original to Volunteer, will be provided exclusively to Zenkaikon and are not subject to any rights held by third parties. Volunteer agrees to hold harmless Zenkaikon from and against any claims or expenses that result from Volunteer’s breach of the warranties and representations in this paragraph.
Photography, Video, and Likeness
Volunteer understands that Zenkaikon and its designees may photograph, record, or otherwise capture the Volunteer’s name, image, voice, or likeness in connection with convention and organizational activities. Volunteer authorizes Zenkaikon and its designees to use, reproduce, publish, and distribute such materials in any media now known or later developed for convention, promotional, archival, or organizational purposes.
Miscellaneous
In the event that any provision of this Agreement or the application of such provision shall be held by a court of competent jurisdiction, for any reason, to be invalid, illegal or unenforceable, then such invalidity, illegality or unenforceability shall not affect any other provisions of this Agreement. No waiver or modification of this Agreement shall be valid or enforceable unless agreed to by the parties in writing.
