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
Respectful Conduct:
Whidbey Ren Faire is committed to providing a welcoming, family-friendly, and professional environment for guests, volunteers, vendors, performers, sponsors, and staff. Volunteers are expected to communicate respectfully, avoid unnecessary conflict, and handle disagreements in a calm and professional manner.
No Discrimination or Harassment:
Discriminatory behavior, harassment, hateful speech, threats, intimidation, or conduct that undermines guest or participant safety will not be tolerated. All volunteers are expected to treat one another 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, illness, accidents, property damage, safety concerns, or near-misses to a coordinator, operations lead, WRF team lead, board member, or designated department lead, such as Blue, Wendy/Clover, or another on-site lead. If a volunteer is injured while volunteering with WRF, an incident report form must be completed, filed, and returned to WRF leadership. Timely incident reporting is required so WRF can respond appropriately, document what happened, and determine whether any insurance, safety, medical, or operational follow-up is needed. Failure to report an incident and complete the required incident report may limit WRF’s ability to verify, respond to, or assist with the matter after the fact.
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 is allowed only in areas designated by Whidbey Ren Faire and 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. Volunteers under the age of 15 must have a parent or guardian present.
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.
13. Participant Camping
Eligibility and approval: Camping is limited to approved Whidbey Ren Faire participants. Non-participant guests may not be housed in the campground. Campsite and vehicle arrangements require WRF approval.
Primitive conditions: No potable water or electrical hookups are provided. Bring your own water and supplies. Any generator must be quiet and approved in advance by staff.
Fire safety: No open flames are permitted in the campground. Only propane-fueled fire pits with on/off switches are allowed. Fire pits must be monitored at all times and fully extinguished when not in use. A fire extinguisher is required if using a propane stove or fire pit. Fire lanes must be kept clear at all times; no guy lines, tents, or obstructions may block emergency access.
Quiet hours: Quiet time is 10:00 PM–6:00 AM. There are no noisy areas of camp during quiet hours. Respect your neighbors and maintain a peaceful campground environment. Parties or individuals who do not respect these rules may be asked to leave, may not be permitted to return to the campground, and may have their future participation with Whidbey Ren Faire affected.
Setup and access: Only tents and gear suitable for outdoor primitive camping are permitted. Expect strong winds. Weight every tent leg with at least 40 lbs. Use guy lines or bungee cords where needed, and keep them away from walkways and out of fire lanes. When the Faire is closed and before you leave the grounds, zip your tent closed, lower it to half height if possible, and anchor it with stakes, weights, and ties. Stay within your assigned space and keep walkways, shared paths, fire lanes, and emergency routes clear.
Vehicles and fees: One standard-size vehicle is included per campsite and shares the allowance under your primary approved application; it is not an additional vehicle allowance. Camping in your standard-size car, SUV, or small van incurs no extra charge. Oversized vehicles, such as RVs, trailers longer than 20 feet, box trucks, and buses, incur a $40 oversized-vehicle camping fee even if it is your only vehicle. Additional vehicles beyond the one included vehicle must be pre-approved and incur a $20 fee per vehicle. All vehicles must park in designated participant parking. General parking is not authorized for participant or camping vehicles. Unauthorized or unregistered vehicles may be asked to relocate or may be towed at the owner’s expense.
Sanitation and wildlife: Campground portable toilets, including an ADA-accessible unit, and a nearby dumpster will be available. Dump gray water only in the on-site gray-water tank(s), never on the ground. Black water and sewage may not be dumped anywhere on site and must be taken to a county/state approved off-site dump station. Improper dumping will result in clean-up fees and removal without refund. Pack out all belongings and dispose of trash properly; leaving a mess may result in clean-up fees. Do not feed, approach, or harass wildlife. Store food and trash securely.
Emergencies: Familiarize yourself with first aid stations and emergency exits. In an emergency, call 911 first, then notify event staff as soon as it is safe to do so. For urgent concerns that do not require emergency services, contact event staff at (360) 320-6116.
Pets and service animals: Pets are permitted in the campground but are not allowed in the event space. Service animals as defined under ADA law assisting individuals with disabilities are permitted in the event space. Pets must be leashed in open areas and under their owner’s control at all times. Owners and handlers must promptly pick up and properly dispose of animal waste in provided receptacles.
Compliance: Use, possession, or distribution of illegal substances is prohibited in the campground, event space, and on site. Intoxication of a minor in any way will result in immediate expulsion of the entire group from the camping area. Providing, furnishing, or allowing a minor to possess or consume alcohol or other intoxicants is a violation of Washington law, including RCW 66.44.270. Staff will contact law enforcement, and the group may be subject to citation, arrest, and permanent ban from the event. All campers must follow Washington State laws and Faire rules. Failure to comply may result in removal from the campground and possible expulsion from the event, without refund.
Personal property and insurance: Security personnel are on site, but participants remain responsible for securing their belongings, equipment, vehicles, and animals. Security does not guarantee against loss, theft, or damage. Whidbey Ren Faire is not responsible for such losses except where required by law. We recommend appropriate event insurance for the duration of participation, including setup, camping, and teardown.
Review and comply with the attached Camping Terms & Conditions (Version 2, approved 7 OCT 2026): https://www.eventeny.com/files/33191-volunteer-application--7hn02vhrn2b71791412329-1200.pdf
