Volunteer Application Terms & Conditions
By submitting a volunteer application, you agree to these Terms & Conditions for any event produced by Your Community Event LLC. Volunteers are the heart of our community events, and these terms help keep everyone safe, informed, and set up for a great experience.
1. Agreement and Definitions
These terms form an agreement between the volunteer and Your Community Event LLC. They apply to every event you volunteer for, including community festivals, farmers markets, culinary and hospitality events, and the Amelia Wedding Crawl.
• "Organizer," "we," "us" means Your Community Event LLC, its staff, and authorized representatives.
• "Volunteer," "you" means the individual named on the application.
• "Event" means the specific event(s) you are scheduled for, including setup and teardown.
• "Shift" means the date, time, and role you are assigned.
• "Volunteer Coordinator" means the person the Organizer designates to schedule and supervise volunteers.
2. Volunteer Status
a. You are offering your time freely, without expectation of payment or compensation.
b. You are not an employee, contractor, or agent of Your Community Event LLC, and you are not entitled to wages, benefits, or workers' compensation.
c. Any perks offered (such as event admission, a t-shirt, meals, or water during your shift) are tokens of appreciation, not payment.
d. Volunteering does not create an employment relationship or a promise of future employment.
e. You may not represent yourself as speaking or signing on behalf of the Organizer.
3. Eligibility
a. Volunteers must be at least 18 years old.
b. Minors will not be assigned to roles involving alcohol, cash handling, heavy lifting, or operating equipment.
c. Some roles may require a background check, a valid driver's license, or specific skills. These will be noted in the role description.
4. Application and Placement
a. Submitting an application does not guarantee a volunteer position.
b. The Organizer assigns roles and shifts based on event needs, your availability, and your skills. We will try to honor your preferences but cannot guarantee them.
c. Your shift is confirmed only when you receive written confirmation (email or text) from the Volunteer Coordinator.
d. Information on your application, including emergency contact details, must be accurate and current.
5. Shifts and Attendance
a. Please arrive at check-in [15] minutes before your shift begins, and check out with the Volunteer Coordinator when you leave.
b. If you cannot make your shift, notify the Volunteer Coordinator at least [48] hours in advance. Repeated no-shows may affect future volunteer opportunities.
c. Wear the volunteer shirt or credential provided, plus comfortable closed-toe shoes and weather-appropriate clothing.
d. Attend any required training or orientation for your role.
e. Take breaks as scheduled, stay hydrated, and tell the Volunteer Coordinator if you need to step away.
6. Conduct
a. Treat guests, vendors, sponsors, staff, and fellow volunteers with courtesy and respect. Harassment or discrimination of any kind will not be tolerated.
b. Follow instructions from the Volunteer Coordinator, Organizer staff, venue staff, and emergency personnel.
c. Do not consume alcohol or be under the influence of alcohol or drugs while on shift.
d. Do not accept tips, payments, or gifts from guests or vendors on behalf of yourself or the Organizer, unless approved.
e. Keep personal phone use to a minimum while on duty.
f. Represent the event positively, both in person and on social media.
g. Report any accident, injury, lost child, safety concern, or incident to the Volunteer Coordinator right away.
7. Safety, Assumption of Risk, and Release
a. Volunteer activities may involve standing for long periods, walking, lifting, outdoor heat and sun, weather changes, crowds, animals (such as at the Dog Festival), bees (such as at the Honeybee Festival), and food or allergens.
b. You agree to perform only tasks you are physically able to do safely, and to tell the Volunteer Coordinator of any limitation or medical condition that could affect your role.
c. You voluntarily assume the risks of volunteering, including the risk of injury, illness, or property loss.
d. To the fullest extent allowed by Florida law, you release Your Community Event LLC, its owners, staff, sponsors, vendors, and venue partners from claims arising from your volunteer activities, except where caused by their gross negligence or intentional misconduct.
e. In an emergency, you authorize the Organizer to seek medical care for you if you are unable to do so yourself. You are responsible for any resulting medical costs.
f. The Organizer is not responsible for lost, stolen, or damaged personal belongings.
8. Photography and Media
The Organizer may photograph or record volunteers during events and use those images to promote current and future events on our website and social media, without compensation. If you prefer not to be photographed, let the Volunteer Coordinator know at check-in.
9. Confidentiality
Volunteers may see information about vendors, sponsors, guests, or event operations, such as contact details, cash amounts, or security plans. Keep this information confidential and do not share it during or after the event.
10. Removal
The Organizer may end a volunteer's shift or future participation at any time, for any reason, including failure to follow these terms or unsafe behavior. Volunteers may also end their participation at any time by notifying the Volunteer Coordinator.
11. General Provisions
a. These terms are governed by the laws of the State of Florida.
b. The Organizer may update these terms. The version in effect when you apply applies to that event.
c. If any part of these terms is found unenforceable, the rest remains in effect.
Questions? Contact Your Community Event LLC at info@yourcommunity-events.com or 1 (904) 799-8431.
