Volunteer Terms

As a Jolly Green Sherpa you must:

  • Be friendly, polite and work with a smile on your face
  • Be able to speak fluent English
  • Arrive on-site at the correct time/place given to you.
  • Arrive on time to all shifts, and complete them satisfactorily.
  • NOT be under the influence of alcohol during your shifts.
  • Listen to and follow instructions from your supervisor/manager.
  • Represent the company appropriately whether you are wearing your high-vis, or not.
  • NOT be in possession of or under the influence of any illegal substances at any time

At the managers discretion, failure to follow these terms may lead to any/all of the following:

  • Ejection from site / Wristband confiscation.
  • Withholding of Bond
  • Ban from any future festival work
  • Police Involvement

Terms & Conditions

Definitions
Unless expressly stated otherwise the following definitions shall apply to the terms used in these terms and conditions:
(1) Jolly Green Sherpas is a trading name of Nomadic Events Ltd whose principal place of business is at 1 The Cloisters, Fairfield, Stockton-On-Tees, TS19 7JR. Registered Office: Nomadic Events Ltd, 1 The Cloisters, Fairfield, Stockton-On-Tees, TS19 7JR, United Kingdom. Registered in England & Wales, Company No. 09882216 (hereinafter referred to as “Jolly Green Sherpas”).

1. General

1a. By completing and submitting an application you are agreeing to abide by the:
  1. Terms and Conditions
  2. Code of Conduct
  3. Policies and Procedures
  4. Client Rules and Regulations
 
1b. You must be over 18 years old by the commencement date of work at the event applied for.
1c. By submitting an application you agree that any photographs, videos and/or sound recordings taken of you may be used by Jolly Green Sherpas. and the clients of Jolly Green Sherpas. for any promotional purposes.
1d. Jolly Green Sherpas is not responsible in the event of loss or damage to any of your personal belongings.
1e. Jolly Green Sherpas does not accept responsibility for the facilities and provisions made available to you by the Client on an Assignment.

1f. Please be sure to read the Terms and Conditions for the festivals/events you have applied for as these may have specific rules including alcohol limits, camper van access, campsite rules etc.

2. Completing your application

2a. Some positions, mostly festival volunteer roles, are subject to a deposit/bond which can be paid through BACS transfer, or on request by bank deposit.
2b. By completing and submitting an application you are agreeing that if your performance is deemed less than satisfactory by Jolly Green Sherpas. the client or any of the clients contractors; you will not be refunded your deposit and will be blacklisted from applying for further positions with Jolly Green Sherpas and that this information may be passed to the festival promoter and/or event organiser and via the festival promoter and/or event organiser to their suppliers, contractors and other promoters and/or event organisers.

2c. Part or all of your deposit may be withheld if you:

  1. Do not complete any shift allocated to you
  2. Miss your onsite briefing/s
  3. Do not cancel 28 days in advance of the festival start date
  4. Breach the Terms & Conditions
  5. Breach the Policies & Procedures
  6. Breach the Code of Conduct
  7. Breach any Client Rules and Regulations

3. Deposit Refunds

3a. Deposits are returned after you have completed your last assigned shift at the event you are working/volunteering at.

4. Cancellation Policy

4a. Cancellations made LESS than 4 weeks (28 days) in advance of the start date of the applied event will mean a 100% forfeit of deposit.
4b. If you pay a deposit and cancel at least 4 weeks (28 days) prior to the start date of the event applied for; subject to a £5.00 GBP administration fee you will be eligible for a deposit return. Early deposit returns are processed on a monthly basis.

5. Employment & Volunteer Expectations

By agreeing to the Terms and Conditions volunteers acknowledge that they have received the Volunteer Agreement.

5a. Employment Rights:As a volunteer, you are not an employee or a worker. Your health and safety rights whilst volunteering are protected, but you do not have any employment rights.

5b. Volunteer Expectations: Volunteers are responsible for their own travel expenses.
Provision of meals are not negotiable and are provided under the discretion of the company directors/clients.
5c. In the case of incapacity for work you will forfeit any confirmed positions.
5d. Employment Rights: Paid Staff. As a worker you are entitled to core employment rights, including the right to:
  • receive the National Minimum Wage
  • protection against unlawful deduction from wages
  • minimum length of rest breaks
  • not work more than 48 hours on average per week or to opt out of this right if you choose
  • protection against unlawful discrimination (including less favourable treatment on the grounds of part-time status)
  • protection for ‘whistleblowing’ (reporting wrongdoing in the workplace)

5e. Paid Staff expectations:

  • You are required to carry out your roles and responsibilities as detailed in the job description and position specification.
  • You are required to carry out your roles and responsibilities in accordance with the Code of Conduct (detailed below).
  • Your place of work will be the address of the event and is where you are required to work. Details will be given to you on confirmation of position.
  • Your employment contract is for a fixed term and expires at the end of each position i.e. no contract shall exist between you and Jolly Green Sherpas during periods when you are not working on an Assignment.
  • You are not be obliged to accept an Assignment offered by Jolly Green Sherpas just as Jolly Green Sherpas is not obliged to offer you work.
  • You acknowledge that the nature of temporary and voluntary work means that there may be periods when no suitable work is available and agree that the suitability of the work to be offered shall be determined solely by Jolly Green Sherpas.
  • Your employment is temporary and may be withdrawn at any time prior to or during an event due to any of the following reasons:
  • Jolly Green Sherpas does not gain a contract of services at named event.
  • Jolly Green Sherpas loses a contract of service at the named event.
  • The named event does not take place or is cancelled.
  • You are in breach of the Terms & Conditions; Code of Conduct; Policies and Procedures; Client Rules and Regulations.
  • Payments are made in GBP using one of the following methods:
  • BACS to an account of the named individual member of staff;
  • Cheque made payable to the named individual member of staff.
  • You are responsible to ensure any tax payable on your wages is declared as appropriate
  • Staff are responsible for their own travel and any accommodation expenses. Normally crew camp at festivals and there is no charge for this and the associated facilities.
  • Provision of meals or allowances are not negotiable and are provided under the discretion of the company directors.
  • JGS Events Ltd. does not operate any pension schemes to employees contracted for a fixed period.
  • In the case of incapacity for work you will forfeit any confirmed positions; and receive no remuneration. This is due to the nature of the positions being for a fixed period.
  • At the end of the Assignment you are required to deliver to Jolly Green Sherpas a time sheet duly completed and signed to indicate the number of hours worked. The time sheet will indicate remuneration owed to yourself and it is your responsibility to ensure correct payment.
  • If you fail to submit a properly authenticated time sheet Jolly Green Sherpas shall, in a timely fashion, conduct further investigations into the hours claimed and the reasons that the Client has refused to sign a timesheet in respect of those hours. This may delay any payment. Jolly Green Sherpas shall make no payment to the Temporary Worker for hours not worked.

Hours of Work (volunteers and paid staff)

6a. The hours of work are detailed in the specification for each position.
6b. Hours for each position may vary from the specification due to unforeseen circumstances.
6c. The time it takes you to sign-in and travel to and from your place of work is additional to your shifts.

7. Disciplinary Action

7a. If you are dissatisfied with any disciplinary decision you should apply in the first instance to your on duty supervisor if you are on site. Off-site you should make your application by speaking to the Jolly Green Sherpas manager who will document your conversation.

8. Access to site

8a. All Jolly Green Sherpas volunteers and staff will be issued with an appropriate pass by the festival or event of whom Jolly Green Sherpas is providing a service. This pass will enable the wearer to access those areas relevant to the position and responsibilities allocated. When off-shift, when authorised by a License Holder this pass may be used to access and participate in the event’s public activities under the Terms and Conditions of the License. Any pass allocated will remain the property of the License Holder at all times.

9. Data Protection

9a. The Employment Business will obtain and keep certain information about its volunteers and staff to allow it to carry out its day to day business. Specifically this data may be used in connection with pre-assignment checks, equal opportunities monitoring, payroll operations, training, and to carry out related personnel and compliance functions. The data held includes “sensitive personal data” as defined in the Data Protection Act 1998. Data may be transferred to certain third parties who are contracted by the client or Jolly Green Sherpas to perform personal and related functions on their behalf.
9b. Jolly Green Sherpas will not transfer any personal data to other third parties outside the Company without the consent of the staff/volunteer unless required to do so by law. You are required to comply with the terms of the Data Protection Act 1998.

10. Equal Opportunities

10a. You are required to comply with the Jolly Green Sherpas Equal Opportunities Policy. A copy of the policy can be obtained from Jolly Green Sherpas upon request. Breach of the policy will result in the termination of your Contract.

Jolly Green Sherpas Code of Conduct

By agreeing to the Terms and Conditions you acknowledge that you have received and agree to the Code of Conduct. Any of the following including the aiding and abetting of others constitutes a breach of the Terms and Conditions of employment and/or voluntary position.
You are not obliged to accept any Assignment offered by Jolly Green Sherpas but if you do so, during every Assignment and afterwards where appropriate, you will:
  1. Complete all required tasks promptly and diligently.
  2. Leave your position without permission or without sufficient cause.
  3. Behave in a civil manner to persons encountered in the course of duties and not misuse any position of authority in connection with the business of Jolly Green Sherpas or the clients.
  4. Co-operate with the Client’s reasonable instructions and accept the direction, supervision and control of any responsible person in the Client’s organisation.
  5. Observe any relevant rules and regulations, terms and conditions, policies and procedures of the Client’s establishment to which attention has been drawn or which you might reasonably be expected to ascertain.
  6. Take all reasonable steps to safeguard your own health and safety and that of any other person who may be present or be affected by his or her own health and safety and that of any other person who may be present or be affected by his or her actions on the Assignment and comply with the Health and Safety policies and procedures of the Client.
  7. Not engage in any conduct detrimental to the interests of the Client.
  8. Not at any time divulge to any person, nor use for his or her own or any other person’s benefit, any confidential information relating to the Client’s or Jolly Green Sherpas employees, workers, volunteers, business affairs, transactions or finances.
  9. Not consume alcoholic beverages before or during a shift.
  10. Arrive at shifts in plenty of time and sign in with the appropriate member of staff.
  11. There is a zero tolerance policy on drugs. Anyone found with or under the influence of drugs will be immediately removed from the festival site and blacklisted from all Jolly Green Sherpas events.
  12. Dress appropriately. Either in uniform provided by Jolly Green Sherpas or the client, or where uniform is not provided in clothing that enables you to carry out your role to the best of your ability. Take good care of your uniform, keeping it clean. Loss or damage of Uniform may lead to loss of some of your deposit.
  13. Not use uniform, equipment or identification without permission.
  14. Permitting unauthorised access to premises; event site; place of work.
  15. Notify the on duty supervisor before any absence. If, either before or during the course of an Assignment, you become aware of any reason why you may not be suitable for an Assignment, you shall notify the on duty supervisor before any absence.
  16. Failure to notify Jolly Green Sherpas immediately of any:
    • Conviction for a criminal and/or motoring offence
    • Indictment for any offence that may affect your work with Jolly Green Sherpas
    • Police caution or legal summons that may affect your work with Jolly Green Sherpas

Jolly Green Sherpas Health and Safety Policy for volunteers and paid staff and paid staff/volunteers

The purpose of this document is to provide a simple reference for Health and Safety guidance that all volunteers, paid staff and paid staff/volunteers working for Jolly Green Sherpas must adopt. It is intended to better ensure the health and safety of the Crew and others at the event.

By agreeing to the Terms and Conditions you acknowledge that you have received the Jolly Green Sherpas Health and Safety Policy for volunteers, paid staff and paid staff/volunteers.
  • Supervision for activities will be the responsibility of area organisers. Paid staff/volunteers working in teams will be advised of how to conduct the required activities by their area organisers.
  • Paid staff/volunteers must not interfere with anything provided to safeguard their Health and Safety
  • Paid staff/volunteers must take reasonable care of their own Health and Safety.
  • Paid staff/volunteers must ensure that they are not under the influence of Alcohol or Drugs (other than prescription drugs). No machinery or vehicles should be used if under the influence of Alcohol or Drugs.
  • Paid staff/volunteers should not attempt activities that they are not physically capable of. Supervisors should be advised of any relevant conditions, and the limitations that it imposes.
  • Paid staff/volunteers must not conduct activities in a way other than that indicated by the appropriate area organiser as this may compromise their or other’s health and safety.
  • Paid staff/volunteers must not use equipment (plant, equipment, vehicles) that they have not been trained in the use of, and unless instructed to do so by a supervisor.
  • Paid staff/volunteers should take particular care to act responsibly when conducting work at height. This must only be done when instructed to do so, and when the correct instruction has been provided. If working more than 6ft above the ground or a floor a safety harness must be used.
  • Paid staff/volunteers should take particular care to act responsibly when conducting work that requires the lifting of objects.
  • Paid staff/volunteers should ensure that they wear appropriate protective clothing etc. for activities. For most work no special equipment is required, but the following are items that may be appropriate:
  • Hard hats in “hard hat” areas. Generally this will be in areas where work is being conducted above – such as around stages when they are being constructed or dismantled.
  • Gloves – particularly when carrying items with sharp edges (such as fencing panels)
  • Sun cream should be worn when spending extended periods in the sun.
  • Ear Plugs should be worn in areas of high noise – such as around amplified music or loud drumming.
  • Care should be taken in wearing clothing and footwear that will generally avoid risk of injury from sharp or heavy objects etc.
  • Paid staff/volunteers should take care when working in areas that are poorly lit. If necessary supplementary lighting should be obtained, or work should be continued when there is more light.
  • Emergency evacuation / crowd control – the procedure on the back of the issued site plans should be read and understood. Paid staff/volunteers should always ensure that they have a copy.
  • If Paid staff/volunteers are attacked or threatened with a view to gaining access to an area of the site, stealing money or goods or for any other reason, they must act in such a way as to minimise danger to themselves.
  • Area supervisors will have been made aware of fire procedures and the use of fire extinguishers. Paid staff/volunteers should familiarise themselves with the location of these in their work area and in particular with the different types of fire extinguishers. It should be noted that the primary purpose of fire extinguishers is to assist a safe exit from a fire – and not to attempt to put out a fire completely. Care should also be taken to note what type of fires the different types of extinguishers should be used on.
  • Any Health and Safety issues or concerns should be reported to supervisors or to the site services crew.