Terms and Conditions for NijiPop Culture Festival Volunteers

Introduction

Welcome to the NijiPop Team! This document outlines key terms and conditions that protect both the festival and its volunteers. Your role is critical, and adherence to these terms ensures a successful and safe event for everyone.

Eligibility Requirements

The success of our community event greatly depends on the dedication and capability of our volunteers. To ensure a productive and harmonious working environment, we have established the following eligibility requirements for volunteers:

Age Requirement

• Minimum Age: Volunteers must be at least 16 years old. This age requirement is set to ensure that all volunteers are capable of taking on responsibilities independently.

Technical Requirements

• Mobile Phone: Volunteers must have a phone for constant communication and staying in the loop with event updates and planning progress.
• Google Account: NijiPop Culture Festival leverages the full capabilities of the Google Workspace Suite. Please ensure that you have an active Google Account.
• Google Chat: We use Google Chat as our official communications hub thanks to its tight integration with Google Workspace. This also allows us to have a dedicated messaging application from separate personal messaging apps (Messenger) and other online messaging platforms (Discord, TeamSpeak).

Skills and Qualifications

• Basic Skills: All volunteers should possess basic communication and interpersonal skills. This is crucial for effectively interacting with team members, event staff, and attendees.
• Role-Specific Skills: Certain volunteer roles may require specific skills or qualifications. For example, roles in technical support might need basic IT knowledge, while roles in guest services might require strong customer service skills.
• Physical Requirements: Some roles may have physical demands, such as lifting or standing for extended periods. Volunteers should be capable of meeting these demands where applicable.

Background Check

• Safety and Security: For certain positions, especially those involving interaction with minors or handling sensitive information, volunteers may be subject to background checks. This is to ensure the safety and security of all event participants.

Language Proficiency

• Communication: Volunteers should have a proficient level of language ability in the primary language of the event to ensure clear communication.

Availability

• Time Commitment: Volunteers must be able to commit to the time requirements of their specific roles, including any necessary preparation or follow-up tasks. More information can be found at the Time Commitment section.
• Tight Turnaround Times: Due to the volatile nature of events organizing, there may be situations where tasks may be assigned with tight deadlines. You may ask help from fellow team members or volunteers for help should you need assistance to accomplish them.

Training

• Mandatory Training Sessions: Volunteers must attend any required training sessions or orientation programs. This ensures that they are adequately prepared and understand their roles and responsibilities.

Conduct and Character

• Professionalism: Volunteers should exhibit a professional demeanor, showing respect and courtesy to all. They should also align with the values and objectives of the event.
• Health Considerations: Volunteers must be in good health and able to perform their duties. If a volunteer has any existing medical conditions, they should disclose this information during the application process to ensure their well-being during the event.

Volunteer Roles and Responsibilities

• Each volunteer role has defined tasks and expectations. Failure to meet these may result in termination of the volunteer role.
• Volunteer roles and responsibilities are outlined in the NijiPop Teams and Positions page.

Time Commitment

Self-Managed Time Commitment Approach

At NijiPop Culture Festival, we acknowledge the diverse schedules and commitments of our volunteers. Therefore, we have adopted a self-managed time commitment approach, allowing volunteers to have flexibility in managing their hours as long as they accomplish their assigned tasks by the provided deadlines.

Key Aspects of the Self-Managed Time Commitment Policy

1. Task-Based Commitment

   • Volunteers are assigned specific tasks with clear objectives and deadlines.
   • The focus is on the completion of tasks rather than the number of hours worked.

2. Flexibility

   • Volunteers have the liberty to choose their working hours.
   • This approach accommodates personal schedules and maximizes volunteer productivity and satisfaction.

3. Responsibility and Accountability

   • While offering flexibility, this policy also places a high level of responsibility on volunteers to manage their time effectively and meet deadlines.
   • Volunteers are accountable for the timely and quality completion of their tasks.

4. Deadline Adherence

   • Adherence to deadlines is crucial. Volunteers must ensure that their tasks are completed by the set deadlines.
   • Failure to meet deadlines without valid reasons may impact the volunteer’s standing and could lead to a review of their role at the event.

5. Communication

   • Daily check-ins are not required.
   • Task updates are required to monitor progress. This is done on a daily basis.
   • Volunteers are encouraged to communicate proactively with their coordinators, especially if facing challenges in meeting deadlines.

6. Collaboration

   • While managing individual tasks, volunteers should also be aware of how their work fits into the larger team effort and collaborate accordingly.

Benefits of This Policy

• Empowerment: Empowers volunteers by giving them control over their work schedules.
• Efficiency: Focuses on task completion, which can lead to more efficient work as volunteers manage their time to meet deadlines.
• Inclusivity: Makes volunteering more accessible to those with varying time constraints.

Expectations for Volunteers

• Volunteers are expected to be self-disciplined and well-organized to manage their tasks effectively.
• Volunteers should communicate promptly with their team coordinators if encountering any obstacles that might affect their task completion. This will enable coordinators to assist or reassign tasks as needed. This includes, but are not limited to:
  • Emergencies
  • Urgent personal commitments
  • Educational commitments
  • Limited experience on the task or matter assigned
• Repeated failure to complete tasks by the deadline without reasonable cause may result in a strike under the Two-Strike Policy.

Training and Orientation

• Mandatory training sessions provide necessary information about roles, safety, and festival policies. Absence from these sessions may count as a strike under the Two-Strike Policy.

Code of Conduct

This Code of Conduct outlines the standards and expectations for all volunteers participating in the NijiPop Culture Festival. Our goal is to ensure a safe, enjoyable, and inclusive event for everyone involved.

Professionalism and Respect

• Conduct yourself in a professional and courteous manner at all times.
• Treat all attendees, fellow volunteers, staff, and artists with respect, dignity, and kindness.

Integrity and Honesty

• Carry out your duties honestly and responsibly.
• Avoid any actions that could be perceived as fraudulent, misleading, or unethical.

Non-Discrimination and Inclusivity

• Embrace diversity and inclusivity. Discrimination of any kind, whether based on race, gender, religion, sexual orientation, age, or disability, is strictly prohibited.
• Promote a culture of inclusivity and respect for all.

Harassment and Bullying

• Harassment, bullying, or any form of abuse (verbal, physical, or online) is unacceptable.
• Report any incidents of harassment or bullying immediately to the event supervisors.

Substance Abuse

• The use or possession of illegal drugs or excessive consumption of alcohol while on duty is strictly prohibited.
• Volunteers must not be under the influence of substances that impair judgment and performance.

Confidentiality

• Respect confidentiality. Do not disclose any proprietary or sensitive information without proper authorization.
• Understand that sharing internal communications, event plans, or private data is a breach of trust.
• More information can be found at the Confidentiality Agreement section.

Compliance with Laws and Policies

• Adhere to all applicable laws and regulations.
• Familiarize yourself with and follow all festival policies and procedures.

Conflict of Interest

• Avoid conflicts of interest that could compromise your ability to perform your duties impartially.
• Declare any potential conflicts of interest to the organizing committee.

Use of Festival Property and Resources

• Use festival resources, including equipment and materials, responsibly and only for their intended purpose.
• Report any damage or loss of property immediately.

Image and Representation

• Understand that as a volunteer, you represent the NijiPop Culture Festival. Your actions and words should positively reflect the festival’s values.
• Use social media responsibly. Do not post harmful or offensive content related to the festival, its attendees, or other volunteers.

Response to Emergencies

• In an emergency, follow the established protocols and instructions from the organizing committee.
• Prioritize safety and act calmly and efficiently.

Feedback and Continuous Improvement

• Provide constructive feedback to improve the festival.
• Be open to receiving feedback for your own improvement.
• You may submit feedback or grievances directly or anonymously through the channels listed in the Feedback and Grievances section.

Two-Strike Policy

The Two-Strike Policy is designed to maintain high standards of conduct among volunteers and ensure a positive, productive environment at the community event. This policy helps in upholding the event's values and operational efficiency. Here's a detailed breakdown:

Actions Leading to a Strike

1. First Strike Offenses

   • Minor Misconduct: Includes tardiness, unexcused absence, minor breaches of the Code of Conduct, or failure to perform assigned duties effectively.
   • Negligence: Failing to adhere to safety protocols or event guidelines that do not result in serious consequences.
   • Inappropriate Behavior: Disrespectful or unprofessional behavior towards staff, attendees, or other volunteers that doesn’t escalate to harassment.

2. Second Strike Offenses

   • Repeated Minor Offenses: Committing the same or similar minor offenses after receiving the first strike.
   • Major Misconduct: Includes harassment, discrimination, theft, vandalism, or being under the influence of drugs or alcohol while on duty.
   • Serious Safety Violations: Actions that compromise the safety of self, others, or the event.
   • Breach of Confidentiality: Unauthorized disclosure of sensitive information.

Issuance of Strikes

• First Strike: When a volunteer commits a minor offense, they are issued a first strike, accompanied by a formal warning. The incident is documented, and the volunteer is informed about the implications of receiving a second strike.
• Second Strike: If the volunteer commits another minor offense or is found guilty of a major offense, a second strike is issued. This results in immediate dismissal from their volunteer role.

Importance of the Two-Strike Policy

• Ensures Accountability: Volunteers understand that their actions have consequences, promoting responsibility and adherence to event standards.
• Protects Event Integrity: By addressing misconduct swiftly, the policy helps maintain the event's positive environment and reputation.
• Safety and Security: The policy underscores the seriousness of safety violations, ensuring a safe environment for everyone.
• Fairness and Transparency: Clear guidelines on what constitutes a strike make the policy fair and transparent.
• Opportunity for Correction: The first strike serves as a warning, giving volunteers a chance to improve their behavior before facing dismissal.

Serious offenses

Serious offenses may warrant immediate dismissal without going through the two-strike process. The event management reserves the right to determine the severity of the offenses and take appropriate action.

Safety and Liability

• Volunteers are required to follow all safety protocols. The festival is not liable for injuries or damages resulting from a volunteer’s failure to adhere to safety guidelines.
• A liability waiver must be signed, releasing NijiPop from claims related to injuries or damages incurred while volunteering.

Cancellation and Termination

• Volunteers must provide notice if unable to fullfill their commitment. Failure to provide notice may result in a strike.
• NijiPop reserves the right to terminate a volunteer’s role for non-compliance with these terms.

Confidentiality Agreement

• Volunteers may come into contact with confidential information. Any unauthorized disclosure of such information may result in immediate dismissal and legal action.
• This confidentiality obligation remains in effect even after the festival concludes.

Use of Image and Likeness

• Consent is given for NijiPop to use volunteers' images and likenesses in promotional materials without compensation.

Benefits and Recognition

Volunteering at our community event offers numerous non-monetary benefits and recognition, acknowledging the valuable contribution and commitment of our volunteers. Here's a detailed overview:

Skill Development and Experience

• Professional Growth: Volunteers gain practical experience in various aspects of event management, enhancing their skills in areas such as teamwork, leadership, problem-solving, and communication.
• Resume Enhancement: The experience and skills gained can be a valuable addition to a volunteer's resume, particularly for those pursuing careers in event management, public relations, or community service.

Networking Opportunities

• Building Connections: Volunteers have the opportunity to meet new people, including other volunteers, professionals in the event industry, and community leaders, which can lead to lasting personal and professional relationships.

Community Service and Social Impact

• Making a Difference: By contributing their time and skills, volunteers directly impact the success of the event and, consequently, the community it serves.
• Fulfillment: There is a profound sense of fulfillment and personal satisfaction in being part of a team that brings a positive experience to the community.

Learning Opportunities

• Workshops and Training: Access to various workshops and training sessions, providing learning experiences that extend beyond the scope of their volunteer role.

Event Access

• Behind-the-Scenes Experience: Volunteers often have access to the event in ways the general public does not, including behind-the-scenes glimpses of event operations.
• Complimentary Access: Depending on the nature of the event, volunteers might receive complimentary access to certain areas or activities.

Recognition and Appreciation

• Certificates of Participation: Volunteers receive certificates acknowledging their contribution, which can be a testament to their community involvement.
• Acknowledgement in Event Materials: Where appropriate, volunteers may be acknowledged in event programs, websites, or social media, highlighting their crucial role in the event’s success.

Feedback and Grievances

• A formal process is being formulated for submitting feedback or grievances.

Amendments

• These terms are subject to change at any time. Volunteers will be notified of any significant amendments.

Acknowledgement and Agreement: By volunteering, I acknowledge that I have read, understood, and agree to the terms and conditions outlined above. I understand that failure to adhere to these terms may result in termination of my volunteer role.