Volunteer Agreement

This Volunteer Agreement is a description of the arrangement between us, (Nine Worlds), and you (the volunteer) in relation to your voluntary work. The intention of this agreement is to assure you that we appreciate your volunteering with us and to indicate our commitment to making your volunteer experience a positive and rewarding one.

Part 1: Nine Worlds

We, Nine Worlds, accept your voluntary services in connection with Nine Worlds Geekfest 2018.

The attached task list describes some of the work you may be required to undertake as a volunteer. This work is designed to support the smooth operation of the convention for the benefit of all the attendees and volunteers. If you are not certain which section of the task list applies to you, please ask the head of your team, or a member of the management team for clarification.

We commit to the following:

1. Induction and training

We will provide an appropriate induction on the work of Nine Worlds, its staff, your volunteering role and the training necessary to assist you in meeting the responsibilities of your volunteering role.

2. Supervision, support and flexibility

We will define the appropriate standards of service we wish to provide, communicate them to you, and encourage and support you to achieve and maintain them as part of your voluntary work during the convention.

3. Accommodation, Food and Expenses

  • Where previously agreed, shared bed and breakfast accommodation will be provided for full time volunteers.
  • Light refreshments and drinks will be provided throughout your shift(s).
  • Hi-vis clothing will be provided to you where necessary. Any other clothing provided (such as T-shirts) may be worn at the volunteer’s discretion as part of the marketing for the convention.
  • The above items will be covered in lieu of expenses.
  • Unless previously agreed, we will not be able to cover travel and other expenses connected with your attendance at the convention.

4. Health and safety

  • We will provide adequate training and feedback in support of your volunteering activities.
  • You will be instructed on the use of protective equipment if required, and this may be provided for you if available. If you are unable to use protective equipment, or it is not available, there are some tasks we will ask you not to undertake.

5. Timesheets

We may operate a time logging system to help us balance workloads, and part-time volunteers may be asked to log their volunteering hours. If time logging is in operation, a timesheet will be available in the operations HQ.

6. Problems

  • We will endeavour to resolve any problems, grievances or difficulties which may be encountered while you volunteer with us in a fair and just manner;
  • In the event of an unresolved problem, we will offer an opportunity to discuss the issues with a member of the management team.

Part 2: The volunteer

This agreement is binding in honour only. It is not intended to be legally binding contract between us and may be cancelled at any time at the discretion of either party. Neither of us intends any employment relationship to be created either now or at any time in the future.

If you agree to be a volunteer with Nine Worlds you commit to the following:

  • To help Nine Worlds fulfil its aim to provide an inclusive and accessible popular culture convention.
  • To perform the volunteer role to the best of your ability.
  • To adhere to the organisation’s rules, procedures and standards, including health and safety procedures and its anti-harassment policy in relation to its staff, volunteers and clients. The anti-harassment policy can be found on the website at: https://nineworlds.co.uk/anti-harassment-policy. A hard copy can be provided on request.
  • To check that any protective equipment you are using is intact and safe to use when it is required for a task.
  • To take care of all equipment, furniture and other items you are asked to handle.
  • To maintain the confidential information of the organisation and of its clients.
  • To meet the time commitments and standards requested, other than in exceptional circumstances, and provide reasonable notice so that alternative arrangements can be made if you need to withdraw.


Tech Volunteers

Tasks include, but are not limited to:

  • Inventorying equipment
  • Staffing the tech desk
  • Triaging and dispatching techs to reported issues
  • Troubleshooting laptops, sound, lighting and video equipment
  • Carrying and sorting equipment
  • Running cables
  • Putting together and dismantling the staging in the main hall
  • Loading and unloading the tech lorry

Ops Volunteers

Tasks include, but are not limited to:

  • Stewarding
  • Gophering (going-fer things)
  • Staffing the registration desk
  • Staffing the information desk

Management Team

Tasks include, but are not limited to:

  • Being responsible for your designated management function(s) and any deputy you recruit and brief
  • Remaining in regular contact with the management team and Director of Nine Worlds via the Nine Worlds team on Slack
  • Reporting regularly on progress to the management team and Director of Nine Worlds
  • Remaining in regular contact with any team members for whom you have responsibility
  • Answering queries, arranging training, and distributing documents and guidance as required
  • Seeking authorisation from the Director of Nine Worlds before committing Nine Worlds to any level of financial commitment outside your agreed budget (if any)

Content Producers

Tasks include, but are not limited to:

  • Designing programme
  • Responding to prospective content creators and programme participants in a timely and helpful manner
  • Remaining in regular contact with the Heads of Content via the Nine Worlds team on Slack and/or email
  • Meeting deadlines for providing specified information to the Heads of Content
  • Liaising with other producers to share information, ideas and participant contacts with the aim of creating a coherent, collaborative programme
  • Seeking authorisation from the Heads of Content before committing Nine Worlds to any level of financial commitment outside your agreed budget (if any)

Access Co-ordinator

Tasks include, but are not limited to:

  • Producing an access report and access information for publication on the website, in newsletters and in the convention materials
  • Answering queries from attendees about access issues
  • Working as part of the management team, with Content Producers and other volunteers to ensure that the convention is as accessible as possible for everyone