VOLUNTEER
TERMS AND CONDITIONS

Pasifika Vibes Festival 2025 – Volunteer Agreement & Code of Conduct

This Volunteer Agreement and Code of Conduct (“Agreement”) is made between the Pasifika Vibes Festival Organisers, namely Pasifika Families Inc. (“Organisers”) and the undersigned volunteer (“Volunteer”). By signing this Agreement, the Volunteer agrees to the following terms and conditions while performing volunteer duties or attending any volunteer meetings before, during, or after the Pasifika Vibes Festival event scheduled to be held on Monday 5th May 2025, at Pine Rivers Showgrounds, 757 Gympie Rd, Lawnton QLD 4501 (“Event”):

1. Volunteer Applicant Definition For the purpose of this Agreement, a “Volunteer Applicant” refers to any individual or group representative who has submitted a Volunteer Application Form for consideration by the Organisers. A “Volunteer” refers to an Applicant whose application has been approved by the Organisers. The terms of this Agreement apply to all Volunteer Applicants upon submission of the form and to all approved Volunteers throughout their participation in the Event.

2. Binding Agreement Upon Submission This Agreement serves as a legally binding contract between the Volunteer Applicant and the Organisers upon submission of the Volunteer Application Form. If the application is approved, the Volunteer Applicant will be designated as a Volunteer, and their role and obligations under this Agreement will be confirmed.

3. Intellectual Property and Copyright: All intellectual property rights, including but not limited to photographs, videos, written content, and promotional materials related to the Event, are the sole property of the festival organisers, Pasifika Families Inc. Volunteers are prohibited from using such materials for personal or commercial purposes without explicit written consent from the Organisers.

4. Adherence to Festival Code of Conduct: The Volunteer agrees to adhere to the Festival Code of Conduct at all times. This includes maintaining a high standard of behaviour, respect, and professionalism while representing the festival. The Festival Code of Conduct can be found here: https://pasifikavibesfestival.com/terms-of-entry/.

5. Non-Poaching Clause: The Volunteer agrees not to approach any stall-holders, entertainers, or stakeholders with the intention of poaching them for their own or other third-party aims, agendas, or events.

6. Prohibition on Solicitation: The Volunteer agrees not to approach any festival attendees with the aim of soliciting them or selling them any goods, services, or ideas for their own or other third-party aims, agendas, or events.

7. Compliance with Festival Terms and Conditions: The Volunteer agrees to comply with the terms and conditions of entry to the festival, as well as all festival policies and procedures. The Festival Terms and Conditions can be found here: https://pasifikavibesfestival.com/terms-of-entry/.

8. Respect for Privacy and Confidentiality: The Volunteer will respect the privacy and confidentiality of all individuals and information encountered while volunteering, unless disclosure is legally mandated.

9. Prohibition of Discrimination and Harassment: The Volunteer agrees to create an inclusive environment free from discrimination, harassment, and retaliation. This includes respecting the diversity and dignity of all individuals.

10. Safety and Compliance: The Volunteer agrees to follow all safety guidelines and instructions provided by the Organisers and to report any hazardous conditions or concerns to the Organisers immediately.

11. Use of Festival Property and Resources: The Volunteer agrees to use festival property and resources responsibly and only for the purposes of festival-related activities.

12. Reporting Obligations: The Volunteer must report any unethical behaviour, policy violations, or concerns to the Organisers promptly.

13. Reporting Issues: Volunteers are required to report any issues, incidents, or concerns to the Organisers immediately, including breaches of conduct by others.

14. Alcohol and Drug-Free Environment: The Volunteer agrees to abstain from the use of alcohol and illegal substances while performing volunteer duties.

15. Drug and Alcohol Policy: Volunteers must comply with the festival’s policy regarding drugs and alcohol, which prohibits their use during volunteering hours.

16. Media and Public Statements: The Volunteer agrees not to make any unauthorised public statements or media releases on behalf of the festival or the Organisers.

17. Termination of Volunteer Role: The Organisers reserve the right to terminate the volunteer role of any individual who breaches this Agreement or behaves in a manner that is not consistent with the values and standards of the festival.

18. Respectful Interaction: Volunteers must interact respectfully with vendors, entertainers, stakeholders, and attendees. Any communication should be professional and solely related to the Event on the day.

19. Non-Contact Clause: Volunteers are restrained from contacting any of the vendors, entertainers, stakeholders, or attendees for personal gain or purposes unrelated to the Event. All communications must be strictly within the scope of the festival’s activities and under the direction of the Organisers.

20. Professional Conduct: Volunteers are expected to conduct themselves in a manner that positively reflects the values and ethos of the Event. This includes appropriate dress, language, and behaviour.

21. Punctuality and Reliability: Volunteers must adhere to the schedules and commitments agreed upon, arriving on time and fulfilling their assigned duties.

22. Confidentiality: Volunteers must maintain the confidentiality of any sensitive information they may come across in their role, including personal data of attendees, operational details, or internal communications.

23. Conflict of Interest: Volunteers must disclose any conflicts of interest that might impact their role at the festival, including relationships with vendors or entertainers.

24. Property Care: Volunteers must take care in handling festival property and equipment, using them responsibly and returning them in the condition they were received.

25. Compliance with Laws: Volunteers must comply with all relevant laws and regulations while participating in the festival, including those related to health and safety.

26. Termination of Role: The Organisers reserve the right to terminate a volunteer’s role for breach of any of these terms and conditions or for any conduct deemed inappropriate or harmful to the festival’s reputation or operations.

27. Amendment and Modification of Terms and Conditions:

(i) Right to Amend: The Organisers reserve the right, at their sole discretion, to amend, modify, add, or remove portions of these Terms and Conditions at any time without prior notice. It is the responsibility of the Volunteer to periodically review these Terms and Conditions for any updates or changes.

(ii) Effect of Amendments: Any amendments or modifications to these Terms and Conditions will be effective immediately upon their posting on the festival’s official website or other official communication channels, unless otherwise stated. Continued participation as a Volunteer in the Festival following the posting of any such changes will constitute acceptance of those changes.

(iii) Responsibility to Stay Informed: Volunteers are encouraged to frequently visit the festival’s official website or to maintain contact with the Organisers to stay informed about the latest Terms and Conditions, as well as any other relevant festival updates or information.

(iv) Binding Agreement: These Terms and Conditions, as amended from time to time, will constitute a binding agreement between the Volunteer and the Organisers. By applying to be a Volunteer and participating in the Festival, the Volunteer agrees to be bound by these Terms and Conditions and any amendments thereto.

28. Agreement to Terms Upon Submission:

By submitting the Pasifika Vibes Festival 2025 Volunteer Application Form, the Volunteer Applicant acknowledges and agrees to abide by the terms set forth in this Agreement.

(i) Effective Date

This Agreement takes effect upon submission of the Volunteer Application Form and remains valid for the duration of the Volunteer’s involvement with the Festival.

(ii) Conditional Approval

• If the application is approved, the Volunteer Applicant will be designated as a Volunteer and expected to fulfil all obligations outlined in this Agreement.
• If the application is not approved, this Agreement ceases to have effect, except for any confidentiality or intellectual property obligations that may apply.