VOLUNTEERTERMS AND CONDITIONS
PASIFIKA VIBES FESTIVAL 2026 (PVF26) VOLUNTEER TERMS & CONDITIONS and CODE of CONDUCT
Pasifika Vibes Festival is a family-friendly community cultural festival organised by Pasifika Families Inc., bringing together Pasifika, Māori and multicultural communities to celebrate culture, community, creativity, food, performance and connection.
Volunteers make an important contribution to the safe and successful operation of the Festival. These Volunteer Terms & Conditions and Code of Conduct set out the conditions applying to volunteer participation and the standards of behaviour expected of Festival Volunteers.
These Terms operate alongside the Festival’s general Terms of Entry & Code of Conduct and any role-specific instructions, training, procedures or requirements communicated to Volunteers.
Please read these Terms carefully before submitting a Volunteer Application.
Part 1 – Scope, Definitions & Volunteer Relationship
1. Festival and Organiser
1.1 Pasifika Vibes Festival 2026 (“Festival”) is organised by Pasifika Families Inc. (“PFI”, “Organisers”, “we”, “us” or “our”).
1.2 The Festival will be held at Pine Rivers Showgrounds, 757 Gympie Road, Lawnton QLD 4501, on Sunday 4 October and Monday 5 October 2026, together with authorised preparation, setup, pack-down and related Festival activities.
2. Application of these Terms
2.1 These Volunteer Terms & Conditions and Code of Conduct (“Terms”) apply to persons who apply for, are accepted for, or participate in volunteer activities associated with the Festival.
2.2 Volunteers must also comply with:
- the Festival’s Terms of Entry & Code of Conduct;
- reasonable directions given by authorised Festival Personnel;
- applicable role descriptions, inductions, procedures and safety requirements; and
- applicable laws, regulatory requirements and lawful directions of emergency services or government authorities.
2.3 Where a particular volunteer role is subject to additional written requirements, those requirements apply together with these Terms.
3. Definitions
In these Terms:
Applicant means a person who submits an application to volunteer at the Festival.
Volunteer means an Applicant who has been accepted or otherwise authorised by PFI to undertake volunteer duties.
Volunteer Coordinator means the person appointed by PFI to coordinate Festival Volunteers, including an authorised delegate.
Team Leader means a person appointed or authorised to supervise a volunteer team, role, area or activity.
Event Management means persons authorised by PFI to make Festival operational or management decisions.
Festival Personnel includes authorised PFI representatives, Event Management, Volunteer Coordinators, Team Leaders, Volunteers, contractors, Security, First Aid personnel and other authorised persons performing Festival functions.
Festival Site includes Pine Rivers Showgrounds and any other location, parking area, pedestrian area or operational location at which a Volunteer has been authorised to perform Festival duties.
4. Application and Selection
4.1 Submission of a Volunteer Application does not guarantee selection or allocation to a particular role, team, day or shift.
4.2 PFI may consider matters including:
- availability;
- role preferences;
- skills and experience;
- suitability for particular duties;
- qualifications, licences, training or competencies where relevant;
- safety and operational requirements; and
- Festival staffing needs.
4.3 PFI may accept or decline an application subject to applicable law.
4.4 PFI may request further information reasonably required to assess an application or allocate a suitable role.
5. Genuine Volunteer Relationship
5.1 Participation as a Festival Volunteer is voluntary and unpaid.
5.2 A Volunteer is not engaged as an employee merely by participating under these Terms.
5.3 No wages, salary or other remuneration are payable for volunteer service unless PFI expressly enters into a separate written arrangement providing otherwise.
5.4 Any volunteer shirt, identification, meal, meal voucher, refreshments, parking arrangement, recognition item or similar benefit provided by PFI is supplied for identification, operational support, welfare, convenience or appreciation and does not constitute wages or remuneration.
5.5 Nothing in these Terms alters any status, right or obligation imposed by law irrespective of how the relationship is described.
6. Accuracy of Information and Eligibility
6.1 Applicants must provide information that is accurate and not knowingly false or misleading.
6.2 A Volunteer must advise PFI if information provided in their application materially changes where that change may affect:
- availability;
- ability to perform an allocated role safely;
- a qualification, licence, competency or authorisation required for the role; or
- another matter reasonably relevant to the Volunteer’s duties.
6.3 Volunteers must not claim to possess a qualification, licence, authority, competency or experience they do not hold.
6.4 PFI may require reasonable evidence of qualifications, licences, training, competencies or authorisations relevant to a role.
Part 2 – Role Allocation, Shifts & Operational Responsibilities
7. Role Allocation
7.1 Volunteer roles may include, without limitation:
- admissions and gate operations;
- attendee information and assistance;
- volunteer coordination;
- Children’s Village and family activity support;
- cultural workshop support;
- stallholder liaison and operational support;
- parking and pedestrian assistance;
- stage, backstage and production support;
- VIP and guest coordination;
- site and operational assistance;
- setup and pack-down; and
- other reasonable Festival duties for which the Volunteer is suitable and authorised.
7.2 Role preferences will be considered where reasonably practicable but cannot be guaranteed.
8. Reassignment of Duties
8.1 PFI may alter a Volunteer’s role, team, location, duties, shift or reporting arrangement where reasonably required because of:
- operational requirements;
- staffing levels;
- safety or welfare considerations;
- weather or site conditions;
- changes to Festival programming or layout;
- the Volunteer’s demonstrated skills or suitability;
- an emergency or incident; or
- another reasonable Festival requirement.
8.2 Volunteers should advise their Team Leader or Volunteer Coordinator if they reasonably believe they cannot safely or competently perform an allocated task.
8.3 Volunteers must not assume duties substantially outside their authorised role merely because assistance appears necessary. Where practicable, they should first seek direction from appropriate Festival Personnel.
9. Specialist and Restricted Roles
9.1 Some volunteer roles may require specific qualifications, training, competencies, licences, checks, authorisations, inductions or additional conditions.
9.2 A Volunteer must not perform a restricted or specialist function unless specifically authorised and all applicable requirements have been satisfied.
9.3 Unless appropriately authorised and qualified, a general Volunteer must not:
- perform licensed security functions;
- act as designated Festival First Aid or medical personnel;
- perform electrical, rigging or other specialist technical work;
- operate vehicles, machinery or equipment requiring competency or authorisation; or
- stop, direct or control vehicular traffic where specific training or authorisation is required.
10. Event Traffic Marshals
10.1 Appointment as a general Festival Volunteer does not authorise a person to act as an Event Traffic Marshal (“ETM”).
10.2 A Volunteer separately engaged as a Queensland Department of Transport and Main Roads ETM must:
- satisfy applicable training and competency requirements;
- complete any additional Festival induction or engagement requirements;
- perform ETM duties only at authorised locations and within the applicable approved Traffic Guidance Scheme;
- comply with required procedures and equipment requirements; and
- follow lawful role-specific directions.
11. Availability and Shifts
11.1 Volunteers should provide their availability accurately.
11.2 Once a Volunteer accepts an allocated shift, PFI relies on that commitment when planning Festival operations.
11.3 Volunteers should make reasonable efforts to attend and complete accepted shifts.
11.4 If a Volunteer becomes unavailable, expects to arrive late or needs to leave early, they should notify the nominated Festival contact as soon as reasonably practicable.
11.5 PFI recognises that illness, emergencies and unforeseen circumstances may prevent attendance or completion of a shift.
12. Withdrawal
12.1 A Volunteer may withdraw from volunteering at any time.
12.2 Where practicable, Volunteers withdrawing before the Festival should notify PFI as early as possible.
12.3 A Volunteer needing to cease duties during a shift should notify their Team Leader or Volunteer Coordinator before leaving where reasonably practicable.
12.4 Nothing in these Terms requires a Volunteer to continue performing a task they reasonably believe presents an immediate and serious risk to health or safety. The Volunteer should cease the task and promptly report the concern.
Part 3 – Check-In, Identification & Authority
13. Check-In and Attendance
13.1 Volunteers must report to the designated check-in point or nominated location at the time advised.
13.2 Volunteers must complete any required sign-in or attendance process.
13.3 Volunteers must not sign another person in or out, record attendance for another person, or permit another person to volunteer using their registration or identification.
13.4 Volunteer positions are personal and cannot be transferred without PFI approval.
14. Briefings and Instructions
14.1 Volunteers must attend any briefing, induction or training required for their role.
14.2 Volunteers must follow reasonable instructions from persons authorised to direct their work.
14.3 Where an instruction is unclear, appears unsafe or conflicts with another instruction, the Volunteer should seek clarification rather than guessing.
15. Punctuality
15.1 Volunteers should arrive at the specified time, allowing sufficient time to check in and receive any necessary briefing.
15.2 Volunteers who are delayed should notify their nominated Festival contact as soon as reasonably practicable.
15.3 Repeated unexplained lateness, non-attendance or leaving a position without notification may result in reassignment or withdrawal of the volunteer role.
16. Volunteer Identification and Clothing
16.1 Volunteers may be issued a Festival volunteer shirt, credential, wristband, lanyard or other identification.
16.2 Where issued or required, identification must be worn or displayed while on duty.
16.3 Volunteer identification must not be transferred, altered, copied, misused or used to obtain unauthorised access or benefits.
16.4 Volunteers must wear clothing and footwear reasonably appropriate to their role and conditions.
16.5 Where PFI specifies high-visibility clothing, closed footwear, sun protection, personal protective equipment or another safety item, Volunteers must comply while performing the relevant duties.
17. Limits of Volunteer Authority
17.1 A Volunteer has only the authority reasonably associated with their allocated role and any additional authority expressly given by PFI.
17.2 Unless specifically authorised, Volunteers must not:
- enter agreements or commitments on behalf of PFI;
- promise payment, reimbursement, compensation, refunds or complimentary benefits;
- approve Stallholders, Entertainers, contractors or other Participants;
- alter Festival rules, schedules or operational arrangements;
- make representations to government authorities on behalf of PFI;
- provide an official media statement;
- represent that they can legally bind PFI; or
- exercise security, police, regulatory or statutory powers they do not possess.
17.3 Matters outside a Volunteer’s authority must be referred to appropriate Festival Personnel.
18. Chain of Command and Escalation
18.1 Volunteers should ordinarily raise operational matters with their Team Leader.
18.2 Matters requiring further attention may be escalated to the Volunteer Coordinator, Event Management or another authorised person.
18.3 Medical emergencies, serious threats, suspected criminal conduct, safeguarding issues or significant safety matters must be escalated promptly through the appropriate Festival or emergency channel.
18.4 Volunteers must cooperate with lawful or reasonable directions from Security, First Aid personnel and emergency services within their respective functions.
18.5 A Volunteer may report a serious concern directly to another appropriate senior Festival representative where reporting through their immediate Team Leader would be inappropriate.
Part 4 – Attendee Interaction & Restricted Areas
19. Interaction with Attendees and Participants
19.1 Volunteers are representatives of the Festival while on duty and must communicate courteously, calmly and respectfully.
19.2 Volunteers should provide information only where they reasonably believe it to be accurate.
19.3 Where a Volunteer does not know the answer to a question, they should seek assistance rather than knowingly provide incorrect information.
19.4 Volunteers must not unnecessarily argue with, provoke, intimidate or physically confront another person.
19.5 Where a person refuses a reasonable Festival direction and the matter cannot safely be resolved within the Volunteer’s role, the matter should be escalated.
19.6 Where a person becomes aggressive, abusive, threatening or violent, Volunteers must prioritise safety and seek assistance from appropriate Festival Personnel, Security, Police or emergency services.
19.7 Volunteers are not expected to place themselves at unreasonable personal risk in order to enforce Festival requirements.
20. Restricted and Operational Areas
20.1 Volunteer status does not provide unrestricted access throughout the Festival Site.
20.2 Volunteers may enter backstage, Green Room, VIP, technical, storage, controlled Children’s Village or other restricted areas only where required or authorised for their duties.
20.3 Volunteers must not use their credentials to provide unauthorised access to another person.
Part 5 – Health, Safety & Welfare
21. General Safety Responsibilities
21.1 Volunteers must take reasonable care for their own health and safety and avoid conduct that may unnecessarily endanger others.
21.2 Volunteers must:
- comply with reasonable safety instructions and procedures;
- perform only duties they are authorised and reasonably capable of performing;
- correctly use required safety equipment;
- not deliberately interfere with safety controls, barriers, signage or equipment;
- cease an activity where continuing would present an immediate and serious safety risk; and
- promptly report significant hazards, incidents and injuries.
21.3 Volunteers should seek assistance whenever uncertain about the safe way to perform a task.
22. Hazards and Unsafe Conditions
22.1 Volunteers should remain alert to hazards relevant to their duties and surroundings, including:
- slips, trips and falls;
- uneven, wet or damaged ground;
- vehicle and pedestrian movement;
- temporary structures, cables and barriers;
- electrical equipment;
- manual handling;
- weather exposure;
- crowd congestion;
- damaged equipment; and
- aggressive or unsafe behaviour.
22.2 Volunteers should avoid unnecessary exposure to a hazard, take simple safe action within their role where appropriate, and promptly report significant hazards.
22.3 Volunteers must not attempt specialist repairs or remedial work for which they are not authorised and competent.
23. Incidents, Injuries and Near Misses
23.1 A Volunteer who is injured, becomes unwell, is involved in a significant incident or witnesses a significant incident or near miss must report it as soon as reasonably practicable.
23.2 Immediate medical, security or emergency assistance takes priority over administrative reporting.
23.3 Volunteers must reasonably cooperate with incident reporting and provide accurate information where requested.
23.4 PFI may create and retain incident records for safety, insurance, operational, regulatory and legal purposes, subject to applicable privacy requirements.
23.5 Reporting or recording an incident does not itself determine legal responsibility or liability.
24. First Aid and Medical Emergencies
24.1 Designated First Aid arrangements will be in place for the Festival.
24.2 Volunteers should refer persons requiring medical assistance to the designated First Aid provider or obtain assistance through Festival communication procedures.
24.3 Emergency services should be contacted where circumstances require.
24.4 Unless appropriately qualified and authorised, a Volunteer must not represent themselves as Festival First Aid or medical personnel.
24.5 PFI may require a Volunteer to cease or modify duties where they appear unable to continue safely.
25. Emergency Procedures
25.1 Volunteers must follow applicable emergency information provided through inductions, briefings or Festival communications.
25.2 During an emergency, Volunteers must:
- follow lawful directions from authorised personnel and emergency services;
- undertake only duties within their role and capability;
- assist Attendees as directed where safe to do so; and
- not obstruct emergency personnel or emergency access.
25.3 Volunteers must not independently communicate an evacuation instruction unless authorised or immediate action is reasonably necessary to protect persons from imminent danger.
26. Manual Handling
26.1 Volunteers must use reasonable manual-handling practices and follow instructions provided for relevant tasks.
26.2 Volunteers must not attempt to move an item they reasonably consider beyond their safe capability.
26.3 Assistance or appropriate handling equipment should be used where required.
26.4 Volunteers must not work at height or use specialist lifting equipment unless specifically authorised, competent and appropriately equipped.
27. Equipment, Tools and Production Systems
27.1 Festival equipment may be used only where authorised as part of a Volunteer’s role.
27.2 Volunteers must use equipment appropriately, follow relevant instructions and report damaged or unsafe equipment.
27.3 Volunteers must not undertake electrical work or interfere with staging, rigging, audio, lighting or electrical distribution unless specifically authorised and appropriately competent or qualified.
28. Vehicles, Parking and Pedestrian Duties
28.1 Volunteers allocated to parking, pedestrian or access duties must comply with their role briefing, approved site arrangements and applicable traffic management requirements.
28.2 General parking and pedestrian Volunteers may provide information, indicate authorised parking locations and assist with orderly pedestrian and vehicle movement within the scope of their role.
28.3 General Volunteers must not:
- unnecessarily enter a live traffic lane;
- physically attempt to stop a moving vehicle;
- place themselves between moving vehicles;
- confront a driver;
- exercise powers they do not possess; or
- perform a traffic-control function requiring specific training or authorisation.
28.4 Driver non-compliance or unsafe behaviour must be escalated rather than physically enforced by a Volunteer.
28.5 Clause 28 does not authorise a person to act as an ETM.
29. Weather, Heat and Sun Safety
29.1 Volunteers should prepare appropriately for an outdoor event and changing weather conditions.
29.2 Volunteers should make reasonable use of hydration, sun protection, shade and rest opportunities.
29.3 Volunteers should notify their Team Leader if heat, dehydration, fatigue, illness or weather conditions are affecting their ability to perform safely.
29.4 PFI may relocate, modify, suspend or cease volunteer activities because of weather or site conditions.
30. Breaks and Volunteer Welfare
30.1 PFI will make reasonable arrangements for volunteer breaks having regard to shift length, operational requirements, weather and the nature of the role.
30.2 Volunteers should take reasonable breaks and should not unnecessarily continue duties where fatigue materially affects safe performance.
30.3 Meals, meal vouchers, refreshments or drinking water supplied to Volunteers are provided for welfare and hospitality and do not constitute remuneration.
30.4 Volunteers should bring any personal medication or items reasonably required for their own wellbeing.
30.5 Volunteers are encouraged to raise reasonable accessibility or welfare needs relevant to their duties so PFI can consider appropriate arrangements.
Part 6 – Children, Young People & Safeguarding
31. Safeguarding
31.1 Volunteers must behave appropriately in all interactions with children and young people.
31.2 Volunteers must:
- treat children and young people respectfully;
- maintain appropriate physical, verbal and behavioural boundaries;
- avoid intimidating, exploitative, sexualised, degrading or otherwise inappropriate conduct;
- not use their Festival role to establish inappropriate private contact with a child or young person;
- follow applicable safeguarding instructions; and
- promptly report safeguarding concerns through appropriate Festival channels.
31.3 Volunteers must not assume responsibility for supervising a child merely because they are identifiable as Festival Volunteers.
31.4 Unless expressly provided otherwise, Festival children’s activities do not constitute childcare and parents, guardians or responsible adults remain responsible for children in their care.
32. Blue Cards and Child-Related Roles
32.1 Whether a Volunteer requires a Blue Card or exemption card depends on the nature of the role and applicable Queensland law.
32.2 PFI may designate particular roles as requiring a current Blue Card, exemption card, organisational link or other working-with-children requirement.
32.3 A Volunteer must not commence a role for which a Blue Card, exemption card, organisational link or other legal prerequisite is required until that requirement has been satisfied and verified where applicable.
32.4 General Festival duties that involve only incidental contact with children do not automatically constitute child-related regulated employment.
33. Child-Facing Roles
33.1 Volunteers allocated to the Children’s Village or another child-facing activity must comply with any additional safeguarding, supervision or Blue Card requirements applying to their particular role.
33.2 Volunteers must not transport a child in a private vehicle or remove a child from the Festival Site unless specifically authorised under an appropriate emergency or safeguarding process.
33.3 Volunteers must not photograph or record children through their volunteer role except where authorised and consistent with Festival procedures.
34. Lost or Separated Children
34.1 Volunteers dealing with a lost or separated child or a report of a missing child must follow the Festival’s designated procedure.
34.2 Volunteers must not independently publish information, issue public announcements or conduct an uncontrolled search unless authorised.
34.3 Information concerning the child should be communicated only through appropriate Festival channels.
34.4 A child must not be released merely because another person claims to be their parent or guardian where Festival procedures require verification.
Part 7 – Code of Conduct
35. General Conduct
35.1 Volunteers must conduct themselves consistently with the Festival’s family-friendly, community and cultural character.
35.2 Volunteers must:
- behave respectfully and honestly;
- cooperate reasonably with Festival Personnel;
- treat Attendees, Participants and other Volunteers fairly and courteously;
- respect cultural differences and community values;
- comply with reasonable Festival directions; and
- avoid conduct creating an unreasonable safety or operational risk.
35.3 Volunteers must not engage in abusive, threatening, humiliating, intimidating, violent or deliberately offensive conduct.
36. Cultural Respect and Inclusion
36.1 Volunteers must treat Pasifika, Māori and other cultural traditions, identities, languages and community representatives respectfully.
36.2 Volunteers must not deliberately mock, demean, disrespectfully imitate, misrepresent or exploit cultural practices or identities encountered through their role.
36.3 Volunteers should follow reasonable cultural protocols communicated by PFI or relevant cultural representatives.
37. Discrimination, Bullying and Harassment
37.1 Unlawful discrimination, bullying, harassment, sexual harassment, vilification and victimisation are not acceptable in connection with Festival volunteering.
37.2 Volunteers must not engage in such conduct towards Volunteers, Festival Personnel, Participants, Attendees or other persons.
37.3 Serious inappropriate conduct should be reported to an appropriate Team Leader, Volunteer Coordinator or Event Management representative.
37.4 Where the concern involves the usual reporting person, the Volunteer may report directly to another appropriate senior Festival representative.
38. Alcohol, Drugs, Smoking, Vaping and Impairment
38.1 Pasifika Vibes Festival is an alcohol-free event.
38.2 Volunteers must not consume, possess, supply or be under the influence of alcohol or unlawful drugs while performing duties.
38.3 Volunteers must not perform duties while materially impaired by alcohol, drugs, medication, fatigue or another cause.
38.4 Volunteers are not required to disclose private medical information merely because they use lawful medication, but must not perform duties where its effects make doing so unsafe.
38.5 Smoking and vaping must comply with applicable law, venue and Festival restrictions and must not occur while actively performing volunteer duties.
39. Conflicts of Interest and Personal Benefit
39.1 Volunteers must not improperly use their Festival role for personal, financial or commercial advantage.
39.2 Volunteers should disclose an actual or significant potential conflict of interest that may affect their duties.
39.3 Without authorisation, Volunteers must not:
- provide preferential treatment because of a personal relationship;
- waive Festival requirements;
- accept money, commissions, kickbacks or substantial benefits for favourable treatment;
- misuse confidential Festival information; or
- use Festival access to pursue unrelated commercial interests.
40. Solicitation and Festival Contacts
40.1 Information, relationships and access obtained through volunteering must be used appropriately.
40.2 Volunteers must not use their role or Festival-held contact information to:
- solicit persons for unrelated commercial purposes;
- collect personal information for an unrelated organisation, business or campaign;
- add persons to private marketing or contact lists without appropriate consent;
- pressure Participants or Volunteers for the Volunteer’s own commercial advantage; or
- falsely represent that PFI endorses an unrelated activity.
40.3 Nothing in this clause prevents ordinary social interaction, networking or consensual exchange of contact details in a personal capacity.
Part 8 – Privacy, Confidentiality & Communications
41. Privacy and Personal Information
41.1 Volunteers may have access to personal information through their duties and must use it only for authorised Festival purposes.
41.2 Volunteers must not:
- retain or copy personal information for unrelated purposes;
- disclose it to unauthorised persons;
- photograph or screenshot records containing personal information without an authorised purpose;
- use Festival contact lists or databases privately; or
- publish personal information obtained through their role.
41.3 Suspected loss, misuse or unauthorised disclosure of personal information should be reported promptly.
41.4 PFI may collect, use, store and disclose Volunteer information for application assessment, volunteer administration, communications, Festival operations, safety, insurance, safeguarding, legal compliance and other legitimate Festival purposes.
41.5 Personal information will be handled in accordance with PFI’s Privacy Policy and applicable privacy legislation.
42. Confidential Information
42.1 Volunteers must not misuse or improperly disclose confidential information obtained through their role.
42.2 Confidential information may include personal information, internal contact details, access credentials, incident information, security arrangements, operational plans and other non-public information that a reasonable person would understand to be confidential.
42.3 Confidential information may be disclosed where authorised, required by law, or reasonably necessary to report suspected unlawful conduct or an immediate safety concern to an appropriate authority.
42.4 These obligations continue after volunteering ends while the information remains confidential.
43. Radios and Operational Communications
43.1 Volunteers issued a radio or given access to Festival communication channels must use them responsibly and primarily for authorised purposes.
43.2 Volunteers must follow applicable communication procedures, keep messages reasonably brief and clear, use appropriate language and protect sensitive information where practicable.
43.3 Emergency or priority communications take precedence over routine communications.
44. Social Media, Photography and Recording
44.1 Volunteers may take ordinary personal photographs or recordings when doing so does not interfere with their duties and complies with Festival rules.
44.2 Volunteer status does not provide unrestricted permission to photograph or record restricted areas, confidential documents, First Aid situations, security incidents, safeguarding matters or other sensitive circumstances.
44.3 Volunteers must not publish confidential information, personal information obtained through their duties or content falsely presented as an official PFI statement.
44.4 Volunteers expressing personal views must not falsely represent those views as those of PFI or Pasifika Vibes Festival.
45. Media Enquiries
45.1 Requests for official Festival comment must be referred to Event Management or another authorised PFI representative.
45.2 Unless specifically authorised, Volunteers must not represent themselves as official spokespersons for PFI.
Part 9 – Festival Property, Money & Resources
46. Festival Property
46.1 Volunteers must take reasonable care of Festival property and equipment entrusted to them.
46.2 Festival property must not be removed, transferred, copied or used for unrelated purposes without authorisation.
46.3 Loss, theft, damage or malfunction should be reported promptly.
46.4 Issued property must be returned when directed.
46.5 Normal wear or accidental damage arising from proper authorised use does not, by itself, amount to misconduct.
47. Personal Property
47.1 Volunteers remain responsible for taking reasonable care of personal belongings brought to the Festival.
47.2 PFI is not responsible for loss of or damage to personal property except where liability cannot lawfully be excluded.
48. Money, Ticketing and Financial Transactions
48.1 Volunteers must not collect, receive, refund, waive, transfer or otherwise deal with Festival money unless specifically authorised.
48.2 Volunteers undertaking admissions, ticketing, EFTPOS or payment duties must follow applicable procedures.
48.3 Volunteers must not:
- alter admission prices;
- provide unauthorised free or discounted entry;
- issue refunds without authority;
- use Festival payment systems for personal transactions;
- improperly remove money or payment equipment; or
- use Festival funds for personal purposes.
48.4 Suspected financial irregularities must be reported promptly.
49. Credentials and Access
49.1 Volunteers must not issue tickets, wristbands, passes or credentials except where authorised.
49.2 Volunteer credentials are not transferable.
49.3 Volunteers must not use their role to provide unauthorised Festival access to another person.
Part 10 – Concerns, Misconduct & Ending Participation
50. Raising Concerns
50.1 Volunteers may raise safety, safeguarding, conduct, welfare or operational concerns with an appropriate Team Leader, Volunteer Coordinator or Event Management representative.
50.2 Volunteers may report directly to another appropriate senior representative where the usual reporting person is involved in the concern.
50.3 Nothing in these Terms prevents lawful reporting to Police, emergency services, a regulator or another appropriate authority.
51. Misconduct
51.1 Conduct that may result in reassignment, stand-down or removal includes:
- serious or repeated breach of these Terms;
- violence, threats or serious aggression;
- harassment, sexual harassment, bullying or unlawful discrimination;
- theft, fraud or deliberate misuse of Festival funds or property;
- deliberate property damage;
- material impairment while on duty;
- serious safety breaches;
- unauthorised access to restricted areas;
- misuse of personal or confidential information;
- deliberately exercising authority or powers not held;
- serious refusal to follow reasonable operational or safety directions;
- falsifying Festival records; or
- serious safeguarding concerns.
52. Reassignment, Stand-Down or Removal
52.1 PFI may reassign a Volunteer where operational, safety, welfare or suitability considerations reasonably require it.
52.2 PFI may temporarily stand down a Volunteer while a serious concern is assessed.
52.3 PFI may withdraw a volunteer appointment or require a Volunteer to leave where reasonably necessary because of safety, misconduct, safeguarding, operational or legal concerns.
52.4 Where reasonably practicable and appropriate, PFI will explain the basis for a reassignment or removal.
52.5 A person whose volunteer appointment is withdrawn must cease representing themselves as an authorised Volunteer and return any property or credentials requested.
Part 11 – Festival Changes & Completion of Duties
53. Operational Changes
53.1 PFI may reasonably alter volunteer numbers, roles, shifts, locations, reporting arrangements, Festival layout, programming, access arrangements or procedures as Festival requirements change.
53.2 PFI will take reasonable steps to communicate material changes affecting Volunteers where practicable.
54. Weather, Emergency, Postponement or Cancellation
54.1 PFI may delay, suspend, modify, relocate, postpone or cancel Festival activities because of severe weather, unsafe conditions, emergency, authority direction, infrastructure failure, public safety requirements or other circumstances reasonably requiring such action.
54.2 Volunteer shifts may consequently be shortened, altered or cancelled.
54.3 As volunteering is unpaid, Volunteers are not entitled to wages or remuneration because a shift is altered or cancelled.
54.4 Nothing in this clause excludes a right that cannot lawfully be excluded.
55. Completion of Duties
55.1 At the conclusion of a shift, Volunteers should:
- sign out where required;
- return required Festival property;
- report any outstanding significant incident or hazard;
- provide any necessary operational handover; and
- leave restricted areas when no longer authorised to remain.
55.2 Volunteers should not continue undertaking operational duties after their shift unless authorised.
Part 12 – Insurance, Injury & Risk
56. Current Insurance Position
56.1 PFI holds Public and Products Liability insurance for its activities, subject to the terms, conditions, limits and exclusions of the applicable policy.
56.2 Public Liability insurance is not the same as personal accident insurance and should not be understood as providing automatic personal accident benefits to Volunteers.
56.3 As at the date of these Terms, PFI does not hold a separate Volunteer Workers Personal Accident or equivalent policy providing automatic accident benefits to Volunteers merely because they undertake Festival volunteer duties.
56.4 Accordingly, Volunteers should not assume that an injury sustained while volunteering will automatically result in payment of medical expenses, lost income, disability benefits or other compensation by PFI or an insurer.
56.5 Any legal or insurance entitlement following an injury will depend on the circumstances, applicable law and any insurance that applies.
57. Personal Insurance
57.1 Volunteers are responsible for considering whether any personal insurance arrangements they hold are suitable for their circumstances.
57.2 PFI does not provide personal financial, legal or insurance advice to Volunteers.
57.3 Volunteers are not required to purchase personal accident insurance merely as a condition of general Festival volunteering unless PFI expressly advises otherwise for a particular role.
58. Injury While Volunteering
58.1 A Volunteer injured while performing authorised Festival duties should:
- obtain appropriate First Aid or medical assistance;
- report the injury as soon as reasonably practicable;
- provide accurate information reasonably required for incident reporting; and
- reasonably cooperate with appropriate follow-up.
58.2 PFI may provide incident information reasonably required by an insurer, medical provider, authority or other relevant party, subject to applicable privacy requirements.
58.3 Providing First Aid, assistance or incident documentation does not constitute an admission of legal liability.
59. Acknowledgment of Festival Risks
59.1 Volunteers acknowledge that participation in a large public outdoor Festival involves risks that cannot be completely eliminated.
59.2 Depending on the role, these may include:
- extended standing or walking;
- sun, heat, rain, wind and changing weather;
- uneven or slippery ground;
- manual handling;
- crowds and pedestrian movement;
- vehicle movement in parking and access areas;
- temporary structures, cables and equipment;
- noise;
- interaction with members of the public; and
- setup and pack-down activities.
59.3 Volunteers must follow reasonable safety requirements and avoid knowingly exposing themselves or others to unnecessary risk.
59.4 Nothing in this acknowledgment excludes or limits any duty, liability, right or remedy that cannot lawfully be excluded or limited.
60. Liability and Legal Rights
60.1 Nothing in these Terms excludes, restricts or modifies:
- any right or remedy that cannot lawfully be excluded;
- any duty imposed by applicable law;
- any statutory entitlement; or
- liability that cannot lawfully be excluded or limited.
60.2 To the extent permitted by law, PFI is not responsible for loss, injury or damage to the extent caused by a Volunteer’s deliberate unlawful conduct, deliberate misconduct or unauthorised activity outside the reasonable scope of their volunteer role.
60.3 Responsibility for any incident will depend on its particular circumstances and applicable law.
61. Statutory Protection of Volunteers
61.1 Nothing in these Terms is intended to remove or diminish any statutory protection available to Volunteers.
61.2 Queensland law may provide protection from personal civil liability for acts or omissions undertaken in good faith by Volunteers carrying out organised community work, subject to the conditions and exceptions of that law.
61.3 Volunteers should therefore act in good faith, within the reasonable scope of their authorised duties and in accordance with applicable instructions.
Part 13 – Records, Amendments & General Provisions
62. Volunteer Records
62.1 PFI may maintain records including applications, contact information, availability, role allocations, attendance, training, qualifications, communications and incident information.
62.2 Records may be retained where reasonably required for Festival administration, safety, safeguarding, insurance, reporting, regulatory or legal purposes.
62.3 Personal information will be handled in accordance with PFI’s Privacy Policy and applicable law.
63. Changes to these Terms
63.1 PFI may amend these Terms where reasonably necessary because of:
- Festival operational changes;
- safety or regulatory requirements;
- insurance arrangements;
- venue requirements;
- changes in law; or
- other legitimate Festival requirements.
63.2 Where a material amendment affects an accepted Volunteer before their participation, PFI will take reasonable steps to notify them.
63.3 A Volunteer who does not wish to continue under a material amendment may withdraw from volunteering.
63.4 Ordinary operational instructions implementing these Terms do not constitute an amendment merely because every procedural detail is not reproduced in this document.
64. Relationship with Other Festival Requirements
64.1 These Terms operate together with the Festival Terms of Entry & Code of Conduct and applicable role-specific requirements.
64.2 Where a specific role requirement and a general provision of these Terms address the same matter, the more specific requirement applies to that role to the extent of any inconsistency, unless unlawful.
64.3 Nothing in these Terms overrides an applicable law, regulatory requirement or lawful direction of a competent authority.
65. Severability
65.1 If a provision of these Terms is invalid, unlawful or unenforceable, it is to be read down to the extent reasonably possible.
65.2 If it cannot be read down, it may be severed without affecting the remainder of these Terms.
66. No Waiver
66.1 A failure by PFI to enforce a provision on one occasion does not prevent enforcement on another occasion.
67. Governing Law
67.1 These Terms are governed by the laws of Queensland, Australia.
67.2 Any rights or obligations arising under Commonwealth legislation continue to apply where relevant.
Thank You
Thank you for volunteering your time and energy to support Pasifika Vibes Festival 2026.
Our Volunteers play an important role in welcoming the community, supporting Festival operations and helping create a safe, respectful and enjoyable Festival experience.
We sincerely appreciate your willingness to contribute to the Festival and to the communities it brings together.
We acknowledge the Traditional Owners on whose Country we are based. We pay our respect to their Elders past, present and emerging, and acknowledge their continuing connection to land, sea and community. We extend this respect to Traditional Owners throughout Queensland where we live, work and play.