Volunteer Agreement

This Volunteer Agreement is in relation to your voluntary work for UK PonyCon. Your actions help shape the experience for attendees and fellow team members. Please take the following rules seriously.

This agreement is not intended to be legally binding contract.

Key Points

  • Neither party intends any employment relationship to be created either now or at any time in the future.

  • There is no obligation of duties on either party, and may be cancelled at any time at the discretion of either party.

You: The volunteer

If you agree to volunteer at UK PonyCon you commit to the following:

  • Confidentiality: Information shared with volunteers—such as links to staff tickets, discount codes, or internal updates—is for volunteers only. Please do not share these with others. Volunteer t-shirts and badges are also for your use only and must not be given or lent to non-staff.

  • Responsibility: You are expected to arrive on time for your assigned shifts and attend any required briefings. To help ensure smooth handovers, please aim to be at your post about 10 minutes early. If something prevents you from showing up, let one of the Volunteer Co-Leads (Jake or Lex) know as soon as possible. You will not put yourself into any dangerous situation or perform any activities you are not comfortable with. You will take due care of all equipment, furniture and other items you are asked to handle.

  • Representation: As a volunteer, you're representing UK PonyCon. Please familiarise yourself with the event’s rules and code of conduct. Harassment, inappropriate behaviour (including sexual harassment and homophobia), or any other form of misconduct will not be tolerated. This is towards anyone: regular guests, staff or special guests.

  • Be helpful and kind: Be approachable and willing to help where needed. If someone needs assistance, do your best to support them. Make sure you know who the team leads are in each area, so you know who to contact in case of an emergency.

  • Off-duty: Only wear your volunteer shirt and staff badge at the times you're scheduled to volunteer.

  • Self-care: Look after yourself! We’ll provide water and snacks, and there will be a designated staff room available.

  • Staff Briefings: You will be showing up to the staff briefings and be there on time. The general staff briefing will take place on Saturday morning around 9:00 (Time subject to change). It is very important for you to show up and listen to instructions there.

  • Volunteer Handbook: Closer to the convention, the Volunteer Handbook will be sent to all volunteers. You are expected to fully read this. It contains many important details that you will need to know before the convention!

Us: UK PonyCon

We commit to the following:

  • We will provide an appropriate volunteers briefing including health and safety matters.

  • We will provide a Volunteer Handbook with further information relevant to volunteers, and a full list of team leads and committee members.

  • We will support you to help you have an enjoyable volunteering experience.

  • Drinks and suitable place to rest will be provided throughout your shifts.

  • To provide appropriate tools to perform your duties.

  • Hi-vis or other safety equipment or clothing will be provided to you where necessary. Appropriate training for the use of the safety equipment will be provided.

  • We will provide a reference if requested.