1: Definitions

a) Wicked Events manages and recruits volunteers, and is called Wicked Events in this document.

b) Unpaid people recruited by Wicked Events are called Volunteers, not Employees.

c) Wicked Events supplies Volunteers to different Festivals and Events. These are called Events.

d) Anyone who hires Wicked Events for a Festival or Event is called the Organiser.

e) Volunteering means agreeing to do unpaid tasks for Wicked Events or the Organisers. In return, you get free entry, free parking and free access to a campsite at the Event.

f) All data is handled online through the Wicked Events website.

g) All Volunteers must fill in a Registration form.

h) All Volunteers must fill in a separate Application for each Event they want to join.

i) To cancel a position at a festival, go to your volunteer portal to cancel. You can also email hello@wickedevents.co.uk.

j) The Start Date of each Event is the Monday before the first advertised public entry day.

k) The Cooling Off Period lasts from when you apply to a festival as a volunteer until 23:45 on the 14th day after. There is no cooling off period if applying on or after 14 days before the Start Date of any Event you apply for.

2: General

a) Volunteers are welcome from all backgrounds, regardless of nationality, ethnicity, gender, religion, marital status, or health condition, as long as it is safe and legal for them to volunteer.

b) If you have questions about Wicked Events’ Terms of Engagement, please contact Wicked Events by email at hello@wickedevents.co.uk before you register, submit your application or pay your deposit.

c) After applying, where applicable, Volunteers must pay a deposit each year. Except in special cases outlined in Section 4, this fee is not refundable.

d) Deposits are £200 or £75 plus £7.50 admin fee. Deposits are returned as explained in Section 4.

e) By registering and applying, Volunteers agree to follow Wicked Events’ Terms of Engagement.

f) Volunteers must provide a valid registration form, and update Wicked Events by updating details on their Wicked Events Portal if/when their details change.

g) Applications are only valid for the specific Event applied for and cannot be transferred to other events.

h) Volunteers must be at least 18 years old before their first shift at any Event.

i) Volunteers must work the hours agreed with Wicked Events and/or the Event Organisers during the event.

j) To volunteer at the Event, the organisers will give you free access to the event and, if applicable, free parking and camping.

k) Volunteers are expected to work a set number of hours, as explained in each event's application form.

l) Volunteers must look after their own health and safety and those around them at all times.

m) Volunteers are responsible for their own travel to and from the event, bringing camping gear, and any other equipment, food or drink they need.

n) Volunteers must co-operate fully with Wicked Events, organisers and officials at all times.

o) Volunteers are covered by Public Liability Insurance during the event, but are not employees.

p) Because of insurance and safety rules, Volunteers cannot have their children or pets (except registered assistance dogs) with them while working.

q) Volunteers must not be under the influence of alcohol, drugs (including “legal highs”) or any intoxicating substance while on duty.

r) Volunteers will receive training and/or supervision for the tasks they are asked to do.

s) Volunteers will be given suitable Personal Protective Equipment (PPE) if required, like hi-vis vests, ear protection, torches or radios, for the area where they are working.

t) When arriving at the event, Volunteers must sign in at the Volunteers’ HQ at the time and date given in email communications from Wicked Events.

u) Wicked Events will hold briefings for Volunteers at the start of the event. The times and locations will be given when you check in. You must attend these briefings for important information and health and safety updates. These meetings are also a chance to meet your team and ask questions. Missing a briefing could mean you are asked to leave the event.

v) You must be sober and free from the effects of intoxicants at all briefings.

w) If you are chosen for a supervisory role (team leader), you must attend the relevant briefing(s), which may mean attending more than one before your first shift.

3: Data Protection

a) When you register as a volunteer, your details are kept on Wicked Events’ database for up to 36 months, unless you ask for them to be removed.

b) By applying, you agree that photos, videos, or recordings of you may be used for promotional purposes by Wicked Events or event organisers.

c) Your data may be shared with events you apply for and trusted partners working with Wicked Events. It will not be given to anyone else.

d) If you want your details removed, email Wicked Events at hello@wickedevents.co.uk and ask to be taken off the database.

e) Your details may be shared with the Police or Disclosure and Barring Service (DBS) for necessary checks.

f) Data is mainly stored on Microsoft Azure in the EEA. Local copies may be kept by the management team, and printed copies (like rotas) are only used at events and not kept.

g) Wicked Events uses secure, GDPR-compliant services to process volunteer data, including FluentCRM, FluentForms, Stripe, Campaign Monitor, OneDrive, Dropbox, iCloud, and ionos email.

4: Deposits

a) After applying as a volunteer, you will be asked for a Deposit if the festival requires it. The usual Deposit is £192.50. If you have volunteered with Wicked Events in the last 2 years, are referred by a recent volunteer, or are only applying for an event with a lower deposit, you may pay a reduced Deposit of £67.50.

b) There will be a non-refundable Administration Fee of £7.50.

c) Wicked Events decides if you qualify for a reduced Deposit. If you choose the reduced amount and can't prove you qualify, you'll need to pay the full Deposit before applying for any events.

d) Paying a Deposit does not guarantee you a volunteering spot at any event.

e) You usually pay only one Administration Fee and one Deposit for the season. Your Deposit is kept until after the last event end September or until you ask for it back after your last shift.

f) Deposit will not be returned if for EG:

1. Not completing all your shifts or duties
2. Missing briefings
3. Breaking the Terms of Engagement or Volunteer Guidelines
4. Breaking confidentiality rules
5. Misconduct
6. Damaging or misusing equipment

g) Deposits are paid through Stripe, so your financial details are kept safe. Wicked Events staff can't see your account or full card numbers.

h) After registering, you have 14 days to change your mind and get a full refund of your Deposit and Administration Fee. (Cooling off period won't continue into the 14 days before the start of the event).

i) If you can't attend an event, you must cancel using the link in your volunteer portal and email hello@wickedevents.co.uk.

j) The Administration Fee is non-refundable except during the 14-day cooling-off period.

k) If you cancel your application during the cooling-off period, your Deposit and admin fee will be returned in full.

l) Cancelling more than 8 weeks before an event (without a valid reason) means £25 will be kept from your Deposit. The deadline is 23:45 on the Sunday 8 weeks before the event.

m) Cancelling between 8 and 4 weeks before an event (without a valid reason) means £50 will be kept from your Deposit.

n) Cancelling within 4 weeks of an event (without a valid reason), not telling Wicked Events you can't attend, or not showing up will mean you lose your whole Deposit.

o) If you use one Deposit for several events and cancel some events, Wicked Events may ask for more Deposit or cancel your other volunteering placements.

p) Deposits are returned end of September. The money will go back to the account it came out of within 10-14 working days after processing.

q) If your card details change, leave a message via your volunteer portal before your Deposit is returned. If Wicked Events can't refund you through Stripe, your Deposit might be kept.

r) You can ask to get your Deposit back early if you've finished volunteering for the year. Leave a message via your volunteer portal to request this. Otherwise, it will be returned in mid-September.

s) If you get your Deposit back early and later want to volunteer at another event, you'll need to pay the Administration Fee and Deposit again.

t) Wicked Events may return all or part of your Deposit in special cases if you provide proof, for reasons like:

1. A close family member dies within 28 days of the event
2. Unexpected illness or injury to you
3. Serious illness or accident for a close family member
4. Court or jury summons within 56 days of the event
5. Being posted overseas if you are in the armed forces
6. Exam resit scheduled during or just after the event

u) Acceptable evidence includes documents like a death certificate, doctor’s note, court summons, posting notice, or exam resit notice.

v) Wicked Events decides what counts as a valid reason for cancellation, and their decision is final.

5: Appeals

a) If a deposit is kept, the volunteer can appeal this decision.

b) To appeal, the volunteer must send a message via their volunteer portal or email hello@wickedevents.co.uk within 14 days after the event ends.

c) The Wicked Events Management Team will review the appeal. They may ask the Event Organiser, security, or other officials for more information if needed.

6: Working On and Access To Sites

a) All Wicked Events’ Volunteers will get a wristband and/or Volunteer ID badge for each Event.

b) By applying to volunteer, you agree to wear your wristband at all times during the Event.

c) Volunteers must camp in the area set aside for the crew, unless the Event gives you permission to camp elsewhere.

d) Volunteers must follow instructions from Wicked Events and the Event Organisers about when to arrive, leave, and which routes to use.

e) While on duty, you can go to areas needed for your role. When not on duty, you can only join in public Event activities and must follow the Event’s rules.

f) As an Event Volunteer, you must also follow all the Event’s policies. If you break these rules, you may be asked to leave. This could include bag searches at the entrance, rules about what you can bring, behaviour standards, and limits on using drones, cameras, or recording equipment.

7: Confidentiality

a) Volunteers must not share any confidential information about the Event or the people involved, including clients, customers, staff, officials, or contractors.

b) This rule applies to all forms of communication, including social media.

c) Do not share any pictures or details of the Event site with anyone who is not already there, before the Event opens to the public.

d) Do not share images or details of areas not open to customers (such as backstage) with anyone except the Wicked Events Management Team.

8: Termination

a) If you do anything considered as misconduct, you may be asked to leave the event straight away and will not be allowed to volunteer at future events.

b) If Wicked Events or the Event Organiser thinks you staying at the event could harm you or others (for example, if you are very ill or under the influence), you may be asked to leave.

c) If you disrupt the event, damage relationships, or take up too much time or resources, you can be requested to leave.

d) If you break confidentiality rules, you will be asked to leave the event immediately.

e) Wicked Events can keep your deposit if any of these things happen.

9. Wicked Events – What Counts as Misconduct

You could be considered to have acted wrongly if you do any of the following. This is not an exhaustive list.

• Not following the rules: Ignoring Wicked Events’ terms, policies, health and safety instructions, directions from managers, staff, clients, or other authorised people.
• Not doing your job properly: Failing to finish a given task on time and with care, without a good reason.
• Leaving your post: Walking away from your position without permission or a valid reason.
• Giving false information: Making or signing any statements that are untrue.
• Mishandling documents: Destroying, removing, altering, or erasing any records or electronic data without permission or by being careless.
• Sharing secrets: Telling confidential information about Wicked Events or its clients without written permission.
• Talking to the media without approval: Speaking to the press or posting on social media about artists, the event, organisers, or anyone involved in the event, without permission.
• Taking gifts or not returning property: Accepting tips or gifts from anyone, or not giving back keys, money, or property received for work.
• Being rude or abusing authority: Being impolite to people you meet during your work or misusing your position.
• Damaging reputations: Acting in a way that could embarrass Wicked Events, a volunteer, a client, or a client’s customers.
• Alcohol or drugs: Turning up for work under the influence of alcohol or drugs, or using them during your shift.
• Not telling about legal issues: Not informing Wicked Events straight away if you are convicted of a crime after registering, charged with a crime that may affect your work, or receive a police caution or legal summons that may affect your work.
• Letting in unauthorised people: Allowing anyone who isn’t allowed to access the site, event, or workplace.
• Carrying weapons: Having anything that could be used as a weapon.
• Bringing animals: Bringing pets or other animals to the event site without permission before the event.
• Not looking professional: Not keeping a proper appearance, not wearing ID badges or passes on duty, or not using personal protective equipment (like high-vis jackets or earplugs) when needed.
• Not being polite: Failing to show good manners and behaviour.
• Breaking rules as a customer: Not following the event rules when off duty, just like a regular ticket-holder should.
• Bringing the company into disrepute: Damaging Wicked Events’ or its clients’ reputation, for example by spreading false information or sharing confidential details or photos.
• Helping others break these rules: Assisting anyone else to do any of the above.

By registering and applying, you agree that if Wicked Events finds your performance unsatisfactory, you will not be allowed to take up future positions with them. Wicked Events can share this information with its customers, such as festival or event organisers.

Dated January 2026.