Whether you've been naughty or nice, we need your help to make this event merry and bright. Apply today to be a:
→ Volunteer (review our Volunteer Agreement below before applying)
→ Community Guest
→ Musician
→ Panelist
→ Vendor
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Volunteer Agreement
Code of Conduct
Volunteers shall abide by our Code of Conduct, as well as venue and hotel regulations and all guidelines outlined in this section.Volunteer Conduct
Volunteers shall assist and support all attendees and staff throughout the convention cycle. Interact, communicate, and act respectfully, courteously, and professionally with all convention attendees, guests, venue and hotel staff, and fellow volunteers at all times while representing The Hearth's Warming Club. Adhere to any safety guidelines or procedures provided by The Hearth's Warming Club, venue, or hotel. Report all safety concerns immediately to the Operations Lead, venue or hotel management, or law enforcement if necessary. You may be asked to aid in the relocation, and/or evacuation of attendees should the need arise.Non-Harassment Policy
The Hearth's Warming Club maintains a zero-tolerance policy toward harassment or discrimination of any kind within its governable spaces, whether digital or physical. Volunteers found to have engaged in any such conduct may be dismissed from volunteering, removed from event spaces, and may be prohibited from participating in future events.
Harassment includes, but is not limited to, conduct that creates an intimidating, hostile, or disparaging environment, whether verbal, physical, or visual in nature, such as:
- verbal abuse, derogatory remarks, or offensive language,
- threats, intimidation, or bullying,
- unwanted physical contact or invasion of personal space,
- sexual harassment, including unwelcome advances, requests for sexual favors, or inappropriate comments or gestures, and
- discrimination based on race, ethnicity, nationality, religion, gender, sexual orientation, disability, age, or other protected characteristics,
- promotion, support, or normalization of any hateful or offensive ideology or movement.
If you experience, witness, or receive reports of harassment or discrimination while volunteering for The Hearth's Warming Club, immediately report the incident to the Operations Deputy, Operations Lead, Vice President, or President, whether verbally or in writing. Reports will be investigated by convention leadership to address the situation and prevent further occurrences. Confidentiality will be maintained to the fullest extent possible.Commitment
Volunteers shall fulfill all duties assigned for the duration of the convention. This includes, but is not limited to:
- familiarization with specific volunteer roles and responsibilities, venue layout, and emergency procedures,
- assisting with pre-and-post-event setup/breakdown,
- attending all scheduled orientations, meetings, trainings, and volunteer shifts unless otherwise exempt,
- prompt and efficient execution of tasks, and,
- other duties as assigned.
The nature of volunteering may require adaptability in challenging circumstances or unforeseen changes. Approach adjustments to duties with a positive attitude and a willingness to contribute to the best of your ability. If, for any reason, duties cannot be completed as assigned or you must step down as a volunteer, notify the Department Lead or convention leadership for next steps.Confidentiality
Volunteers shall be entrusted with access to sensitive information and proprietary materials integral to the operation of the convention. Maintain confidentiality of any such information, which may include, but is not limited to:
- personal information collected from convention attendees,
- legal documents, contracts, agreements, permits, or licenses related to The Hearth's Warming Club, and
- internal communications such as discussions, emails, memos, and any other correspondence exchanged among directors, staff members, and third-party entities.
Safeguard any physical or digital materials containing confidential information and use secure communication channels when transmitting confidential information electronically. Exercise caution when discussing confidential information and avoid disclosing such information in public or unsecured environments. Do not disclose, reproduce, distribute, or otherwise make available any confidential information to unauthorized individuals or entities during and after volunteering unless required by law.Non-Employee Status and At-Will Status
Volunteers explicitly acknowledge they are not employees of The Hearth's Warming Club and are considered to be at-will. All provision of service is voluntary and based upon goodwill. Volunteers are not entitled to any form of wage, salary, stipend, or financial compensation and do not receive employment benefits such as health insurance, retirement contributions, paid time off, or any other benefits typically offered to employees. Volunteers retain the right to determine the extent of their volunteer commitment and may discontinue involvement with The Hearth's Warming Club at any time, for any reason, as needed without retaliation. Similarly, The Hearth's Warming Club reserves the right to terminate any volunteer position at any time, with or without cause or advance notice. Both volunteers and The Hearth's Warming Club are encouraged to communicate any changes to volunteer commitments or resource needs. The submission of a volunteer application does not guarantee acceptance or placement as a volunteer. The Hearth's Warming Club retains full discretion in the selection, acceptance or rejection of volunteers without explanation. All decisions are final and non-negotiable.Accommodations
We recognize volunteers may have unique needs or limitations that require accommodations to enable their participation in volunteer activities. The Hearth's Warming Club is committed to providing reasonable accommodations to volunteers with disabilities, medical conditions, or other circumstances that may impact their ability to perform volunteer duties. If you require accommodations to fulfill assigned duties, communicate your needs in your application or to the Operations Lead as soon as possible. Accommodation requests will be evaluated on an individual basis, and efforts will be made to provide reasonable accommodations while preserving the integrity of the volunteer role, including, but are not limited to:
- modification of volunteer tasks or responsibilities,
- adjustments to schedules or shifts,
- accessible transportation or parking arrangements, and/or
- alternative communication methods or formats.
The Hearth's Warming Club respects the privacy of volunteers who request accommodations. Information regarding accommodation needs will be kept confidential and shared only with individuals who have a legitimate need-to-know to facilitate the provision of accommodations.Dress Code
Volunteers shall follow any uniform requirements specified by The Hearth's Warming Club, such as wearing event-provided volunteer shirts or badges for identification purposes.Liability Waiver
Volunteers understand and acknowledge participation in volunteer activities with The Hearth's Warming Club may involve certain risks, including but not limited to physical injury, property damage, and emotional distress. Volunteers hereby release, waive, discharge, and covenant not to sue The Hearth's Warming Club, its organizers, directors, coordinators, volunteers, and all affiliates from any and all liability, claims, demands, actions, or causes of action arising out of or related to participation in volunteer activities. Volunteers agree to indemnify and hold harmless The Hearth's Warming Club, its organizers, directors, coordinators, volunteers, and all affiliates from any and all liabilities, damages, losses, or expenses, including court costs and attorney fees, incurred as a result of negligence, actions, or omissions during volunteer service. In the event of an emergency, volunteers authorize The Hearth's Warming Club and its representatives to seek and consent to emergency medical treatment as deemed necessary by medical professionals.Acknowledgements
By volunteering for The Hearth's Warming Club, you agree to abide by this Volunteer Agreement and Code of Conduct. Convention leadership reserves the right to remove any volunteer from the event who violates these guidelines. In the event of a rule change, we will update this Volunteer Agreement and make every effort to inform volunteers via our staff channels. These rules are non-exhaustive and are subject to change at any time. Thank you for your cooperation!
