SSAFE Welfare Volunteers Terms and Conditions

SSAFE at Leeds Festival Welfare Volunteer Agreement

1. Introduction: This Volunteer Agreement ("Agreement") outlines the terms and conditions under which individuals volunteer their time and services to SSAFE at Leeds Festival as Welfare Volunteers. By participating in this program, volunteers agree to abide by the principles, values, and standards of conduct set forth by SSAFE. This Agreement is designed to ensure a safe and supportive environment for both volunteers and the individuals they interact with.

2. Aim: The aim of SSAFE at Leeds Festival is to provide a compassionate and nonjudgmental support network for festival attendees, promoting mental health awareness, suicide prevention, and emotional well-being.

3. Values: Volunteers are expected to uphold the following values while participating in their role as SSAFE Welfare Volunteers:

Compassion: Demonstrating empathy and understanding towards individuals in distress.
Respect: Treating all individuals with respect, regardless of their background, beliefs, or circumstances.
Confidentiality: Maintaining the confidentiality of all personal information shared by individuals seeking support.
Nonjudgmental Attitude: Offering a nonjudgmental and open-minded approach to every interaction.
Collaboration: Working as a team to provide comprehensive and effective support services.
Diversity and Inclusion: Embracing diversity and promoting inclusivity in all interactions.

4. Standards of Conduct: As a SSAFE Welfare Volunteer, you agree to the following standards of conduct:

Professionalism: Presenting yourself in a professional and approachable manner while representing SSAFE.
Active Listening: Actively listening to individuals' concerns and emotions without interruption or judgement.
Empathy: Demonstrating empathy by understanding and validating individuals' feelings.
Referral: If an individual is at immediate risk of harm to themselves or others, or is in need of urgent professional assistance, promptly refer them to the appropriate authorities or medical professionals.
Confidentiality: Safeguarding the confidentiality of all personal information shared during interactions. Do not share any identifying details or personal stories outside of the SSAFE team.
Boundaries: Maintaining appropriate personal boundaries during interactions. Refrain from sharing personal contact information or engaging in social media connections with individuals you support.
Teamwork: Collaborating with fellow SSAFE volunteers and coordinators to ensure the best possible support for individuals.
Self-Care: Prioritising your own well-being by seeking support if you feel emotionally affected by your role. SSAFE is here to provide assistance to you as well.

5. Training:

Volunteers are required to attend SSAFE Welfare Volunteer training, which will be provided online.
Training dates will be confirmed by August 1st 2025, and multiple training dates will be offered to accommodate volunteers' schedules.
Successful completion of training is mandatory before undertaking volunteer duties.

6. Agreement Period: This Agreement is valid for the duration of your voluntary service as a SSAFE Welfare Volunteer at Leeds Festival. It may be amended or terminated by SSAFE at any time.

7. Termination: SSAFE reserves the right to terminate this Agreement and your participation as a Welfare Volunteer if you fail to adhere to the outlined values, standards of conduct, or any other policies set forth by SSAFE.

8. Shift Requirements:

Each volunteer is required to complete a total of 24 hours, equivalent to 3 shifts of 8 hours each, distributed across the festival days, unless previously agreed upon.
Volunteers are expected to have a 1 hour break, with numerous small breaks throughout the shift, as discussed with the shift leader.
One of the shifts must include a night shift unless alternative arrangements have been mutually agreed upon.

9. Volunteer Support & Logistics
To ensure your experience as a SSAFE Welfare Volunteer is as smooth and comfortable as possible, we provide the following:

Festival Access & Camping: You will receive a volunteer access wristband for the duration of the festival, which you will need to collect prior to your first shift. This includes access to a dedicated staff camping area with facilities (e.g., hot showers, food tent). Specific details regarding these facilities will be provided closer to the festival date.
Water: While on shift, we will provide you with water and snacks you can have. Please be mindful to bring your own food.
Equipment: You will be provided with any necessary equipment for your role, such as a SSAFE tabard and a walkie-talkie (where required). All equipment must be returned at the end of your service, otherwise it may affect the return of your deposit.

10. Health, Safety & Welfare
Your safety and well-being, as well as that of all festival attendees, are our top priority. As a SSAFE Welfare Volunteer, you are expected to adhere to the following health, safety, and welfare guidelines:

Following Instructions: Always follow the instructions of your SSAFE Volunteer Managers, Team Leaders, and official festival staff (including security and medical personnel).
Reporting Concerns: Promptly report any health, safety, or safeguarding concerns, incidents, or hazards to your Team Leader or Volunteer Manager. This includes reporting any situations where an individual appears vulnerable or at risk.
Personal Safety: Take responsibility for your own personal safety and wellbeing throughout the festival. This includes staying hydrated, managing your rest, and knowing your limits.
Safeguarding: SSAFE is committed to safeguarding all individuals. Volunteers will receive specific training on safeguarding procedures and are expected to report any safeguarding concerns according to SSAFE's policy.
Substance Use: Volunteers are strictly prohibited from consuming alcohol or illicit substances while on shift. Any volunteer deemed to be under the influence during their shift will have their agreement terminated immediately.

11. Modification of Agreement:

SSAFE reserves the right to modify the terms of this Agreement at its discretion. Volunteers will be informed promptly of any changes.

12. Acknowledgment:

By applying for a volunteer position, you acknowledge that you have read, understood, and agree to abide by the terms and conditions outlined in this Volunteer Agreement.

Deposit Policy

Refundable Deposit: New volunteers are required to pay a £60 deposit to secure their spot on the team. This deposit is refundable based on the completion of your assigned shifts.
Shift Refund Breakdown:
- The deposit will be refunded at a rate of £20 per completed shift.
- If you complete all three shifts, you will receive the full £60.
- If you miss any shifts, the corresponding £20 per shift will be deducted from your refund.
Cancellations in August: If you cancel your volunteering commitment after the 6th August 2025 and you cannot find a replacement for your shifts, your £60 deposit will not be refunded.
Genuine Emergencies: We understand that unforeseen circumstances may arise. If this happens, please get in touch with us as soon as possible, and we’ll do our best to work with you to resolve the situation.