2020 [Auckland Marathon], [29,30,31 October 1st November],
EVENT PERIOD: [29th October - 1st November]
[LOCATION EVENT PRECINCT, Auckland]
At IRONMAN Oceania, we pride ourselves on the success of our events and supporting IRONMAN athletes in achieving their goals, none of which could be possible without the support of our amazing volunteers, many of whom represent local service clubs, community clubs, groups, sporting associations and schools. As an IRONMAN Oceania volunteer, you will join a highly valued and respected team of people.
This Volunteer Agreement sets out what you can expect as a volunteer at the Auckland Marathon (the ‘Event’) in the role notified to you in your role description (‘Role’). This agreement is between you and IRONMAN New Zealand Limited NZBN 9429034266335 (‘IRONMAN’), and we ask that you read this entire agreement before signing (or, in the case of online acceptance, by checking the acceptance box).
WHAT YOU CAN EXPECT WHEN VOLUNTEERING AT AN IRONMAN EVENT
IRONMAN values its volunteers and we will endeavour to provide you with:
a written position description so you understand your Role and the tasks you are authorised to perform;
a full induction, orientation and any training necessary for the volunteer role, including a Volunteer Information Handbook containing specific Event details;
a safe environment in which to perform your Role;
respect for your privacy, including keeping your private information confidential;
a supervisor, so that you have the opportunity to ask questions (see Point 4 below); and
insurance to cover you for the volunteer duties you are authorised to perform (see Point 9 below).
WHAT IRONMAN ASKS OF ITS VOLUNTEERS
IRONMAN asks that you:
support IRONMAN’s aims and objectives, and represent the Event in a professional manner;
participate in all relevant induction and training programs;
only undertake duties you are authorised to perform and always operate under the direction and supervision of nominated staff and obey reasonable directions and instructions;
understand and comply with IRONMAN’s directions, policies and procedures including (but not limited to) the Workplace Bullying Prevention Policy, Anti-Discrimination and Harassment Policy, Workplace Bullying Harassment and Discrimination Complaints Procedure, all of which are available to you on the Rosterfy platform;
notify your supervisor or another member of staff of any health and safety issues or potentially hazardous situations that may pose a risk to you or others and report any accidents or incidents relating to staff, volunteers, the Event or the workplace;
notify your supervisor or another member of staff of any tasks that you feel you are unable or uncomfortable to undertake as part of your Role or duties;
look after yourself and your belongings while at the Event and ensure that you do not put yourself in harm’s way;
use common sense and be willing to ask for assistance;
behave appropriately and courteously to all competitors, staff, sponsors and the public in the course of your Role;
use any property or equipment given to you in your Role safely and only for purpose of the Role and return it to IRONMAN each time you sign out from the Event precinct;
arrive on time and notify your supervisor when you are leaving (please ensure you sign in and out via the Event Volunteer Coordinator, your team leader or the Rosterfy platform);
let us know if you wish to change the nature of your contribution (e.g. hours, Role) to IRONMAN at any time, and notify your supervisor or your team leader as soon as possible if you are unable to attend your shift due to illness, injury or other circumstances;
notify us in writing, or via the Rosterfy platform, of any pre-existing medical condition, impairment or injury which may affect your ability to participate in your Role or particular roles as part of the Event volunteer team;
ensure that all medical information provided is accurate and up to date;
accept and consent to receiving first aid and/or medical treatment which may include, but is not limited to, ambulance transportation. You agree that you will be liable for all costs associated with receiving any first aid and/or medical treatment deemed necessary by Event Medical Personnel in caring for you and providing the best available treatments to the conditions presented;
regularly check the Rosterfy platform and the Event website for any changes to these terms or the Event;
comply with the law at all times; and
be open and honest in your dealings with us and let us know if we can improve our volunteer program and the support that you receive.
YOUR ROLE AS A VOLUNTEER
Your Role for the Event is a volunteer position. This means that you perform all duties on a voluntary basis and you will not receive remuneration or payment for your work, other than as set out in Point 8.
This document is not intended to be a legally binding contract, and it may be cancelled at any time by us or you.
Neither IRONMAN or you intend any employment or contractual relationship to be created (ie. you are not an employee, independent contractor or consultant at IRONMAN). If this changes at any time, and there is a possibility that you might undertake paid work for IRONMAN, we will discuss this and document the arrangement in a formal employment contract, contract for services or other arrangement.
SUPERVISOR & CONTACT PERSON
Your supervisor and contact person at IRONMAN will be the IRONMAN Volunteer Coordinator listed in the Event Volunteer Manual. If you have any questions or concerns about your Role, your health and safety, or if there is any assistance you need to help you undertake your Role, please contact this person as soon as possible.
ROLE DESCRIPTION AND DETAILS
It is important that you only perform the tasks in the role description provided to you and as instructed by IRONMAN. You must follow the instructions of your IRONMAN Volunteer Coordinator and IRONMAN staff. If you are unsure whether a particular task or work is authorised, please do not hesitate to talk to your IRONMAN Volunteer Coordinator.
You must not : a) consume, or be affected by, drugs or alcohol; or b) smoke, when you are volunteering.
THE HEALTH AND SAFETY OF YOU AND OTHERS
At IRONMAN, volunteer safety, and the safety of everyone who is involved in our organisation, is a priority. The following safety measures must be read and adhered to across the Event precinct whilesoever you are volunteering. Our goal is to have zero harm to our competitors, spectators, volunteers, partners, suppliers and staff whilst they are within our Event precinct.
In New Zealand, the Health and Safety At Work Act 2015 (NZ) (‘WHS Act’) applies. Also, there may be other legal actions (such as negligence claims) that mean we always need to consider workplace health and safety issues.
Under the WHS Act and other laws, IRONMAN has a duty of care to minimise risks to everyone affected by its conduct (including paid employees and volunteers). It also means that as a volunteer, you may have WHS duties too. These include:
to take reasonable care for your own health and safety;
to take reasonable care for the health and safety of others;
to comply with any reasonable instruction by IRONMAN;
to comply with any public health and/or safety directions of IRONMAN staff, representatives or contractors; police; or government or health authorities; and you consent to IRONMAN staff, representatives or contractors to conduct such public health safety screening activities by methods selected by IRONMAN;
to let IRONMAN know of any concerns you may have about safety and/or fitness in undertaking your Role;
to cooperate with any reasonable policies and procedures of IRONMAN; and
to read the briefing sheet provided to ensure a full understanding of your Role to minimise the risk to the health and safety of yourself and others within the work environment.
We will provide you with a full induction, safety equipment (if required) and Role training when you commence as a volunteer with our organisation. However, please do not hesitate to talk to your IRONMAN Volunteer Coordinator at any time if you have any health and safety concerns.
INDUCTION, TRAINING AND INFORMATION REQUIRED BEFORE YOU START AS AN IRONMAN VOLUNTEER
IRONMAN is committed to providing suitable training in support of our health and safety, anti-bullying, anti-discrimination and privacy policies. For this reason, it is our policy that all volunteers complete any physical and online inductions and/or training required by IRONMAN prior to commencing their volunteer position. Where possible, this will be notified to you via the Rosterfy platform.
Before you can commence the volunteer role, you will be required to provide the following information to IRONMAN (by way of upload to the secure Rosterfy platform):
If you are notified by IRONMAN that it is a requirement, a valid Children’s Worker Safety Check. Please refer to the IRONMAN Oceania Working with Children Policy for further information (a copy of which is available on the Rosterfy platform, or on request); and
Any other background checks or licenses specifically set out in your volunteer role description.
VOLUNTEER UNIFORM, DRESS AND EXPENSES
Depending on your specific Role, as a volunteer IRONMAN may provide you with an Event uniform. If supplied, you must wear the Event uniform when volunteering. At all times you must dress in a presentable and neat manner, and according to the weather conditions for the day, and closed in shoes must be worn at all times within the Event precinct. We encourage all volunteers to wear sunscreen and a hat.
We may also provide you with other benefits as part of your volunteering Role (for example, Event entry, free food). Where this occurs, it is on a gratuitous basis at the discretion of IRONMAN and is not payment in lieu of salary.
You must not incur any out of pocket expenses on behalf of IRONMAN or the Event at any time without the prior approval of an authorised IRONMAN staff member. In the event that you are authorised to do so and produce receipts, we will provide you with reimbursement for any such approved expenses. We do this to ensure that you are not financially disadvantaged as a result of your volunteer position with us. These payments are not remuneration or wages.
We are committed to providing adequate insurance cover for volunteers whilst carrying out their volunteering roles that have been approved and authorised by us. As an Event volunteer you will be covered by IRONMAN’s Personal Accident - Voluntary Workers Insurance subject to the terms and conditions of the policy (a copy of which is available on request).
To ensure that IRONMAN’s insurance covers you for any incidents that occur while you are volunteering with us, you need to:
sign in and out each time you volunteer; and
promptly report to your IRONMAN Volunteer Coordinator and/or an IRONMAN staff member all incidents, accidents, illnesses and any potential risks to health, safety and the environment within the Event precinct; and
Not operate an IRONMAN vehicle unless both inducted to do so and directed to do so by an authorised IRONMAN employee; and
Complete all relevant site inductions as and when instructed.
We want to let you know that the following events are unlikely to be covered by our insurance:
loss of or damage to any of your personal belongings;
actions that are beyond the scope of your volunteer Role, or that occur without appropriate authority or permission from us;
criminal activity (including criminal charges arising out of driving incidents);
dishonest or reckless activities;
being under the influence of liquor or drugs;
individuals under the age of 12; and
individuals over the age of 85.
Other than making claims on any applicable insurance policy that IRONMAN may have in place, you agree to accept the risks associated with being an Event volunteer and agree not to bring any other claims against IRONMAN or its affiliates of any type.
CONFIDENTIAL INFORMATION AND INTELLECTUAL PROPERTY
Volunteers may be given access to IRONMAN’s confidential information as part of, or to assist them with, their Role. Confidential information includes any information about IRONMAN, its events, its partners, its suppliers and its Event participants which has been designated by IRONMAN as confidential or which is, by its nature, confidential or proprietary to IRONMAN. For the avoidance of doubt, all Event participant data and information is confidential. You are not permitted to use or disclose any confidential information for any purpose other than the proper discharge of your duties as a volunteer of IRONMAN.
All volunteers at IRONMAN agree to transfer all intellectual property rights and interests (including copyright) in any ideas or materials they create relating to their provision of voluntary services at IRONMAN to IRONMAN. If you have any moral rights (i.e. the right of attribution of authorship, the right not to have authorship falsely attributed and the right of integrity of authorship, as defined in the Copyright Act 1994) in any intellectual property owned by IRONMAN, you: irrevocably consent to any act or omission by IRONMAN which infringes those moral rights; agree that your consent extends to acts and omissions by IRONMAN’s licensees and successors in title; and agree that your consent is a genuine consent given under Part 9 of the Copyright Act 1994 and has not been induced by duress or any false or misleading statement.
You agree that, despite anything else in this Volunteer Agreement, the terms of this section 10 are binding on you and continue after this Volunteer Agreement ends.
MEDIA AND CONSENT TO USE PHOTOGRAPHS, IMAGES AND VIDEO
You agree not to make any public statement or issue any press release regarding the Event.
You agree that IRONMAN, its commercial partners and any media may take photographs and video footage of you carrying out your volunteer work and use it (including your name, image and likeness) voluntarily and without payment to you for the purposes of any broadcast, publishing, marketing and/or promotion of: the Event, future iterations of the Event, IRONMAN, IRONMAN’s goods or services, and the goods and services of its commercial partners. This may include printed and digital marketing, including the use of your image on social media platforms.
ACKNOWLEDGEMENT AND ASSUMPTION OF RISK
By signing (or, in the case of online acceptance, by checking the acceptance box) this agreement, you acknowledge that you:
Are over the age of 18 at the time of signing/acceptance, and will be under the age of 85 as at the last day of the Event;
Understand that your volunteering in the Event may involve a risk of physical injury to yourself or others, damage to your or other’s property, or other consequences. These consequences might result from the actions, inactions, or negligence of yourself, and/or others, or from various conditions of the premises, the equipment used in the Event, the weather, and/or the risk of contracting communicable disease(s) from other person(s) (including but not limited to any co-volunteer, athlete, spectator, IRONMAN staff, representative and/or any other person(s)) before, during and/or after the Event;
Understand that you will be volunteering for the Event at your own risk and you agree to assume all the risks inherent in and incidental to volunteering in the Event including, without limitation, the risk that my mental, physical or emotional condition, whether disclosed or undisclosed, known or unknown, combined with assisting with these activities could result in injury, damage, death or other loss; and
Agree, to the extent permitted by law, to release IRONMAN, its employees, officers and other volunteers from any claim, loss, damage or expense arising out of or in connection with your volunteering at the Event.
Please sign (or, in the case of online acceptance, check the acceptance box) to acknowledge that you have read this Volunteer Agreement and have had an opportunity to ask questions.