Free Event Planner Volunteer Agreement Template
Event Planner Volunteer Agreement
This Event Planner Volunteer Agreement (the “Agreement”) is entered into on [Month Day, Year], by and between:
[Your Company Name]
[Your Company Address]
[Your Company Email]
[Your Company Number]
(Hereinafter referred to as "Event Planner" or "Company")
AND
[Volunteer Name]
[Volunteer Address]
[Volunteer Email]
[Volunteer Phone Number]
(Hereinafter referred to as "Volunteer")
The Event Planner and the Volunteer agree as follows:
1. Volunteer Position and Duties
The Volunteer agrees to provide services for [Event Name], scheduled to take place on [Month Day, Year] at [Event Location]. The Volunteer will perform the following services without compensation or expectation of compensation (monetary or otherwise):
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Event Setup: Assist in setting up the venue, which includes arranging seating, setting up tables and chairs, and placing signage.
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Guest Registration: Help manage the registration desk, checking in attendees, distributing name badges, and providing event materials.
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Event Coordination: Support the event flow by assisting with announcements, guiding attendees, and addressing any questions or concerns during the event.
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Vendor Support: Assist vendors or speakers with their needs, ensuring they have what they require for a successful presentation or display.
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Cleanup: Help with the breakdown of the event, including packing up materials, clearing tables, and restoring the venue to its original condition.
These services will be provided under the supervision of [Supervisor Name], who will be responsible for overseeing the Volunteer’s performance and adherence to the event schedule.
2. Term of Agreement
This Agreement will commence on [Month Day, Year], and continue through [Month Day, Year], or until the completion of the Volunteer’s services as outlined in this Agreement. Either party may terminate this Agreement with written notice, subject to the terms outlined in section 10 (Termination).
3. Volunteer Status
The Volunteer acknowledges and agrees that they are a volunteer and not an employee, contractor, agent, or partner of [Your Company Name]. As a volunteer:
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The Volunteer will not be entitled to compensation, benefits, or reimbursements of any kind, including wages, health insurance, retirement benefits, or unemployment insurance.
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The Volunteer agrees to perform their duties as outlined above on a voluntary basis, with no expectation of financial compensation or other remuneration.
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The Volunteer understands that [Your Company Name] will not provide any form of workers' compensation or liability insurance coverage.
4. Time Commitment
The Volunteer agrees to devote [number of hours] hours per week, starting on [Month Day, Year] and ending on [Month Day, Year], or until the completion of the duties as set forth in this Agreement. The Volunteer understands that time commitments may vary depending on the specific needs of the event.
5. Code of Conduct
The Volunteer agrees to adhere to the following guidelines during their involvement with [Event Name]:
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The Volunteer will perform their duties to the best of their abilities and follow the instructions provided by the Event Planner or designated supervisors.
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The Volunteer will conduct themselves in a professional, respectful, and courteous manner towards all participants, event staff, and attendees.
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The Volunteer will arrive on time and stay for the duration of the assigned shift or activity, unless pre-arranged with the supervisor.
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The Volunteer will refrain from engaging in illegal or unethical conduct, including but not limited to, harassment, discrimination, or any behavior that could negatively impact the reputation of [Your Company Name].
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Failure to comply with this code of conduct may result in the immediate termination of this Agreement.
6. Confidentiality
The Volunteer agrees to maintain the confidentiality of all proprietary and confidential information that they may become privy to during their volunteer work for the event, including but not limited to:
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Participant or attendee personal information
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Event logistics, plans, and other business-sensitive materials
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Information regarding sponsors, vendors, or partner companies
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The Volunteer agrees not to disclose such information to third parties without the express written consent of [Your Company Name].
7. Non-Liability and Assumption of Risk
The Volunteer acknowledges and agrees that they are participating voluntarily in the event at their own risk. In consideration for being allowed to volunteer, the Volunteer agrees to the following:
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The Volunteer assumes all risks associated with the volunteer position, including but not limited to, physical or mental injury, illness, or property damage that may occur while participating in event activities.
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[Your Company Name] shall not be held liable or responsible for any injuries, accidents, damages, or losses that the Volunteer may experience as a result of their participation in the event.
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The Volunteer hereby releases and holds harmless [Your Company Name], its officers, directors, employees, and other volunteers from any liability, claims, or demands related to their participation.
8. Health and Safety
The Volunteer agrees to comply with all health and safety rules and regulations established by [Your Company Name] and applicable federal, state, or local laws. The Volunteer understands that the event may involve certain physical activities or situations, and the Volunteer agrees to notify the Event Planner of any medical conditions or limitations that may impact their ability to perform the assigned duties.
In the event of an emergency, the Volunteer consents to emergency medical treatment and agrees to assume the costs of any medical care received.
9. Use of Image and Likeness
The Volunteer grants [Your Company Name] the irrevocable right to use their name, image, voice, or likeness in photographs, videos, or other media captured during the event. This media may be used for promotional, advertising, or marketing purposes without the need for further consent or compensation.
10. Termination of Agreement
Either the Event Planner or the Volunteer may terminate this Agreement at any time, with or without cause, by providing written notice to the other party. Upon termination, the Volunteer agrees to return any property or materials provided by [Your Company Name].
If the Volunteer fails to comply with any part of this Agreement, [Your Company Name] reserves the right to terminate the Agreement immediately and without prior notice.
11. Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of [Your State], without regard to its conflict of law principles.
12. Entire Agreement
This Agreement constitutes the entire understanding between the parties and supersedes all prior oral or written agreements or understandings regarding the subject matter herein.
13. Severability
If any provision of this Agreement is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Event Planner Volunteer Agreement as of the date first above written.
For [Your Company Name]
[Your Name]
Event Planner
[Month Day, Year]
For Volunteer
[Full Name]
Volunteer
[Month Day, Year]
