Volunteer Guidelines

Bachata Fusion Events KLG

These Volunteer Guidelines apply to all individuals who voluntarily support Bachata Fusion Events KLG at events.

By submitting the volunteer form, you confirm that you have read and understood these Guidelines and agree to follow them.

1. Minimum Age and Correct Information

Volunteers must be at least 18 years old.

By applying as a volunteer, you confirm that all information provided by you is correct, complete and truthful.

Bachata Fusion Events KLG reserves the right to reject volunteer applications or exclude volunteers from participation if false or incomplete information has been provided.

2. Role as a Volunteer

As a volunteer, you support Bachata Fusion Events KLG in the organisation and execution of events.

Possible areas of support include, but are not limited to:

• Check-in & guest registration

• Entrance / ticket scanning

• Workshop room support

• Artist & teacher support

• Social dance / party support

• Backstage support

• Setup & decoration

• Bar service

• Clean-up / tear-down

• General event support

• Support wherever help is needed

The final assignment of tasks is decided by Bachata Fusion Events KLG based on the needs of the respective event.

There is no entitlement to a specific role, shift or benefit.

3. Commitment and Reliability

Volunteers are expected to be punctual, reliable and fully available during the agreed shift times.

If you are unable to attend your shift, you must inform Bachata Fusion Events KLG as early as possible.

Short-notice cancellations, no-shows, delays or leaving the assigned area without permission may result in exclusion from the current event and from future volunteer opportunities.

4. Check-in and Check-out

Volunteers must check in with the responsible contact person before starting their shift.

After completing the shift, volunteers must check out with the responsible contact person.

The shift is only considered completed once the assigned task has been finished and the volunteer has checked out.

Leaving the assigned area or the event during the agreed shift time without permission is considered a failure to complete the shift.

5. Behaviour and Professional Conduct

Volunteers represent Bachata Fusion Events KLG and are expected to behave respectfully, friendly, professionally and responsibly at all times.

The following behaviour is not tolerated:

• disrespectful, aggressive, discriminatory or inappropriate behaviour

• harassment of any kind

• disturbing artists, teachers, guests, participants, staff members or other volunteers

• misuse of access rights, guest lists, wristbands, backstage areas or internal information

• failure to follow instructions from the organisation

• arriving for a shift under the influence of alcohol or drugs

• behaviour that could damage the reputation of Bachata Fusion Events KLG, its partners, artists, teachers or the event

Bachata Fusion Events KLG reserves the right to immediately remove volunteers from their role in case of inappropriate behaviour.

6. Alcohol, Drugs and Fitness for Duty

The consumption of alcohol or drugs during the agreed shift time is strictly prohibited.

This applies regardless of the assigned role and also applies if the volunteer is not actively performing a task but is still within the agreed shift time or wearing the official volunteer shirt.

Volunteers must remain sober, responsive and fit for duty throughout their entire shift.

Arriving for a shift under the influence of alcohol or drugs is also not permitted.

Bachata Fusion Events KLG reserves the right to immediately remove volunteers from their role if alcohol or drug consumption is suspected.

7. Dress Code and Volunteer Shirt

Bachata Fusion Events KLG provides volunteers with an official volunteer shirt for their shift. This shirt is sponsored by Bachata Fusion Events KLG.

The official volunteer shirt must be worn visibly at all times during the entire assigned shift.

The shirt must not be covered, removed, altered, damaged or replaced by private clothing during the shift, unless Bachata Fusion Events KLG has explicitly approved an exception.

Volunteers must ensure that their appearance is clean, appropriate and suitable for the event.

Comfortable and safe shoes are recommended, especially for tasks involving setup, clean-up, check-in, bar service or backstage support.

Clothing with offensive, political, discriminatory, inappropriate or third-party advertising prints is not permitted during the shift.

Bachata Fusion Events KLG may exclude or reassign volunteers if the dress code is not followed.

8. Interaction with Participants and Personal Information

Volunteers represent Bachata Fusion Events KLG during their shift and must maintain a professional distance from participants, guests, artists, teachers, staff members and other volunteers.

During the agreed shift time and while wearing the official volunteer shirt, it is strictly prohibited to exchange private contact details with participants or guests, unless this is explicitly required for event organisation purposes.

This includes, but is not limited to:

• phone numbers

• private email addresses

• social media profiles

• dating or flirting contacts

• private business promotion

• private offers or services

• sharing information about other guests, artists, teachers or team members

Volunteers must not use their position, shirt, access rights or role to obtain private contacts, personal benefits, business contacts or any other advantages.

Necessary communication within the scope of the event, such as directions, programme information, check-in instructions or organisational details, is of course permitted.

Bachata Fusion Events KLG may immediately remove volunteers from their role in case of violations of this rule.

9. Instructions and Event Rules

Volunteers must follow the instructions of Bachata Fusion Events KLG, team leaders, venue staff and security personnel.

Volunteers may only enter areas that are necessary for their assigned tasks.

Backstage areas, artist areas, storage rooms, technical areas, bar areas or other restricted zones may only be entered with explicit permission.

In case of uncertainty, the organisation or responsible team leader must always be contacted.

10. No Unauthorised Decisions

Volunteers are not permitted to make unauthorised decisions regarding entry, prices, guest lists, wristbands, backstage access, bar service, artist support or organisational processes.

In particular, it is not permitted to:

• allow entry to persons without valid authorisation

• hand out wristbands, tickets or access rights without permission

• provide free drinks, discounts or benefits without approval

• add guests to guest lists without authorisation

• support or accompany artists, teachers or guests without being assigned to do so

• communicate internal decisions to guests without authorisation

• accept money, payments or private agreements on behalf of Bachata Fusion Events KLG unless explicitly assigned to do so

11. Bar Service

Volunteers assigned to bar service must act responsibly and strictly follow the instructions of the organisation.

Alcohol must not be served to visibly intoxicated persons.

Volunteers working in bar service must remain completely sober during their shift.

Drinks must not be given away for free, discounted or provided outside the defined rules unless explicitly approved by Bachata Fusion Events KLG.

Bachata Fusion Events KLG reserves the right to remove volunteers from bar service or reassign them to another area at any time.

12. Mobile Phone Use During the Shift

Private mobile phone use must be kept to a minimum during the shift.

Volunteers may only use their phones during the shift if it is necessary for their task, for example for communication with the organisation, check-in duties or emergencies.

Long private phone calls, chatting, scrolling on social media or private photo and video recordings during the shift are not permitted.

13. Confidentiality

Volunteers may receive access to internal information such as guest lists, artist information, schedules, backstage details, organisational processes or internal communication.

This information must be treated as confidential and must not be published or shared with third parties.

This confidentiality obligation continues after the event has ended.

14. Photos, Videos and Social Media

Taking photos or videos during the shift is only permitted if it does not interfere with the assigned task and does not show internal, private or sensitive situations.

It is not permitted to record or publish:

• backstage situations without permission

• artist or teacher areas without permission

• guest lists, internal documents or organisational information

• private or uncomfortable situations involving guests, participants, artists, teachers or team members

Public social media content related to the event must be respectful and must not damage the reputation of Bachata Fusion Events KLG, its artists, guests, partners or team members.

15. Compensation and Benefits

Volunteer work is generally unpaid unless otherwise expressly agreed in writing.

Any benefits such as free entry, drinks, food, discounts or other advantages are voluntary benefits provided by Bachata Fusion Events KLG and are only valid if expressly confirmed.

Benefits may be reduced or cancelled if a volunteer does not fully complete the agreed shift or violates these Guidelines.

There is no entitlement to payment, replacement benefits or later compensation.

16. Personal Belongings

Volunteers are responsible for their own personal belongings.

Bachata Fusion Events KLG accepts no liability for lost, stolen or damaged personal items.

17. Health and Safety

Volunteers must act responsibly and must not put themselves or others at risk.

Accidents, injuries, unsafe situations, conflicts or emergencies must be reported to the organisation immediately.

Volunteers must not carry out tasks that they feel unsafe performing or are physically unable to perform.

18. Data Protection and Contact

By applying as a volunteer, you agree that Bachata Fusion Events KLG may use the information you provided for planning, coordination and communication related to volunteer assignments.

This includes contacting you regarding shift planning, event information, organisational updates and future volunteer opportunities.

Your data will not be sold or shared with third parties without a necessary reason.

19. Right to Reject, Reassign or Remove Volunteers

Bachata Fusion Events KLG reserves the right to accept, reject, reassign or remove volunteers at its own discretion.

This applies in particular if a volunteer violates these Guidelines, fails to follow instructions, or if Bachata Fusion Events KLG considers it necessary for the safety, quality or smooth running of the event.

Exclusion may take place before, during or after the event.

20. Confirmation

By submitting the volunteer form, you confirm that:

• You are at least 18 years old.

• The information you provided is correct and truthful.

• You have read and understood these Volunteer Guidelines.

• You accept the rules and instructions of Bachata Fusion Events KLG.

• You understand that violating these Guidelines may result in exclusion from the volunteer team.