Volunteer with Dutchess County Regional Chamber of Commerce

2019 Hudson Valley Hot Air Balloon Festival

July 12th - 14th, 2019
The Hudson Valley Hot-Air Balloon Fest is July 12-14 at the Dutchess Cuonty Fairgrounds in Rhinebeck, NY. All volunteers receive a t-shirt identifying them as a Balloon Platoon Volunteer and two tickets to the festival to be used by you, your family or friends either during or after your volunteer shift. Volunteers that sign up for two or more shifts will also receive a 2019 Hudson Valley Hot Air Balloon Festival Collector's Mug. Please note that the start time of the shift you signed up for is the time we need you to report in. That will allow 30 minutes prior to actually starting your shift to get your t-shirt, your two tickets, directions to your assignment and any instructions or information we need to give you before you start your shift.
Thank you and let's have fun!
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Please tell us any special limitation you may have in order to volunteer OR if you are volunteering to earn Honor Society or Community Service hours.

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By signing up as a volunteer online, you agree to the following terms and conditions.

This document is not intended to be a legally binding contract between us and it may be cancelled at any time by either us or you.

1. You are a volunteer
The position you are agreeing to volunteer for The Dutchess County Regional Chamber of Commerce (DCRCOC) is completely voluntary and there is no expectation of reimbursement to you from anyone. This means that, if you accept the role, you perform all duties on a voluntary basis and you will not receive remuneration or payment for your work, other than reasonable reimbursement of direct expenses (see below at paragraph 9). Neither DCRCOC nor the volunteer intend any employment or contractual relationship to be created (ie. you are not an employee, independent contractor or consultant at DCRCOC). If this changes at any time, and there is a possibility that you might undertake paid work for DCRCOC or be involved in vocational training, we will discuss this and document the arrangement in a formal employment contract, contract for services or other arrangement.

2. What you can expect when volunteering at DCRCOC
DCRCOC values its volunteers and we will endeavor to provide you with:
• 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 and get feedback (see para. 4 below)
• reimbursement for your reasonable direct expenses so you are not out-of-pocket as a result of volunteering for us (for
further information see para. 9 below), and
• insurance to cover you for the volunteer duties you are authorized to perform (see para. 10 below).

3. What DCRCOC asks of its volunteers?
We ask that you to:
• Support DCRCOC aims and objectives
• participate in all relevant induction and training initiatives, if applicable
• only undertake duties you are authorized to perform and always operate under the direction and supervision of nominated
staff and obey reasonable directions and instructions
• 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, customers, or the
• behave appropriately and courteously to all staff, clients 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 the
organization when you finish your volunteer role
• let us know if you wish to change the nature of your contribution (e.g. hours, role) to DCRCOC
• 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

4. Contact person
Your contact person at DCRCOC will be Jean Harris (volunteer manager). 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 (insert volunteer manager’s name and contact details) as soon as possible.

5. Role description and details
Your role may be ticket taking, selling tickets, information, game operator, supervisor of games, prize helper, organizer, decorator, balloon crew, or other. It is important that you only perform the tasks in this role and that you follow the instructions of the volunteer manager and DCRCOC staff. If you are unsure whether a particular task or work is authorized, please do not hesitate to talk to your contact person.

6. The health and safety of you and others at DCRCOC volunteer safety, and the safety of everyone who is involved in our organization, is a priority.
We ask that you:
• take reasonable care for your own health and safety
• take reasonable care for the health and safety of others
• comply with any reasonable instruction by DCRCOC
• let DCRCOC know of any concerns you may have about safety and/or fitness in undertaking our role, and
• cooperate with any reasonable policies and procedures of DCRCOC.

Please do not hesitate to talk to your contact officer at any time if you have any health and safety concerns.

7. Induction and training required before you start in the volunteer role
DCRCOC is committed to offering a safe and non-discriminatory work environment with respect to privacy policies. For this reason it is our policy that all volunteers refrain from discriminatory and or unsafe
actions/conversations towards anyone at any time.

8. We require you inform us of any limitations to work duties you have before you can start in the volunteer role.

9. Volunteer expenses and other benefits
As a volunteer, DCRCOC will provide you with reimbursement for any reasonable out-of-pocket expenses that you incur when performing authorized tasks associated with your role. This does not include food or beverage. 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. You might need prior approval and will always need to produce receipts. We may sometimes provide you with other benefits as part of your volunteering role (examples include training, free food, accommodation, event entry, clothing or equipment). Where this occurs, it is on a gratuitous basis at the discretion of DCRCOC and is not payment in lieu of salary.

10. Insurance
We are committed to providing adequate insurance cover for volunteers whilst carrying out their volunteering roles that have been approved and authorized by us. To ensure this insurance covers you for any incidents that occur while you are volunteering with us, you need to contact DCRCOC volunteer manager immediately and report the incident. We also ask that you sign in and out when you begin and end each shift.

We want to let you know that the following events are unlikely to be covered by our insurance:
• 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

11. Intellectual Property
All volunteers at DCRCOC 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 DCRCOC events to DCRCOC.

Volunteers are taken to consent to DCRCOC’s use of such creations in a manner reasonably contemplated by the voluntary services provided under this document. As a volunteer you also agree not to bring any claim for infringement of your moral rights in respect of that use.