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Volunteer Agreement

Thank you for volunteering with Caledonian Concepts (Scotland) Ltd, organisers of Inverness 1/2 Marathon and 5K. By volunteering at the event you are an ambassador for our organisation and the event.

We appreciate your volunteering with us. You will be a valued part of our events team and we commit to do our best to make your volunteer experience a positive and rewarding one.

This agreement sets out what we, Caledonian Concepts (Scotland) Ltd, and you, the volunteer, can reasonably expect from your volunteering role.

Volunteer role

Your role as volunteer will be confirmed to you by email prior to the event with your voluntary services beginning on 9 / 10 March 2019.

You will not be committed to any set working hours and there is no minimum volunteer time. However, we hope that you will be able to volunteer with us for at least 4 hours so that we can both maximise the benefit from the experience.

Please provide as much notice as possible if, due to illness or other reason, you are unable to attend to volunteer at a time you are expected, so that alternative arrangements can be made.

We expect you to perform your role to the best of your ability, and to follow, where applicable, our policies and procedures, including in relation to health and safety, equal opportunities and any other relevant policies.

You may be asked to provide details of referees, who may be contacted, and to agree where necessary to a criminal records check and an immigration check.

We ask that you give us as much notice as possible if you intend to stop volunteering with us, so that we can arrange alternative provision.

Any property belonging to the organisation must be returned on completion of your volunteer role with us or you cease to be a volunteer for us.

Please arrive at your volunteer location at the pre-arranged time and remain there until the pre-arranged time, unless advised otherwise by your Team Leader. Breaks and provision of light refreshments will be confirmed by your Team Leader.

On the day of the event please ensure you report in and out of each volunteer shift to your Team Leader at the pre-arranged time and place.

Briefing, training and health and safety

You will be provided with a briefing explaining how we operate and how your volunteering role fits in.

We will comply with our duty to ensure your health and safety. You will be provided with appropriate training to ensure your health and safety and to help you meet the responsibilities of your volunteering role.


We will provide support throughout your volunteer experience and you will be assigned a Team Leader who you will be your main point of contact during the event.

We will explain the appropriate standards we expect and will encourage and support you to achieve and maintain them. We will do our best to help you develop your volunteering role with us.

Your Team Leader during your volunteering with us will be advised by email prior to the event.


The role you undertake is voluntary and you will receive no payment for your time.

We will reimburse you for reasonable out-of-pocket expenses incurred in connection with your volunteering for us.

Please note that the cost of travel to and from your volunteer location is your own responsibility.

Expenses should be submitted on our expense form and must be evidenced by receipts.


We will provide adequate insurance cover for you while you are undertaking voluntary work approved and authorised by us.

Equal opportunities

You will be treated in accordance with our Equal Opportunities Policy.

Data protection

We will process personal information relating to you in accordance with our Volunteer Privacy Notice which is available here.


During your volunteering role with us you may have access to confidential information in relation to our organisation or our clients, beneficiaries, staff, event participants, other volunteers and business dealings. We expect you to maintain confidentiality and not to use or disclose such information in any form, including any social media posts you may make in connection with the event, whilst you are volunteering for us or at any time in the future.


We will endeavour to resolve fairly any problems, concerns or difficulties you may encounter whilst volunteering with us.

This agreement is binding in honour only and is not intended to be a legally binding contract. It may be cancelled at any time at the discretion of either party. Neither of us intends any employment relationship to be created either now or at any time in the future.

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