ISTOK RETREAT FESTIVAL

VOLUNTEER TERMS & CONDITIONS

By volunteering at ISTOK Retreat Festival (the “Festival”), you, the “Volunteer”, agree to the following terms and conditions. If you do not agree, please do not complete the volunteer application or take part in volunteering.

1. Volunteer Status

1.1. You are participating as a volunteer, not as an employee, contractor, or partner of ISTOK Retreat Festival.
1.2. Your role is to support the smooth running of the Festival through agreed tasks such as entrance/ticket checking, setup and breakdown, zone hosting (e.g., sauna, sound circle, women’s circles, kids/family areas), information desk support, waste management, and other general assistance as assigned.

2. Volunteer Duties and Commitment

2.1. You agree to:

  • Commit to the hours and shifts assigned to you in advance.

  • Attend the online or in‑person volunteer briefing before the Festival.

  • Arrive on time for your shifts and stay for the duration unless you have agreed to leave early.

  • Perform your duties in a responsible, respectful, and helpful manner.

2.2. ISTOK may reassign or adjust your role or shifts if needed for operational reasons. You will be consulted where possible.

3. No Payment, Accommodation, or Food

3.1. Volunteering is unpaid. ISTOK Retreat Festival does not provide payment, stipends, or performance fees for volunteer work.
3.2. ISTOK does not provide accommodation for volunteers. You are responsible for arranging your own accommodation, travel, and meals.
3.3. ISTOK may, at its discretion, offer small tokens of appreciation (e.g., free or discounted festival tickets, limited merchandise, or non‑financial perks), but these are not guaranteed and are subject to availability.

4. Health, Safety, and Participation at Your Own Risk

4.1. You participate at your own risk. ISTOK will take reasonable steps to provide a safe environment, but cannot guarantee absolute safety.
4.2. You must:

  • Inform ISTOK of any medical conditions, disabilities, or allergies that may affect your ability to perform your duties.

  • Follow all safety instructions given by ISTOK staff, zone hosts, or safety team.

  • Not work under the influence of alcohol or drugs that impair your ability to act safely.

4.3. ISTOK may ask you to stop working or leave the site if your behaviour or condition poses a risk to yourself or others.

5. Code of Conduct

5.1. You must:

  • Treat all attendees, fellow volunteers, performers, vendors, and staff with respect, kindness, and inclusion.

  • Follow ISTOK’s safer‑space and consent principles while working and interacting with others.

  • Avoid discriminatory, aggressive, abusive, or inappropriate behaviour. This includes harassment, bullying, or any form of discrimination based on gender, race, sexuality, religion, ability, or other identity.

5.2. Breach of this Code of Conduct may result in:

  • being asked to stop working immediately,

  • being asked to leave the Festival site,

  • not being invited to volunteer with ISTOK in future editions.

6. Data Protection and Privacy

6.1. ISTOK Retreat Festival will collect your:

  • Personal information (name, age, contact details, location).

  • Next‑of‑kin / emergency contact details.

  • Any relevant medical or safety information.

  • CV or bio and any social media links you choose to share.

6.2. Your data will be used only for:

  • Communication about volunteering and the Festival.

  • Health‑and‑safety and emergency planning.

  • Internal organisation of volunteer teams and shifts.

6.3. Your data will be stored securely and deleted or anonymised after a reasonable period (e.g., 6–12 months after the Festival), unless you have given separate consent to be contacted about future events. You may request access to or deletion of your data in accordance with applicable data‑protection law.

7. Cancellation, No‑Shows, and Behaviour

7.1. If you are unable to attend your shifts:

  • Please notify ISTOK as far in advance as possible.

  • Unreasonable last‑minute cancellations or repeated no‑shows may affect future volunteering opportunities.

7.2. ISTOK reserves the right to:

  • Remove you from your role or the Festival site if you breach these terms.

  • Adjust or cancel parts of the programme or volunteer plan due to unforeseen circumstances (e.g., weather, safety, or operational issues).

8. Intellectual Property and Use of Content

8.1. ISTOK may:

  • Use photos or videos taken at the Festival (including images of volunteers) for promotional, social media, or archival purposes.

  • You grant ISTOK a non‑exclusive, royalty‑free licence to use images or footage of you taken at the Festival for these purposes, unless you tell us otherwise in writing.

8.2. If you are taking photos or videos on behalf of ISTOK, you must follow the Festival’s guidelines on consent and privacy.

9. Liability and Indemnity

9.1. ISTOK Retreat Festival will do its best to provide a safe environment, but to the fullest extent permitted by law, shall not be liable for any loss, injury, or damage arising from your participation as a volunteer, except in cases of gross negligence or willful misconduct.
9.2. You agree not to hold ISTOK liable for any indirect or consequential losses related to your volunteering.

9.3. If your actions cause loss or damage to ISTOK (e.g., careless handling of equipment or breach of safety rules), you may be held responsible for those costs.

10. Changes to These Terms

10.1. ISTOK may update these Terms & Conditions from time to time.
10.2. If changes are significant, you will be notified in advance, and you may choose not to continue volunteering if you do not agree.

11. Governing Law and Dispute Resolution

11.1. These Terms & Conditions are governed by the laws of the country where the Festival is held (e.g., Lithuania, or the country of your organisation).
11.2. Any disputes will initially be resolved through friendly discussion; if this fails, they may be resolved through the appropriate legal channels in that jurisdiction.

12. Acceptance of Terms

By completing the ISTOK Retreat Festival volunteer application and agreeing during the application process, you confirm that you have read, understood, and accepted these Volunteer Terms & Conditions and agree to abide by them throughout your volunteering.