Volunteer Agreement

Our volunteers play a vital role in organizing our show and making sure it runs smoothly. We strive to create an environment that is supportive, safe, and fun for all to participate in HarmonyCon.

Our goal with this Volunteer Agreement is to make our volunteer experience as rewarding as possible. This agreement will cover many of the details you will need to know to have a fun and effective experience with HarmonyCon.

As a volunteer, you are expected to adhere to the following “common sense” policies at con, and additionally before con as well. As registered staff you represent the con at all times, and as such you are expected to act in a manner befitting such representation.

  1. Maintain a professional and helpful attitude in all dealings with attendees, exhibitors, guests, and fellow volunteers. As a volunteer you are acting as a representative of HarmonyCon and may be one of the few HarmonyCon volunteers our attendees or exhibitors engage with during the weekend. Make their attendance a positive experience by being professional and helpful.
  2. Be knowledgeable of the convention. Acquaint yourself with as much of the convention as possible, such as hours of operation, locations of key areas and the schedule of our programming. We make as much information available as possible on our website and in our program guide. Take advantage of the available information so you can be an informed volunteer when asked questions by attendees.
  3. Perform your duties to the best of your abilities, and show up a little early for your shift/duties. If you find you are unable or unclear on how to perform a certain duty, please talk with your department head. We are all in this convention together and we do not want anyone to be overwhelmed or not succeed in their position.
  4. Dress appropriately. Your department head will specify the dress code for your department. This will typically consist of the staff shirt that we will provide and clean pants. We ask that you not wear offensive t-shirts or clothing that might offend guests or convention members. Bear in mind that even if you are off duty, while you have on your staff badge or shirt, you are representing HarmonyCon and must act accordingly. If an attendee asks you for assistance, respond to them politely and direct them to the nearest HarmonyCon staff member that can assist them.
  5. Be sober and clear headed. No drinking or use of controlled substances is permitted while you are performing your volunteer duties. If you become intoxicated while on duty or report for work while intoxicated or under the influence of a controlled substance, you will be removed from staff and ejected from the convention.
  6. Use proper radio etiquette. Many of our volunteers may have need of a radio in the performance of their duties at the convention. Volunteers will need to sign for their radio when checking it out and may be responsible for the loss or damage of their radio or earpiece. Volunteers are expected to maintain a professional manner when using said radios. Inappropriate language, spamming of messages, or other unprofessional behavior on the radios can result in loss of radio privileges and other disciplinary action.
  7. Be humble and modest in your position. While you’re volunteering at the convention, you do not have special privileges and you do not get priority access in autograph lines, for instance. If you are not on duty, you have exactly the same privileges as any other convention attendee. This also applies to badge checks at doors. All convention staff, including department heads, must comply with badge checks except in the case of emergency. Remember, you cannot expect every volunteer to automatically know who you are and they are only trying to help.
  8. Get plenty of sleep, plenty to eat, and stay clean. We strive to limit volunteers to eight hours or less of work a day. Please get plenty of sleep during the convention weekend. Eat well balanced meals, drink plenty of water, and maintain high personal hygiene. Do not try to out-do your fellow volunteers in who can sleep less. Sleep deprivation and lack of nourishment will negatively impact your ability to successfully complete the above seven policies and may result in you being replaced in your shift or position during the convention till a time you have rested, eaten, and bathed.

Attendee Code of Conduct

Despite their additional privileges, staff and volunteers are still a form of attendee. As such they will be expected to hold themselves to the same standards in respect to the attendee code of conduct and anti-harassment policy, in addition to the volunteer agreement outlined on this page.

Age Requirements

You must be 18 years of age or older at the time of the convention in order to volunteer. Volunteer applicants that will be 16 or 17 years of age at the time of the convention will be accepted on a case by case basis and must have their legal guardian fill out a minor volunteer agreement form, which will be sent to the volunteer applicant upon the decision to move forward with their application.

Medical or Physical Restrictions

Volunteering at HarmonyCon can be a very physically and mentally demanding endeavor. Please let us know if you have any physical, medical or movement restrictions that need to be accommodated.

We will make every effort to take care of and accommodate everyone, but please be aware that volunteers are expected to manage their own well-being while they are serving on the volunteer team.

Harassment Free Environment

All volunteers have a right to work in an environment free from the demoralizing effects of harassment or unwelcome offensive or improper conduct. Sexual harassment or harassment based on gender, color, religion, national origin, age, sexual orientation, gender identity, expression, disability, or veteran status, or any other status protected by law will simply not be tolerated at HarmonyCon.

Types of improper behavior or prohibited conduct includes, but is not limited to: unwelcome sexual advances, requests for sexual favors, obscene gestures, sending sexually explicit, racially offensive or derogatory emails or voicemails, and other verbal or physical conduct of a sexual or offensive nature, such as uninvited touching of a sexual nature or sexually-related comments.

Volunteers should promptly report incidents of harassment to their immediate department head or convention chair. There is a procedure for investigating and resolving issues of harassment during and within HarmonyCon and it will involve the assistance of the city of Addison police department. All reported incidents will be investigated with an effort to keep the source of the report confidential except where we find disclosure necessary for resolution.

Where inappropriate conduct has occurred, specific disciplinary actions up to and including termination of volunteer status or revocation of attendee badge will be implemented. Any volunteer or attendee who, in good faith, reports a possible violation of this policy will be protected from any form of retaliation.

Badge Policies

In accordance with the attendee code of conduct, staff and volunteers must always wear their badge while in any convention space. For the purposes of this document and for the attendee code of conduct, staff are a type of attendee and will be handled as an attendee during most, if not all, instances.

Badge Sharing

No badge sharing will be permitted or tolerated at HarmonyCon. This includes, but is not limited to, sharing a single badge between multiple people simultaneously, badge passing, and sharing a single badge between multiple people at different times throughout the day or weekend. Each staff and volunteer must have their own unique badge.

Confidentiality and Non-Disclosure

As a volunteer you are expected to maintain confidentiality with information received from HarmonyCon. We strive to share as much information on the inner workings of our convention with our volunteers as possible, with the knowledge that much of this information is proprietary to HarmonyCon. Certain information may be embargoed until a set time frame, such as guest announcements, and we ask that you respect our requests for confidentiality, as the release of said information will impact other aspects of the convention, such as marketing plans.

Should we find that information is being shared in a way that is detrimental to HarmonyCon or its attendees, we will cease to share said information with volunteers. You may also be privy to information and conversations between and with guests during the convention and you are expected to maintain the privacy and confidentiality of our guests as well. HarmonyCon requires that volunteers will protect the confidential information which may be disclosed between guests of HarmonyCon and the volunteer.

Confidential Information means any information or material which is proprietary to the guest, which is not generally known other than by the guest, and which the volunteer may obtain through any direct or indirect contact with the guest. Confidential Information includes without limitation: Financial amounts of sales, earnings, or business, upcoming projects that may or may not have been completed, personal information including family, friends, and relationships, and opinions made by the guest. This list is neither all-inclusive nor complete.

The volunteer understands and acknowledges that the Confidential Information can cause irreparable harm to the guest and to the convention should the information be shared, discussed, or publicly posted. The volunteer will hold the Confidential Information in confidence and will not disclose to any person or entity without the prior written consent of the guest.

Non-disclosure includes but is not limited to any verbal, written, or electronically communicated conversations, including texts, instant messages, or chats; any posting on known and unknown forms of social media; or interviews with any form of media, reporter, or blogger. Disclosure by the volunteer in violation of this agreement shall constitute and be treated as a material breach of this agreement which will cause irreparable harm to the guest, the convention, and the staff and agents working with or associated with the guest or convention.

Those above affected by the breach of this agreement may seek, among other things, (a) injunctive relief, without posting any bond, to prevent and/or cure any breach or threatened breach of this agreement by the volunteer, (b) recovery or disgorgement of the monies or other consideration received in connection with such disclosure, if any, and (c) recovery of reasonable outside attorney fees incurred to enforce this agreement.

Staff Artists / Designers

If you are on staff as an artist or designer, HarmonyCon will be granted a non-exclusive perpetual license to any works that you create for HarmonyCon. This license will be irrevocable and these works may be used by HarmonyCon in any way, including on merchandise, for the current or any future years.

Staff Photographers / Videographers

If you are on staff as a designated photographer or videographer, HarmonyCon will be granted a non-exclusive perpetual license to all images or video that you capture on shift and must be shared with the convention immediately on request.

At Will Volunteer

Your volunteer status is at will. HarmonyCon is free to release volunteers from their positions for good cause, bad cause, or no cause at all. You are able to serve as a volunteer at your pleasure and equally free to quit with no liability.

Volunteer Medical Waiver and Indemnity Agreement

I understand and agree that I am responsible for providing my own food, transportation and lodging. Any food or lodging provided by HarmonyCon as a benefit covers only the applicable terms of the specific benefit awarded. In the event of an accident or injury while volunteering for HarmonyCon, I authorize HarmonyCon to seek and obtain medical treatment.

Furthermore, I agree to indemnify, defend and hold harmless HarmonyCon from any and all damages, losses, claims, liabilities, charges, suits, penalties, costs and/or expenses, including but not limited to court costs, attorneys’ fees and expenses, resulting from any act (whether intentional or not), omission or negligence of any injury to myself.

Statement of Notifications of Changes

HarmonyCon and its management will make every effort to notify staff and volunteers of changes to these policies, but can’t guarantee such notifications. HarmonyCon and its management reserve the right to make reasonable changes with or without notice at any time.

Statement of Final Judgement of Rules and Policies

The Convention Chairs have final say on any ruling or interpretation of the above policies.

Statement of Spirit of Document

If the exact wording of anything contained in this document does not quite apply, but the spirit of this document or anything contained within still does, then this document will still apply. Staff and volunteers are expected to follow, and rulings will be made in, the spirit of this document.

Statement of Part Versus Whole

If any part of this document becomes void or unenforceable, the rest of this document shall still be valid and enforceable.

Failure to Follow the Above Policies

Failure to follow the above policies may result in disciplinary measures up to and including ejection from staff and the convention without refund and revocation of any other paid badges or tickets without refund.

By applying for HarmonyCon staff and accepting a staff badge, you agree that you have read all of the above information and agree to the policies, waivers, and indemnity herein.