VOLUNTEER POLICY

1. INTRODUCTION

This Volunteer Policy outlines the principles, expectations, and procedures that guide the involvement of volunteers at DinoCon. It ensures a positive, safe, and inclusive experience for all volunteers while supporting the efficient and professional delivery of the event.

2. WHAT IS DINOCON?

DinoCon is an in-person event run by DinoCon UK Ltd, a company registered in England and Wales under company number 16018645. DinoCon was created after the successful 11 year run of TetZoo Con, with the aim to expand on what TetZoo Con achieved and bring Palaeontological education and entertainment to a wider audience through in-person events.

3. WHAT IS A VOLUNTEER?

A volunteer is an individual who freely offers their time, skills, and experience without expectation of financial compensation.

This is not an employment position and so does not involve any obligations associated with employment. DinoCon UK Ltd will not be offering payment to individuals who choose to volunteer, however there may be reimbursement of agreed expenses or other perks (outlined later in this document).

4. WHO CAN VOLUNTEER?

You must be over 18 years of age to be able to apply and volunteer for DinoCon.

DinoCon UK Ltd maintains a zero-tolerance policy for discrimination and is committed to equal opportunities.

You do not need any experience to volunteer, however if there are not enough roles available for the number of applicants then we will choose individuals based on their experience, skills, and knowledge.

5. VOLUNTEER ROLES AND RESPONSIBILITIES

There are a variety of different roles available for volunteers. We will assign volunteers to specific roles based on their experience and what is required for the event. This may include being assigned to multiple roles.

In the interest of fairness, we ask that applicants are amenable to all volunteer roles. Please let us know if you have any health restrictions that would prevent you from carrying out certain duties (e.g. bending over, carrying items, etc). We do not expect volunteers to attempt to carry out duties that they aren’t physically able to.

We understand that Volunteers will want to attend certain talks and activities. When the Events Schedule is announced, Volunteers will need to let us know when they will be unavailable due to attending a talk/activity. We cannot guarantee that all volunteers will be able to attend every talk/activity they would like as this will depend on the availability of other volunteers and the tasks that are required.

5.1. Hours

The DinoCon event runs over 2 days (Saturday & Sunday) with set-up being during the day before (Friday). Take-down will occur immediately after doors close on the second day (Sunday). Typically, DinoCon sets up from 12:00 till 20:00 on Friday, then runs 09:00-23:00 Saturday at 09:00-18:00, although this may vary from year-to-year. This amounts to ~35 working hours. We do not expect all volunteers to be able to work all of these hours, so we have provided 3 options;

  • Set-up (approx. 2-3 hours) on Friday, plus up to 6 hours across the weekend (Reward = free 1 day ticket)

  • Set-up (approx. 2-3 hours) on Friday, plus up to 12 hours across the weekend (Reward = free full weekend ticket)

  • Set-up (approx. 2-3 hours) on Friday, plus 12+ hours across the weekend (Reward = free full weekend ticket + 50% reimbursement of Hilton accommodation)

The hours above are only an estimate. If you are unable to take part in set-up and take-down, please let us know as soon as possible.

5.2. Duty Schedule

We will be providing all volunteers with a personal schedule a few weeks before the event, once everyone has confirmed which day(s) they are attending. This schedule will show which role(s) the volunteer has been assigned and what time(s) they will be on duty. Timed breaks for lunch and dinner will be included in the schedule where applicable, however it will be assumed that any additional breaks will be taken when the volunteer is off duty.

If there are any clashes or anything you would like changed on your schedule, please let us know as soon as possible and we will attempt to resolve the clash. During induction, volunteers will be provided with a print-out of their finalised personal schedule.

5.3. Roles:

Event Set-Up & Take-Down: On the Friday before DinoCon starts, volunteers will be helping us set up banners, signage, decorations, and moving any equipment and materials to their designated rooms. Tables and chairs will be set up by the venue staff. Volunteers will also be assisting vendors by showing them to their tables and help carry their stock where necessary. After doors have closed on the Sunday evening, volunteers will assist in taking down and packing up all of the equipment and ensuring the venue rooms are left in a tidy manner.

Check-in: This will be our attendees’ first impression of DinoCon. Volunteers will be welcoming our attendees, checking for valid tickets using a phone app, answering any questions attendees may have, and handing physical tickets and brochures to attendees. There will also be attendees with specialist tickets and requirements (e.g. carer’s tickets, sponsors, etc). Volunteers who are not on the front desks will be assisting those on the desks by keeping physical items stocked, sourcing sponsor packs, and managing queues.

Door Greeters & Talk Assistance: Volunteers will be stationed at the doors to all the talks and panels to welcome and assist attendees into the rooms. They will also be on standby in case assistance is needed during the talks.

Selling of Merchandise: There will be a range of different DinoCon branded merchandise for attendees to purchase during the event. Volunteers may need to keep track of stock levels, assist customers, manage queues, process payments, and handle money.

Vendor Assistance: Vendors will be displaying and selling their wares in our designated Vendor Hall. This room will likely be very busy during the weekend. Volunteers will provide assistance to vendors (e.g. providing them with bottled water, watching stalls when they take bathroom breaks). Volunteers must not process any transactions on behalf of vendors. Stalls will also need to be monitored for the sale or display of wares on our prohibited items list.

Workshop Assistance: Volunteers will assist workshops by helping them set up, hand out any materials needed to attendees, answering simple questions where possible, and helping to tidy up once the workshop is finished. In the case of ticketed workshops, volunteers will check attendee ticks before allowing them entry into the workshop.

Auction Assistance: There will be a display of items that have been kindly donated by attendees to raise money for DinoCon’s chosen charity. These items will need to be monitored to ensure their safety during the event. Volunteers will also need to label and document any items that are donated over the weekend. If there is a silent auction, Volunteers must monitor the number of bids on the items. Volunteers will also need to package up all the items for the winners to collect and pay for after the auction is closed.

Other Duties: There may be other minor duties that are not included in those listed above. These include but are not limited to; checking quiet rooms and costume change rooms, assisting with book signings, ensuring every attendee has a valid ticket on display, assisting competition entrees, etc.

Volunteers must adhere to DinoCon’s Health & Safety instructions, including monitoring the venue for hazards, such as discarded cardboard that may result in slips or trips. Volunteers must resolve (or report if they are unable to resolve) such hazards upon their discovery.

We ask all volunteers to be flexible in their duties as there may be other tasks that require assistance during the DinoCon weekend. This may be due to last minute changes in the schedule or to fill in for volunteer absences.

Further details about the roles and what is expected will be provided closer to the event.

6. VOLUNTEER REWARDS & EXPENSES

Volunteers will be given free attendance of DinoCon and 50% reimbursement on their Hilton accommodation expenses, depending on the number of hours they have been on duty during the event. Details can be found previously in this document under section 5.1. Hours.

If we require you to run an errand that results in you paying out of your personal finances, we will reimburse you of any expenses agreed in advance.

You must provide proof of payment to claim reimbursement of any expenses. We cannot process reimbursement of expenses until after the event has finished. We cannot offer reimbursement for food and drink at this time, although free food and drink may be available in the staff room/green room.

7. CONDUCT & BEHAVIOUR

All volunteers must abide by our Code of Conduct and Health & Safety policy. In addition to this, there are other behaviours that we ask our volunteers to adhere to:

  • Be polite and respectful to everyone.

  • Arrive punctually to assigned tasks and follow instructions from DinoCon staff.

  • Maintain confidentiality and respect the privacy of others.

  • Be a representative of DinoCon and avoid behaviour that may cause damage to the event. This includes reputational damage and is applicable to your behaviour on social media.

  • Notify DinoCon staff if you are unable to carry out any task, encounter any issues, or if your health or personal circumstances change/affect your ability to assist with DinoCon.

  • Follow all DinoCon protocols and policies.

 

7.1  Prohibited Behaviours:

  • Do not smoke or vape whilst on duty or within the venue building. If you wish to smoke or vape at any point during DinoCon, you must only do so whilst off duty and in designated smoking areas.

  • Do not take on tasks outside of your role without approval from a DinoCon staff member.

  • Do not consume or be under the effects of alcohol or drugs whilst on duty at DinoCon.

  • Do not provide stories, information, or interviews to media companies without our permission.

  • Do not use DinoCon branding and trademarks without our permission.

  • Do not bring politics to DinoCon. We understand that every person has their own views, but DinoCon is a politically neutral entity.

10. INDUCTION & TRAINING

Induction and training will take place on the Friday afternoon (before the start of DinoCon) as part of the event set-up. There will also be brief meetings on the Saturday and Sunday mornings before doors open. If you are unable to attend the induction or any meetings, please contact DinoCon staff as soon as possible. During induction, all volunteers will receive:

  • A personal schedule of roles and duty hours.

  • A tour of the venue.

  • Health and safety briefing.

  • Protocols for emergency procedures.

  • Contact information for key staff.

  • Role-specific training where necessary.

  • A hi-vis jacket to be worn whilst on duty.

9. INSURANCE

DinoCon takes safety and insurance very seriously. All volunteers are covered under our Conferences & Meetings Insurance Policy. This insurance policy covers damages and claimants’ costs and expenses that DinoCon is liable at law for. It does not cover any damages and claimants’ costs and expenses that DinoCon is not liable for.

This insurance is limited to both the geographical limits and duration of DinoCon’s events.

This insurance does not cover any legal liability required to be insured under the Compulsory Motor Insurance provisions of and Road Traffic Act legislation.

10. DATA PROTECTION

Your information will be stored securely and used only for purposes related to the event, in compliance with applicable data protection laws (e.g., GDPR).

Whilst volunteering at DinoCon, you must also comply with these data protection laws. If at any point during the event you ascertain protected data relating to other volunteers, attendees, organisers, vendors, guests, speakers, or any other persons, you must keep this information confidential and not make or keep copies of the protected data.

If you suspect there has been a data security breech, please contact a DinoCon staff member immediately.

 

11. CONTACT US

If you have any concerns during your time as a volunteer, or if you have any questions in regards to volunteering; please contact at info@dinocon.co.uk.