Wokingham Festival
Volunteer Terms & Conditions
We want you to have a great time volunteering with us at Wokingham Festival, and to ensure that it’s fun for everybody, we have set out our Terms & Conditions so that there is no confusion. Some of it may sound a bit rather formal and rigorous, but most of it is just no-nonsense wording for things that are common sense. If you have volunteered with us before, there should be no big surprises, but we are tightening up on our commitment to you.
This information details the basis under which you apply to volunteer. You are required to accept and abide by the terms below. Please read the information carefully.
By being present at the event in any capacity, you also agree to be bound by our main T&Cs.
If any of these are unclear, please seek clarification via our Contact Us page or the volunteer email address.
1. Definitions
‘Festival’ / ‘The Organisers’ / ‘We’ / ‘Our’ / ‘Us’ means the event organisers, Wokingham Festival Ltd. and its Directors.
‘Event’ means the festival event called ‘Wokingham Festival’.
‘Gate’, 'Ticket Desk' means the box office at the Festival site during the event.
‘You’, ’Your’, 'Volunteer' means anyone acting as a volunteer on behalf of The Festival, whether before, during, or after the event itself.
‘Volunteer Coordinators’ means Julie or Bex, or a designated person acting on their behalf.
‘Live Festival’ means Saturday, Sunday, Monday of the Festival when gates are open to the public.
NB: In all cases where we mention Organisers in this agreement, they can be identified by their purple Wokingham Festival branded hi-vis jackets. During setup and breakdown, Dean and Julie will be wearing yellow hi-vis to be more easily seen/found.
2. The Wokingham Festival Volunteer Agreement
This agreement forms the basis upon which you apply to volunteer.
To volunteer at the festival you are required to accept and abide by the terms of this agreement. Please read it carefully.
If you do not understand any part of this agreement and require clarification, please contact us.
3. Fitness
Festival duties — including but not limited to stewarding, gate shifts, and bar shifts — can be physically and mentally demanding, and require a reasonable amount of manual dexterity. Shifts may require volunteers to be on their feet, walking across occasionally uneven terrain, and working outdoors for extended periods, and interacting with members of the public. We mitigate this by splitting shifts into shorter chunks of the day, but some of those those may still be up to 3 hours long at a time.
All of our duties should be well within the capabilities of most people. By applying, you confirm that you possess a reasonable level of fitness required to safely execute your assigned roles.
You are responsible for assessing your own fitness and capabilities. You must disclose any pre-existing medical conditions, injuries, or disabilities that may impact your ability to stand for long periods, or to lift or transport objects on site (e.g. event equipment, barriers, wheelie bins), or impact on your ability to perform your assigned tasks in any way.
We are committed to inclusivity and providing equal opportunities. If you require reasonable adjustments to accommodate a disability or limitation of any kind, you must inform the Volunteer Team during the application process, so we can attempt to assign a suitable role for you. However, this may not always be possible, due to the inherent nature of the tasks required.
We reserve the right to reassign or decline a volunteer if a risk assessment or disclosure indicates the volunteer is unsuitable for the requirements of the roles available.
4. What you agree to
By submitting your registration as a volunteer for Wokingham Festival you agree to:
Inform us at the time of registration (or as soon as practicable thereafter, for newly arising or worsening conditions) of any medical conditions which may be or may become relevant to the shifts or duties that we assign to you, or to anything that might happen to you whilst at the festival.
Inform us when requested (approximately one month before the festival) of your detailed availability, preferences for types of duties, and restrictions. This is to enable us to create a rota to cover the required duties and match duties to our volunteers as fairly we can.
Use the Sling website / app to keep yourself informed of your scheduled shifts.
On live Festival days when you have assigned shifts, report to the Volunteer Check-in desk in good time before your first shift of each day.
On live Festival days arrive promptly for your assigned shifts.
On setup and teardown days, report to Dean / Julie on arrival.
Attend the festival for the duties that are assigned to you.
Wear a Volunteer Name badge (which we shall provide) when on duty during the live Festival. (This will show first / preferred name / nickname, not full name.)
Remain on site and in post for at least the full duration of your shift, unless given explicit permission to leave by one of the Organisers.
Follow all directions of given to you directly or indirectly by the Volunteer Coordinators or the Organisers.
Carry out any duties assigned to you, to the best of your ability.
Immediately notify the Volunteer Coordinators or Organisers if you feel unwell or unable to safely complete a shift for whatever reason.
Always aim to be cheerful, polite and efficient; avoid using offensive language.
Behave in a reasonable manner at all times when at the Festival or engaged in other duties connected with the Festival; do not engage in any activity or annoying behaviour that would be detrimental to the Festival’s reputation.
Take care not cause any risk, loss or damage to any property or person.
Take good care of any property provided to you in order to complete the duties assigned to you, and return it to us on completion of your shift.
Report to the Organisers regarding any issues with equipment issued to you to perform your duties.
Report to the Organisers and/or Security any suspicious activities of any other volunteer or person that you reasonably believe to be in breach of any terms in this agreement.
Not bring into the Festival, or possess, or consume at the Festival any illegal substances, or items that are prohibited by our standard Terms and Conditions of attendance
At all times comply fully with any rules, terms, policies enacted by the Organisers, which shall take precedence over the information on this page.
Abide by the law at all times in respect of all your duties at, or connected with, the Festival.
5. Our commitment to you
We really appreciate you volunteering. If we accept your application we will:
Provide you with a friendly and supportive environment.
Provide you with an account on our Sling platform, so that you know what and when your shifts are.
Use the information that you give us (when requested, a few weeks before the event) to assign and schedule appropriate duties, taking your preferences into account as far as we are able.
Provide you with the information and/or training required to perform the duties that we assign to you.
Provide you with free access to Wokingham Festival if your duties qualify.
Provide you with a name badge to wear whilst on duty.
Supply food and drink vouchers for live festival days when you have scheduled shifts.
Provide a meal deal and drinks for setup and takedown days.
Provide free car parking (subject to availability).
Provide you with a blue or yellow Wokingham Festival branded hi-vis vest for shifts if appropriate to those duties.
Provide you with any other necessary equipment required to perform the duties that we assigned to you.
*broken into 1h / 2h / 3h shifts
Meal vouchers can be used at nominated food stalls
Drink vouchers can be used at the TBF bar (not Tin & Glass), or at the Coffee stall
Note that we are unable to provide secure storage for your personal possessions, and can take no responsibility for anything that happens to them at the Festival.
“Quiet space” in the chart above is a relative term! There will be live music playing on one stage or the other all day long. The space available to volunteers enables a break where you can sit away from the public and the stages, and make yourself a cup of tea or coffee.
6. Briefing and training
We will provide a volunteer briefing session on the Friday evening before the festival, to explain what we do and how we work with volunteers, and to help you to meet the standards we expect. You must follow all directions given in the briefing and any other instruction that you may receive from us. We will also have written “know how” documents for many of the duties.
For setup and takedown, you will be working under the supervision of Dean (Site Manager) and Julie (Deputy Site Manager), and either we or one of our more experienced volunteers will provide “on the job” training as the various tasks arise.
None of the tasks requested of volunteers will require any specialist knowledge or training that you cannot reasonably be expected to have.
We have professional teams who set up the marquees, stage, etc.; volunteers are not expected to assist in these tasks.
7. Our relationship with you
If we accept your application your status will be that of a Volunteer. Any perks that you receive from us are not intended to be any kind of payment for the duties that you perform for us.
There is no employment relationship, nor any employment rights or worker rights to be created, either now or at any time in the future, as a result of you volunteering with us.
We are, however, happy to write references for young people to the best of our ability (e.g. those undertaking volunteer work as part of a Duke of Edinburgh award).
8. Breach of agreement
Our relationship with you is based on trust; by registering as a Volunteer, you agree to abide by this agreement, and commit to your shifts. If it is not possible to perform the duties assigned to you, please inform us as soon as it is feasible to do so.
If we, as reasonable people, deem your conduct at the Festival to be likely to be detrimental to Festival’s reputation, you may be asked to leave the Event entirely, and may be refused readmission.
You may not be invited to volunteer again.
9. Liability
Nothing in this agreement is intended to, or shall, limit your liability to us or to third parties.
You must take care of your own property whilst at the Festival. We take no responsibility for any vehicles or personal belongings lost / stolen / damaged on site.
Further information
You can find more information on our general Terms and Conditions page and our Volunteer FAQs page.
For other enquiries, please get in touch via our Contact Us page
Last updated 16 June 2026