Volunteering Terms & Conditions

GENERAL

  1. You are to read and agree to guidelines stated here.
  2. You are to certify that you are physically fit.

REGISTRATION AS A VOLUNTEER

  1. To register as a volunteer, you must be 16 years of age and above. For safety concerns, volunteers who are required to be on the route on event day i.e. aid station crew, route marshals, etc need to be 18 years and above to qualify for selection.
  2. All volunteers shall abide the rules and regulations and participate as a volunteer in Event and shall not hold the Organiser, their sponsors, appointed officials or staff responsible for any mishaps injury or loss of life whatsoever that may occur in the course of, or as a result of his/her participation in the event.
  3. If you are under the age of 18 years, you are required to seek parent/guardian consent. Please download the Volunteer Parental Consent Form here.
  4. You can select either any or all of the duty dates if it does not clash with any assigned duty period at any point of time.
  5. The Organiser reserves the right to limit and/or refuse any registration entries.
  6. The volunteer, who is a person who has registered to take part in the Event, is deemed to have given written permission to the Organiser for the Organiser to collect, analyse and collate any personal information relating to that volunteer, as the Organiser may in its sole discretion deem fit, including without any limitation information for the Organiser’s programme, planning, data-processing, statistical or risk analysis, research, fund-raising and/or, any other purposes in furtherance of our functions of powers.

CONDUCT AND DRESS CODE

  1. You are required to report punctually at the times stated by the Organiser.
  2. You are strongly encouraged to keep the contact details of your leaders for emergency purposes.
  3. For your own safety, you are strongly advised to wear covered shoes on any working day.
  4. On working days the wearing of any sports brand apparel other than that of the sponsors of the Event, in such cases that any of the Event’s sponsors are sports brands, is prohibited.
  5. You are expected to wear the volunteer T-shirt, which will be provided to you on the duty day, together with accreditation passes, if applicable, at all time while on duty. Accreditation passes are non-transferrable and provide access only to areas where you are required to perform your duties.
  6. Volunteer T-shirts are to be kept clean and appearance must be neat.
  7. No volunteer is permitted to remove or make copies of any documents pertaining to the event without prior approval of the organising team.
  8. Release of any confidential information to unauthorised persons can result in dismissal from duty and could involve you in legal proceedings.
  9. Volunteers stationed in an indoor and/ or air conditioned venue are only allowed to wear the volunteer T-shirt over a long sleeve T-shirt if the premises are deemed too cold. Sweaters, jackets or other forms of clothing are not allowed to be worn over the volunteer T-shirt to avoid covering the identification of the T-shirt.

VOLUNTEERS ENTITLEMENTS

Volunteers may be entitled to a volunteer T-shirt, token allowance, refreshments, certificate of appreciation for volunteering in the Event, however this may not be applicable for volunteers involved in pre or post event duties, (not including Cycle Pack Collection days or actual Event days).

  1. Volunteer t-shirt will only be distributed on the day of duty.
  2. You will be entitled to receive one volunteer T-shirt if you work a single day and maximum of 2 volunteer T-shirts should you work on consecutive days. Should you work more than 2 days, you are required to re-wear the fresh volunteer t-shirt already provided on the first and second day. An additional T-shirt may be given should it be required due to length of duty. This decision shall be left to the discretion of the organising committee.
  3. You will be paid a daily cash allowance upon completion of duty.
  4. Token allowance will be transferred to your Bank account that you have provided to the organising committee during registration approximately 30 days after the end of your duty. The bank account detail that you have provided should be your own personal account. Providing inaccurate bank account detail does not hold the organisers responsible should you not receive your allowance. The duration of transferring of allowance as stated (estimation of 30 days) does not take into consideration if transaction of account is bounced. You should alert the organiser should you not receive your volunteer allowance by after 30 days.
  5. If you do not fulfill the required full duration of your duties, you may not be reimbursed. This includes leaving early and/or arriving late. Should there be valid reasons; the Organiser reserves the right to decide if you should be reimbursed on a case by case basis.
  6. In the event of bad weather leading to cancellation of race, only deployed volunteers will be reimbursed.
  7. Refreshment will be provided if you volunteer for at least six (6) hours each day. All refreshment will be Halal certified. Volunteers who are vegetarian should indicate such preference in the registration form.
  8. You are strongly encouraged to consume; (i) the cooked food within the first hour of distribution & (ii) the packed food within the expiry date/best consumed time or by end of the day of distribution. Consumption or otherwise of food is solely at each volunteer’s discretion.

ADMINISTRATIVE MATTERS

  1. Volunteer will be notified of your successful registration as a Volunteer of the selected Event and your scope of works, operation schedule, token fee payable and any additional entitlements will be emailed to you two weeks before the Event.
  2. Any emails or enquiries will be replied or attended to within 3 working days.
  3. The Organiser reserves the right to use any photographs, motion pictures, recordings, or any other record of volunteers for any legitimate purpose, including commercial advertising.

DISMISSAL OF VOLUNTEERS

The Organiser will reserve the rights to dismiss the volunteer from his/her duties based on one of the following behaviours or more:

  1. Dishonesty (including but not limited to provision of false information during registration)
  2. Theft case (including but not limited to stealing of runners' entitlements/souvenirs) will be referred to the police
  3. Absenteeism (including but not limited to absence of duty without informing respective leaders or the Organiser)
  4. Inappropriate behaviour
  5. Volunteers who are dismissed based on the above reason(s) and/or reasons that the Organiser deems unacceptable may be blacklisted and not allowed to volunteer for future events.

DEALING WITH THE MEDIA

 It is important to note that volunteers who come in contact with journalists or the media in general will play a vital role in creating a positive impression. Volunteers are required to:

  1. Refrain from providing any information that may be deemed confidential or reserved for the sole knowledge of the event organising team
  2. Promptly refer the media to the Event Media Tent or to an immediate authorised personnel present for necessary action

FEEDBACK CHANNELS

You are encouraged to:

  • Provide feedback on your volunteer experience or suggestions for improvement to your respective leaders or Organiser
  • Complete the volunteer feedback form that will be made available on the day of duty and return it to your leaders upon completion
  • Alternatively, you may drop your feedback to This email address is being protected from spambots. You need JavaScript enabled to view it.

 

HARRASSMENT

The organising team intends to provide a volunteer environment that is pleasant, healthy, comfortable and free from intimidation, hostility or other offenses, which might interfere in the course of the volunteer experience. All harassment offences of any sort will not be tolerated and should be reported to your respective leaders or Organiser immediately.

RISK MANAGEMENT

Accident & Emergencies:

  • Volunteers are to be aware of your own safety
  • If you are injured while on duty, please contact the nearest medical point (the number to your nearest medical point will be printed on the back of your accreditation pass)
  • All injuries need to be reported to your leader and subsequently should be relayed to the organising team
  • In cases of serious accidents or injuries involving the public, fellow officials on site should be able to assist you in contacting the emergency services. DO NOT MOVE the victim if you suspect a head, neck or spinal injury. Keep the victim from any danger (i.e. incoming traffic or runners) until help arrives. If you are equipped with the necessary skills, administer first aid or CPR as required. If you are unsure, allow someone who is trained in first aid to assist the victim and wait for the emergency services to arrive
  • If you are approached by the media about an accident, you are expected to withhold any information and refer them to the media tent

 

WAIVER OF EVENT

By volunteering in the Event, I, the volunteer, agree to abide by these Terms & Conditions. I understand that GOSPORTZ SDN BHD. as Event Organiser reserves the rights to modify Terms & Conditions in any way and at any times deemed necessary or appropriate. Without further compensation I agree to make myself available for additional appearance and publicity, as may be reasonably requested by the Organiser. I shall not, without the Organiser’s prior written consent, give any interview or make, give or release for publication any statement relating to the Event, or otherwise make any such statement public. I consent to the use of imagery which may include me, in any record of the Event or future promotion of the Event.