Sleep Europe Volunteer Programme Policy

Attendance

Volunteers commit to attend the kick off meeting and venue walkthrough on 24 September, 2024 where tasks and working times will be assigned.

Volunteers receive a congress badge and must sign in at Registration each day. Regular lateness or an absence will result in dismissal from the volunteer programme and revoked participation in the congress. Dismissed volunteers are not entitled to receive a year of ESRS membership.

Conduct

Volunteers are expected to act in a professional and respectful manner at all times. Volunteers are expected to cooperate with staff, suppliers, sponsors, participants and other volunteers in a friendly and professional manner.

Volunteers must wear their congress badge at all times while onsite, both while volunteering and while participating in congress sessions.

Representation of the Congress to the Media or other Third Parties

Volunteers will not represent the congress in any circumstance unless specifically instructed to do so by a member of ESRS staff.

Confidentiality

All information that the Volunteer has obtained in their volunteer role as well as any information related to congress business is confidential. Volunteers are expected to exercise discretion, keep any confidential information confidential and return any and all documents or other materials at the end of the volunteer commitment or at any time upon demand.

Immediate Dismissal

Volunteers under the influence of drugs or alcohol will not be allowed to volunteer and will be immediately dismissed from the volunteer programme. While volunteering, drugs and alcohol are not to be consumed.

Misconduct, theft, misuse of equipment and/or general failure to abide by this code of conduct will result in immediate dismissal of the Volunteer.

Personal Property

Please do not bring valuables to the congress. The ESRS accepts no responsibility for any personal property belonging to the volunteers.

Insurance

The Volunteer acknowledges and agrees that they are responsible for obtaining and maintaining their own insurance coverage, including but not limited to health, accident, and liability insurance, to cover any potential risks or incidents that may arise during their volunteer activities.

The ESRS shall not be held liable for any injuries, accidents, or damages incurred by the Volunteer while performing their duties. The Volunteer further agrees to indemnify and hold harmless the ESRS from any claims, demands, or legal actions arising out of or related to their volunteer activities.

Image Rights

The Volunteer grants permission for photos and videos of themselves taken during the congress to be distributed on the internet, in printed materials, or other media, available to the general public. The ESRS has the right to use any images in future publications in any format or media. The Volunteer waives all rights to compensation.

Data Privacy

The ESRS only collects personal data that is absolutely necessary for communicating with the Volunteer. All data will be kept confidential and used solely for the purpose of organising volunteers. Volunteers can ask for their personal data to be deleted at any point by sending an email to esrs@esrs.eu.