Rules and Regulations for the Pyrkon 2025 Fan Convention Volunteers.

Volunteering is regulated by the Law of April 24, 2003 on public benefit activities and volunteering (Journal of Laws of 2023, item 571, as amended).

§1 General provisions

1. The Pyrkon 2025 Fan Convention, hereinafter referred to as the Event, takes place from June 13-15, 2025.
2. The main organizer of the Convention is the Klub Fantastyki “Druga Era” Association, based at ul. Kaliska 22a/23, 61-131 Poznań, Tax Identification Number (NIP): 972-109-86-95, hereinafter referred to as the Organizer.
3. The installation work for the Convention begins on June 10, and the dismantling work ends on June 16, 2025.
4. A volunteer is hereinafter defined as a person who decides to participate in the Event voluntarily and uncompelled, which consists of unpaid work for the benefit of the Event, meeting all of the following conditions [a natural person who voluntarily and without payment performs services for the benefit of the Event, according to the principles set forth in the Law of April 23, 2003 on public benefit and volunteering, these Regulations and the concluded volunteer agreement].

§2 Responsibilities of the Volunteer

1. The Volunteer is obliged to sign a cooperation agreement between the Volunteer and the Organizer; the agreement, drawn up and signed in two copies, no later than the day of the Volunteer’s first shift, is the basis of the Volunteer’s work.
2. A person who is at least 16 years old or will be at the latest on the day of the start of the Event, i.e. 13.06.25, can become a volunteer. 
3. A prerequisite for participation in the Event as a volunteer is the presentation of information from the National Criminal Register with respect to offenses specified in Chapters XIX and XXV of the Penal Code (including offenses against sexual freedom and morality), in Articles 189a and 207 of the Penal Code, and in the Act of July 29, 2005 on Counteracting Drug Addiction (Journal of Laws of 2023, item 1939, and of 2022, item 2600), or for corresponding criminal offenses as defined by foreign laws to the Organizer. This is due to the legal requirements created by the amendments to the Law on Prevention of Sexual Crime Threats and Protection of Minors (Journal of Laws 2016 item 862).
4. The prerequisite for becoming a Volunteer is passing the Recruitment process [§3].
5. The volunteer undertakes to work the number of hours included in the schedule and agreement. The minimum number of hours scheduled is 14.. The Organizer shall have the right to verify whether the Volunteer has worked the shift as provided for in the schedule.
6. The duties of a volunteer include, in particular:

a.                 Taking care of cleanliness, order and security at the Event;

b.                 Carrying out instructions issued by organizers and coordinators;

c.                 Perform assigned tasks carefully and safely for themselves and other participants in the Event;

d.                 Compliance with the shift schedule;

e.                 Taking care of the good name and image of the Event;

f.                   Assisting participants and other volunteers to the best of one’s ability;

g.                  Informing coordinators and organizers of dangers and hazards that have occurred, as well as of injured persons.

7. The volunteer is required to familiarize themselves with the training materials on the Minors Protection Standards. The materials will be made available to accepted volunteers before the Event.
8. The volunteer should take care of themselves and fellow Convention participants, including being mindful of their health, hygiene, food intake and hydration. 
9. A volunteer on duty is prohibited from consuming alcohol or taking other abusive substances. A volunteer who appears on duty under the influence of alcohol or other intoxicants will be removed both from volunteering and from the Event site.
10. The volunteer is required to know and comply with the rules and regulations of the Event available at [LINK].

§3 The recruitment process

1. Application for the role of a Volunteer is made by completing and submitting the application form available at [LINK].
2. Sending an application involves acceptance of the provisions of these regulations.
3. Recruitment will be open from February 24, 2025, to at least the end of March 2025. The organizer reserves the right to change the date, shorten and extend the recruitment process period and is not obliged to consider applications sent after the closing date.
4. Recruitment results will be announced after the application form closes, via email. The e-mail will contain information on whether the application was successful, accepted to the reserve list or rejected. The organizers reserve the right to select applications. In addition, those completing the application form will receive an individual link to their application, including the current status.
5. Failure to confirm participation via email or phone call to the organizer will result in removal from participation as a volunteer.
6. If a person from the reserve list is accepted for volunteering, the organizer will contact them via email or phone to confirm their interest in cooperation.

§4 Rights of the volunteer

1. The organizer provides the Volunteer with:

a.                 Free accreditation for the three days of the Event

b.                 A t-shirt: a t-shirt with visualization of the Event, in the size agreed upon with the volunteer

c.                 Complimentary accommodation during the Event (i.e., min. from Friday to Monday)

d.                 One hot meal per day during the Event.

e.                 Certificate of Volunteer Service – upon request.

f.                   Personal accident insurance.

g.                  Limited amounts of water and snacks.

§5 Other provisions

1. The organizer reserves the right to change these regulations without prior notice.