Volunteer Agreement

Volunteer Terms and Conditions

Read these terms before submitting a volunteer application. Submitting means you have read and agree to everything below.

These Volunteer Terms and Conditions ("Agreement") govern the relationship between you ("Volunteer") and Raleigh Retro Gamers LLC ("RRG," "we," "us") for volunteer participation at any RRG event. This Agreement becomes binding upon submission of your volunteer application. Do not apply if you do not agree to these terms.

RRG reserves the right to refuse any volunteer application and to amend these terms at any time.

Eligibility

You must be at least 18 years of age to volunteer at an RRG event.
Volunteering is open to individuals who are enthusiastic about gaming and geek culture and are committed to providing a great experience for attendees.
Acceptance as a volunteer does not guarantee placement at any specific event or future events.

Role and Responsibilities

Volunteers will be assigned tasks and duties by RRG staff. Specific roles are communicated in your acceptance email and may include greeting attendees, managing lines, assisting vendors, supporting event logistics, or other duties as needed.
Duties may involve physical activity, extended periods of standing, exposure to loud noise, bright lighting, and crowded indoor or outdoor spaces.
Volunteers are expected to conduct themselves professionally and respectfully toward attendees, vendors, fellow volunteers, and event staff at all times.
Failure to perform assigned duties or conduct yourself appropriately may result in removal from the event and exclusion from future volunteer opportunities.

Commitment and Attendance

Volunteers are expected to arrive on time, ready to work, at the start of their assigned shift.
If you are unable to fulfill your commitment for any reason, notify RRG staff as soon as possible and no later than 48 hours before the event. Last-minute no-shows without notice may result in disqualification from future volunteer opportunities.
Volunteers must remain for the duration of their assigned shift unless released early by RRG staff.

Compensation

Volunteering at RRG events is unpaid unless otherwise stated in writing prior to acceptance.
Some events may offer compensation in the form of gift cards, RRG merchandise, complimentary admission, or other perks. Any such compensation will be disclosed to you before your application is accepted. Each event has its own budget and compensation is not guaranteed.
Volunteers are not considered employees or contractors of RRG and are not entitled to wages, benefits, or any other form of employment compensation.

Code of Conduct

Volunteers represent RRG to the public and are expected to maintain a positive, welcoming attitude throughout the event.
Harassment, discrimination, threatening behavior, or conduct that disrupts the event or makes attendees, vendors, or other volunteers uncomfortable will result in immediate removal and a permanent ban from future RRG events.
Volunteers must follow all safety guidelines, venue rules, and instructions from RRG staff at all times.
Volunteers may not consume alcohol or use any substances while on shift.
Volunteers must not engage in any activity that conflicts with their assigned duties during their shift without prior approval from RRG staff.

Confidentiality

Volunteers may have access to non-public information about RRG events, guests, business relationships, or operations. All such information must be kept strictly confidential and not shared with anyone outside of RRG staff.
Volunteers may not record, photograph, or share behind-the-scenes content from restricted areas without explicit written permission from RRG.
Any personal data collected from attendees or vendors during the event (names, emails, etc.) is the property of RRG and may not be retained or used by the volunteer for any purpose.

Limitation of Liability

Please read this section carefully. It affects your legal rights.

Voluntary participation: You acknowledge that you are volunteering at your own risk. RRG events take place in dynamic environments that may include physical activity, crowds, loud environments, and outdoor conditions.
Personal injury and property: To the fullest extent permitted by law, Raleigh Retro Gamers LLC, its officers, staff, partners, sponsors, and host venues shall not be liable for any bodily injury, personal injury, illness, or loss or damage to personal property sustained by a volunteer during or in connection with an RRG event, regardless of cause — except in cases of willful misconduct or gross negligence on the part of RRG.
No liability for missed shifts or event changes: RRG is not liable for any costs, lost wages, or other losses incurred by a volunteer due to event changes, rescheduling, cancellation, or early termination, regardless of cause.
Venue limitations: RRG does not own or control the venues where events are held. Venue conditions, access, and policies are subject to change at the venue's discretion. RRG is not liable for conditions imposed by the venue that affect volunteer participation.

Indemnification

By volunteering, you agree to the following.

You agree to defend, indemnify, and hold harmless Raleigh Retro Gamers LLC, its officers, directors, employees, staff, agents, partners, sponsors, and host venues (collectively "RRG Parties") from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your participation as a volunteer; (b) any act or omission by you during the event; (c) your violation of these Terms and Conditions or any applicable law; or (d) any claim by a third party relating to your actions or conduct at an RRG event.
This indemnification applies regardless of whether RRG was advised of the possibility of such damages.

Termination

RRG reserves the right to remove any volunteer from an event and to revoke future volunteer privileges at any time, with or without cause, at the sole discretion of event management.
A volunteer may also withdraw from participation at any time by notifying RRG staff, subject to the attendance and notice requirements in Section 03.

General Provisions

This Agreement is governed by the laws of the State of North Carolina. Any disputes arising from this Agreement shall be resolved in the courts of Wake County, North Carolina.
This Agreement constitutes the entire understanding between you and RRG regarding your volunteer participation and supersedes any prior representations or agreements.
If any provision of this Agreement is found to be unenforceable, the remaining provisions remain in full force and effect.
RRG may update these terms at any time. Continued participation in RRG events as a volunteer after an update constitutes acceptance of the revised terms.

Ready to Volunteer?

Head to the volunteer page to learn more and submit your application.

Apply to Volunteer Contact Us