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Big Green Coach Ltd Staff Terms and Conditions
These Terms and Conditions form part of the contract upon which you provide services to Big Green Coach. You are advised to print a copy of these and your contract for your records.
Definitions used in these terms and conditions:
“The company” means Big Green Coach, the employment business offering and providing the work.
“The Client” means the event which Seed is providing a service to.
“We” means Big Green Coach, “Us” and “Our” shall be read accordingly.
“You” means you as the applicant and “Your” shall be read accordingly
“Terms” means these Terms and Conditions.
“Venue” means the location where the Event is held.
“Assignment” means the duration of the job role you are undertaking.
1a. Big Green Coach is a trading name of Big Green Coach Ltd. whose principal place of business is at Unit F4, The Tubeworks, 48-52 Floodgate Street, Birmingham, B5 5SL
1b. If you have any queries regarding the Terms and Conditions you are advised to contact the company in writing before submitting your application and paying your deposit.
1c. By completing and submitting an application you are agreeing to abide by the:
1. Terms and Conditions
2. Code of Conduct
3. Policies and Procedures
4. Client Rules and Regulations
1d. You must be over 18 years old by the commencement date of work at the Assignment to apply for, attend and work any assignment unless otherwise specified.
1e. By submitting an application you agree that any photographs; video; sound recordings taken of you or by you may be used by the company and the clients for any promotional purposes.
1f. The company is not responsible in the event of loss or damage to any of your personal belongings.
1g. The company does not accept responsibility for the facilities and provisions made available to you by the Client on an Assignment. However, it should be noted that we do have a staff welfare policy that our clients must follow.
1h. Please be sure to read the Terms and Conditions for specific events you have applied for, in particular festivals, as these may have specific rules including alcohol limits, camper van access, campsite rules etc.
2. Completing your application
2a. Unless otherwise specified, all positions, without exception, are subject to a deposit reflecting up to the ticket value which can be paid through stripe via our website.
2b. By completing and submitting an application you are agreeing that if your performance is deemed less than satisfactory by the company, the client or any of the clients contractors; you will not be refunded your deposit and will be prevented from applying for further positions with the company and that this information may be passed to the festival promoter and/or event organiser and via the festival promoter and/or event organiser to their suppliers, contractors and other promoters and/or event organisers.
2c. All of your deposit may be withheld if you:
1. Do not complete any shift allocated to you
2. Miss your onsite briefing/s
3. Cancel your application, please see our cancellation policy
4. Breach the Terms & Conditions
5. Breach the Policies & Procedures
6. Breach the Code of Conduct
7. Breach any Client Rules and Regulations
2d. You must provide us with, and update when necessary, correct contact information, proof of right to work in the UK and proof of age before you will be able to submit an official application via our scheduling system.
3. Deposit refunds
3a. Deposits are returned in weekly runs on Tuesdays. Online payments are returned by either a bank transfer or cheque made payable to the account holder from which the deposit was originally received.
3b. Big Green Coach takes no responsibility for any delay in returning deposits caused by your bank, stripe or the postal services.
4. Cancellation Policy:
4a. If you cancel your shift without a valid reason your future employment with us will be affected, if you have a medical issue or family emergency you must produce supporting evidence and email it to firstname.lastname@example.org . As we have many different types of events our cancellation policy is dependant on the event you have cancelled from please see below:
- Festivals: You must cancel at-least 28 days before the first working day of the festival
- Other: You must cancel at-least 14 days before the first working day of the event (from your application)
- The 24hr rule: Once you have been accepted onto an event, you have a 24hr window in which you can cancel your application without any consequences.
4b. If you cancel outside of these rules your deposit will be withheld unless you have a valid reason, a note will be made on your account and future employment will be affected.
5. Employment Expectations and Employment Rights
5a.i. By agreeing to the Terms and Conditions volunteers acknowledge that you have received the Volunteer Agreement.
5a.ii. Employment Rights: As a volunteer, you are not an employee or a worker. Your health and safety rights whilst volunteering are protected, but you do not have any employment rights.
5a.iii. Volunteer Expectations: Volunteers are responsible for their own travel expenses and the provision of meals are not negotiable and are provided under the discretion of the company directors/clients, this can differ per event.
5a.iv. In the case of incapacity for work you will forfeit any confirmed positions
5b. Paid staff
5b.i. Employment Rights: As a worker you are entitled to core employment rights, including the right to:
● receive the National Minimum Wage
● be paid under a specific pay run (Every two weeks)
● protection against unlawful deduction from wages
● minimum length of rest breaks this can be adjusted to fit with service requirements
● not work more than 48 hours on average per week or to opt out of this right if you choose
● protection against unlawful discrimination (including less favorable treatment on the grounds of part-time status)
● protection for ‘whistleblowing’ (reporting wrongdoing in the workplace)
● Staff will be paid for any work completed with Big Green Coach in line with the pay run as stated, regardless of any financial issues between Big Green Coach and the client
5b.ii. Paid Staff expectations:
● You are required to carry out your roles and responsibilities as detailed in the job description and position specification.
● You are required to carry out your roles and responsibilities in accordance with the Code of Conduct (detailed below).
● Your place of work will be the address of the venue and is where you are required to work. Details will be given to you on confirmation of position.
● Your employment contract is an ongoing zero hour contract assignments are for a fixed term and expire at the end of each assignment i.e. no contract shall exist between you and the company during periods when you are not working on an Assignment.
● You are not be obliged to accept an Assignment offered by the company just as the company is not obliged to offer you work.
● You acknowledge that the nature of temporary and voluntary work means that there may be periods when no suitable work is available and agree that the suitability of the work to be offered shall be determined solely by the company.
● Your employment is temporary and may be withdrawn at any time prior to or during an event due to any of the following reasons:
- The company does not gain a contract of services.
- The company loses a contract of services.
- The named event does not take place or is cancelled.
- You are in breach of any of the following the Terms & Conditions; Code of Conduct; Policies and Procedures; Client Rules and Regulations.
● Payments are made in GBP using one of the following methods:
- BACS to an account of the named individual member of staff;
- Invoice for freelance event professionals only
- You are responsible to ensure any tax payable on your wages is declared as appropriate
● Staff are responsible for their own travel and any accommodation expenses. Accommodation is usually provided at festivals where camping is available, normally crew camp with basic facilities, no tent provided.
● Provision of meals or allowances are not negotiable and are provided under the discretion of the company directors, these can differ per event.
● After May 1st 2017 Big Green Coach offers a workplace pension scheme for eligible staff
● In the case of incapacity for work you will forfeit any confirmed positions; and receive no remuneration. This is due to the nature of the positions being for a fixed period.
● If there is no designated master timesheet, at the end of the Assignment you are required to deliver to the company a timesheet duly completed and signed to indicate the number of hours worked. The time sheet will indicate remuneration owed to yourself and it is your responsibility to ensure correct hours. If you fail to submit a properly authenticated timesheet the company shall, in a timely fashion, conduct further investigations into the hours claimed and the reasons that the Client has refused to sign a timesheet in respect of those hours. This may delay any payment. The company shall make no payment to the Temporary Worker for hours not worked.
6. Hours of Work (volunteers and paid staff)
6a. The hours of work are detailed in the specification for each position and individuals are expected to arrive 30mins before their start time
6b. Hours for each position may vary from the specification due to unforeseen circumstances.
6c. The time it takes you to sign-in and travel to and from your place of work is additional to your shifts.
7. Disciplinary Action
If you are dissatisfied with any disciplinary decision you should apply in the first instance to your on duty supervisor if you are on site. Off-site you should make your application by speaking to the company manager who will document your conversation.
8. Access to site
8a. All company volunteers and staff will be issued with an appropriate pass by the event of whom the company is providing a service. This pass will enable the wearer to access those areas relevant to the position and responsibilities allocated. When off-shift, when authorised by a License Holder this pass may be used to access and participate in the event’s public activities under the Terms and Conditions of the License. Any pass allocated will remain the property of the License Holder at all times.
8b. Any lost passes may be subject to a fee for replacement, this fee is typically £200 but differs from event to event
9. Data Protection
The company will obtain and keep certain information about its volunteers and staff to allow it to carry out its day to day business. Specifically this data may be used in connection with pre-assignment checks, equal opportunities monitoring, payroll operations, training, and to carry out related personnel and compliance functions. The data held includes “sensitive personal data” as defined in the Data Protection Act 1998. Data may be transferred to certain third parties who are contracted by the client or Seed Staff to perform personal and related functions on their behalf.
The company will not transfer any personal data to other third parties outside the Company or it’s clients without the consent of the staff/volunteer unless required to do so by law. This complies with the terms of the Data Protection Act 1998.
10. Equal Opportunities
The company operates under the government's Equality Act 2010,
Big Green Coach Code of Conduct
By agreeing to the Terms and Conditions you acknowledge that you have received and agree to the Code of Conduct.
Any of the following including the aiding and abetting of others constitutes a breach of the Terms and Conditions of employment and/or voluntary position.
You are not obliged to accept any Assignment offered by the company but if you do so, during every Assignment and afterwards where appropriate, you will:
1. Complete all required tasks promptly and diligently.
2. Never leave your position without permission or without sufficient cause.
3. Behave in a civil manner to persons encountered in the course of duties and not misuse any position of authority in connection with the business of the company or the clients.
4. Co-operate with the Client’s reasonable instructions and accept the direction, supervision and control of any responsible person in the Client’s organisation
5. Observe any relevant rules and regulations, terms and conditions, policies and procedures of the Client’s establishment to which attention has been drawn or which you might reasonably be expected to ascertain
6. Take all reasonable steps to safeguard your own health and safety and that of any other person who may be present or be affected by his or her own health and safety and that of any other person who may be present or be affected by his or her actions on the Assignment and comply with the Health and Safety policies and procedures of the Client.
7. Not engage in any conduct detrimental to the interests of the company and/or Client.
8. Not, at any time, divulge to any person, nor use for his or her own or any other person’s benefit, any confidential information relating to the Client’s or the company's employees, workers, volunteers, business affairs, transactions or finances.
9. Not consume alcoholic beverages before or during a shift, you will be deemed unfit to work if you turn up intoxicated.
10. Arrive at shift 30 minutes before the stated start time and sign in with the appropriate member of staff, not signing in risks payment loss.
11. Not to consume drugs. There is a zero tolerance policy on drugs. Anyone found with or under the influence of drugs will be immediately removed from the site and prevented from applying to all of the company's advertised events in the future.
12. Dress appropriately. Either in uniform provided by the company or the client, or where uniform is not provided in clothing that enables you to carry out your role to the best of your ability.
13. Look after all uniform and equipment you are provided with, keeping it as clean as conditions allow. Loss or damage of Uniform or equipment will be chargeable, radios can cost over £200.
14. Not use uniform, equipment or identification without permission.
15. Not permit unauthorised access to premises; event site; place of work.
16. Notify the on duty supervisor before any absence. If, either before or during the course of an Assignment, you become aware of any reason why you may not be suitable for an Assignment, you must notify the on duty supervisor.
17. Any event where for any reason, you Assignment has ended and you are being removed/removing yourself from site, all passes, wristbands and license must be handed in to your Onsite Supervisor before leaving.
18. Notify Big Green Coach Staff immediately of any:
● Conviction for a criminal and/or motoring offence
● Indictment for any offence that may affect your work with the company
● Police caution or legal summons that may affect your work with the company
Big Green Coach Health and Safety Policy
The purpose of this document is to provide a simple reference for Health and Safety guidance that all volunteers and paid staff working for the company must adopt. It is intended to better ensure the health and safety of anyone with the company and others at the event.
By agreeing to the Terms and Conditions you acknowledge that you have received the company's health and safety policy.
● Supervision for activities will be the responsibility of area organisers. Paid staff/volunteers working in teams will be advised of how to conduct the required activities by their area organisers.
● Paid staff/volunteers must not interfere with anything provided to safeguard their Health and Safety
● Paid staff/volunteers must take reasonable care of their own Health and Safety.
● Paid staff/volunteers must ensure that they are not under the influence of Alcohol or Drugs (other than prescription drugs). No machinery or vehicles should be used if under the influence of Alcohol or Drugs.
● Paid staff/volunteers should not attempt activities that they are not physically capable of. Supervisors should be advised of any relevant conditions, and the limitations that it imposes.
● Paid staff/volunteers must not conduct activities in a way other than that indicated by the appropriate area organiser as this may compromise their or other’s health and safety.
● Paid staff/volunteers must not use equipment (plant, equipment, vehicles) that they have not been trained in the use of, and unless instructed to do so by a supervisor.
● Paid staff/volunteers should take particular care to act responsibly when conducting work at height. This must only be done when instructed to do so, and when the correct instruction has been provided. If working more than 6ft above the ground or a floor a safety harness must be used.
● Paid staff/volunteers should take particular care to act responsibly when conducting work that requires the lifting of objects.
● Paid staff/volunteers should ensure that they wear appropriate protective clothing etc. for activities. For most work no special equipment is required, but the following are items that may be appropriate:
- Hard hats in “hard hat” areas. Generally this will be in areas where work is being conducted above – such as around stages when they are being constructed or dismantled.
- Gloves – particularly when carrying items with sharp edges (such as fencing panels)
- Sun cream should be worn when spending extended periods in the sun.
- Ear Plugs should be worn in areas of high noise – such as around amplified music or loud drumming.
- Care should be taken in wearing clothing and footwear that will generally avoid risk of injury from sharp or heavy objects etc.
● Paid staff/volunteers should take care when working in areas that are poorly lit. If necessary supplementary lighting should be obtained, or work should be continued when there is more light.
● Emergency evacuation / crowd control – the procedure on the back of the issued site plans should be read and understood if available, if not a supervisor will brief you.
● If Paid staff/volunteers are attacked or threatened with a view to gaining access to an area of the site, stealing money or goods or for any other reason, they must act in such a way as to minimise danger to themselves.
● Area supervisors will have been made aware of fire procedures and the use of fire extinguishers. Paid staff/volunteers should familiarise themselves with the location of these in their work area and in particular with the different types of fire extinguishers. It should be noted that the primary purpose of fire extinguishers is to assist a safe exit from a fire – and not to attempt to put out a fire completely. Care should also be taken to note what type of fires the different types of extinguishers should be used on.
● Any Health and Safety issues or concerns should be reported to supervisors or to the site services crew.
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