APPLICATION DEADLINE: march 1, 2024
FIRST MEETING: WEDNESDAY mARCH 20, 2024
FAQs
Why participate as a Volunteer?
The festival could not happen without amazing Volunteers! You get to be part of the Festival on a deeper level, and make new friends, connections and contacts. And of course, you get a free stuff for your efforts!
What is the age requirement?
You need to be 18 by the first day of the festival. If you are working at the ShadowBar or serving alcohol, you need to be 21 by the first day of the festival. You will also need a valid Indiana Alcohol and Tobacco Commission Employee Permit Record Number. You can find the link to get the permit HERE. We will request ID/proof of age.
What/when is the Mandatory Orientation/Training?
The first mandatory meeting will be held on Wednesday, March 20, location TBD. The meeting will begin with a brief overview of the festival layout, rules, and safety. After the orientation you will do a short training for your shifts. It’s also an opportunity to meet your fellow volunteers IRL! If you are unable to attend the meeting, please let us know! Failure to attend this meeting or arrange for alternative training will result in dismissal from the volunteer team.
Do I need to pay a deposit?
Yes. It’s easy to get carried away with signing up for volunteer jobs. We totally get that, so consider the $50 deposit as a little goodwill that you intend to carry out your obligations. Show up to all your shifts on time and sober, play by the rules and fulfill your duties to the best of your ability and you’ll get your full refund back + an extra $15!
How much time do I need to commit?
There are lots of different jobs to do and lots of shift times every day. Until they fill up, you can sign up for the days and times that work best for you. However, every volunteer MUST sign up for at least one 4hr shift on April 4, April 5 OR April 9; AND every volunteer MUST sign up for at least one 4hr shift on April 6, April 7 OR April 8. Go to Shifts and Swag to read more about jobs and time.
Are meals included?
If you sign up for 5 shifts (20 hours) you get a meal for each shift. Otherwise you should plan to bring your own snacks or purchase food from the Shadowfest vendors. Water will be available for everyone. Read more information about Shifts and Swag.
Is parking/camping included?
Your volunteer wristband gets you into the free parking area reserved for staff and volunteers. Camping is available to volunteers who sign up for 6 shifts (24 hours). Read more information about Shifts and Swag
Do I choose my own schedule?
Yes, you will choose your schedule from the available shifts once your application has been approved. Note that for last minute sign ups, we may allocate your schedule based on the shifts we have left.
Can I sign up for more than 1 shift a day?
You can, but please schedule them with a break in between (no back-to-back shifts).
Can I delete/switch my shifts?
Please try not to. Switching makes it really difficult for us to stay organized. Please choose wisely and double check your days/times before making your final selection.
I need to change/cancel a shift during the festival
If you need to cancel or change a shift during the festival, please notify the Volunteer Coordinator IMMEDIATELY to give us as much time as possible to reschedule you and find a replacement. We will do our best to accommodate you. Failure to show up at your shift or not giving us adequate notice (wherever possible) may result in forfeit of your deposit.
When can I arrive?
We encourage you to come early in order to have time to check in and get settled.
Where do I check in when I arrive?
Check in at the octagonal customer service kiosk at the fairgrounds. Please keep an eye out for an email with your volunteer ticket receipt. You will receive this closer to the event. This is the ticket you will need to gain access to Volunteer parking. Then bring the ticket to customer service to receive your wristband and other details; please also bring your photo ID.
What should I bring to my shift?
Closed toe shoes are a MUST. Water and sunscreen are helpful, snacks if you‘re the hangry type, and a great attitude and big smile always go a long way
Showing up on time & sober
Volunteers agree to show up on time and sober. If any manager has reason to suspect that a team member is under the influence of alcohol or drugs during a shift, the team member will be relieved of their duties, may be relieved of future shifts, and will forfeit their deposit. If a manager finds out after the fact that a team member was under the influence of alcohol or drugs during a shift, the team member will forfeit their deposit and may be relieved of any future shifts.
Where do I check in for the Set-Up and breakdown shifts?
ALL shifts on April 4, 5 and 9 are general festival set-up and breakdown. Regardless of the area you are assigned to you will report to the Customer Service Kiosk at the beginning of your shift to get assigned. Please ensure you SIGN IN and SIGN OUT with at the Kiosk so we know you completed your shift.
Can I just show up to work?
No, we can only have you on site if you are scheduled so please sign up ahead of time. The Volunteer Coordinator will provide our volunteers with a link for sign-up.
POLICIES
Cancellation, Illness & Injury
We understand that unexpected events and illnesses may occur that prevent participants from attending our programs, or that participants may become sick or injured. Therefore, we have established the following policies to address these situations.
Cancellation Policy
If a participant needs to cancel their enrollment in our program, they must notify us as soon as possible. Please note: although you may nominate a friend to replace you, that friend must be approved by the Volunteer Coordinator in advance. If approved, your deposit will be transferred to your friend’s account. The following cancellation fees will apply:
- More than 20 days prior to the program start date: full refund minus any processing fees.
- 10-19 days prior to the program start date: 50% refund minus processing fees.
- Less than 10 days prior to the program start date: No refund.
At the full discretion of the Volunteer Coordinator, and In the event of a legitimate emergency, exceptions to our standard cancellation policy may be made on a case-by-case basis.
Please note that any cancellation requests must be submitted by email or text to the Volunteer Coordinator.
Illness & Injury Policy
Shadowfest does not provide insurance for illness or injury to volunteers at the event. In the event that a participant falls ill or is injured on-site during their scheduled shift, the on-site professional health worker will assess the severity and either treat the participant or follow established emergency protocols to make sure the participant receives the care they need.
A top priority of the event organizers is the health and well-being of our participants and customers. We take all necessary measures to ensure that participants and customers have a safe and happy experience.
Immediate Notification: We request that participants promptly inform the Volunteer Coordinator if they become ill while on-site. This immediate communication is crucial for us to assess the situation and make necessary arrangements.
If a participant fails to inform us about their illness and misses their scheduled shift without discussing it with us, it will be regarded as an unexcused absence.
Severity Assessment: Upon notification, we will assess the severity of the participant’s illness. This evaluation helps us determine the appropriate course of action to take. Mild illnesses may allow the participant to continue their shift with reasonable accommodations, while more severe cases may require a different approach.
Flexible Solutions: Based on the severity of the illness and in consideration of the participant’s condition, we will work closely with them to find a solution that works for both parties.
Possible solutions include rescheduling the participant for a different shift or providing a partial refund, which is subject to our discretion.
Consequences of Unexcused Absence: In the case of an unexcused absence, the participant may forfeit their deposit. This measure is taken to encourage responsible and transparent communication.
