Volunteer Terms & Conditions

Vintage in the Hudson Valley Festival

Last Updated: 04/24/2026
Produced by: Studio 22 Events LLC (“Organizer”)
Event: Vintage in the Hudson Valley Festival (“Event”)
Location: Ulster County Fairgrounds

By applying to volunteer, accepting a volunteer position, checking any agreement box, signing in on-site, or participating in volunteer duties in any way, you acknowledge that you have read, understood, and agree to these Volunteer Terms & Conditions.

These terms apply to all volunteers assisting in any area of the Event, including but not limited to parking, admissions, vendor support, grounds, stage support, kids area support, setup, breakdown, hospitality, runner duties, and general operations.

1. Volunteer Status (Unpaid Role)

Volunteer service is unpaid. Volunteers are not employees, contractors, partners, or agents of Studio 22 Events LLC, the venue, or any affiliated party.

Volunteers are not entitled to wages, overtime, reimbursements, workers’ compensation, unemployment benefits, health insurance, or any other employee benefits unless otherwise required by law.

Participation is voluntary and may be ended by either party at any time.

2. Application & Selection

Submitting a volunteer application does not guarantee placement.

Organizer reserves the sole right to accept, decline, waitlist, assign, reassign, or remove any applicant or volunteer at any time for any lawful reason, including operational needs, limited space, reliability concerns, safety concerns, or conduct issues.

Volunteer spots may be limited.

3. Scheduling, Attendance & Reliability

If selected, volunteers agree to arrive on time, check in as instructed, remain for the full assigned shift unless released by management, and perform duties in good faith.

If a volunteer is delayed, unable to attend, or needs to leave early, they must notify management as soon as possible.

No-shows, repeated lateness, unexplained absences, or early departure may result in immediate removal and ineligibility for future events.

4. Duties & Reassignment

Volunteer assignments may include any reasonable event-support role, including but not limited to:

Parking / traffic flow assistance
Admissions / ticket scanning / guest greeting
Vendor support
Indoor market hall support
Grounds / trash / cleanup monitoring
Food area support
Stage / musician hospitality
Kids market support
Setup / teardown
Runner / floating support
Staff support areas

Organizer may change assignments, locations, schedules, or responsibilities at any time based on event needs.

No volunteer is guaranteed a preferred role.

5. Chain of Command

Volunteers must follow reasonable directions from Organizer management, designated leads, venue representatives, licensed security personnel, emergency responders, and authorized staff.

Volunteers may not make binding decisions on behalf of Organizer, discipline vendors or guests, or represent themselves as management unless specifically authorized.

6. Conduct Standards

Volunteers must behave respectfully, professionally, and safely at all times.

The following conduct is prohibited:

Harassment or discrimination
Threats, intimidation, or violence
Profanity directed at guests or staff
Theft or dishonesty
Aggressive confrontation
Disruptive behavior
Refusal to follow instructions
Unauthorized access to restricted areas
Behavior damaging to the Event’s reputation

Organizer may remove any volunteer immediately for misconduct.

7. Alcohol, Drugs & Impairment

The Event is alcohol-free. Volunteers may not report for duty under the influence of alcohol, illegal drugs, cannabis impairment, or any substance that affects judgment or safe performance.

Possession or use of prohibited substances while volunteering may result in immediate dismissal and removal from the grounds.

8. Safety Rules

Volunteers agree to use reasonable care and remain alert in a public event environment.

Volunteers must immediately report hazards, injuries, suspicious activity, crowd issues, unsafe conditions, vehicle concerns, damaged equipment, or emergencies to management.

Volunteers may not operate forklifts, golf carts, vendor vehicles, generators, sound systems, electrical equipment, power tools, or machinery unless expressly authorized.

Closed, sturdy footwear is strongly recommended.

9. Parking & Traffic Areas

Volunteers assigned to parking or traffic flow acknowledge that moving vehicles present inherent risks.

Volunteers must remain visible, attentive, and follow all traffic-control instructions provided by management.

Volunteers may direct flow only as instructed and may not physically confront drivers or place themselves in unsafe positions.

10. Weather & Outdoor Conditions

This Event includes outdoor operations. Volunteers may encounter:

Heat
Sun exposure
Rain
Mud
Uneven terrain
Wind
Insects
Noise
Large crowds

Organizer may pause, delay, relocate, or cancel operations for weather or safety reasons at any time.

No compensation is owed for canceled or shortened shifts.

11. Physical Ability & Health

By volunteering, you represent that you are physically capable of performing assigned duties or have disclosed limitations requiring reasonable accommodation.

Volunteers are responsible for their own hydration, meals, medications, sun protection, and personal health needs.

Do not volunteer while sick, contagious, or medically unfit for assigned duties.

12. Assumption of Risk

You understand that volunteering at a public festival involves inherent risks including slips, trips, falls, lifting strain, weather exposure, vehicle movement, crowd incidents, equipment hazards, illness exposure, interactions with the public, and unforeseen incidents that may cause property damage, injury, serious injury, disability, or death.

You knowingly and voluntarily assume all ordinary risks associated with participation.

13. Release & Limitation of Liability

To the fullest extent permitted by law, you release and hold harmless Studio 22 Events LLC, Ulster County Fairgrounds, their owners, officers, members, employees, contractors, sponsors, affiliates, and representatives from claims arising out of or related to your volunteer participation, except where caused by gross negligence, willful misconduct, or where prohibited by law.

Organizer shall not be responsible for indirect, incidental, or consequential damages.

14. Emergency Medical Care

In the event of illness or injury, Organizer may seek basic first aid, emergency medical services, or contact your emergency contact if reasonably necessary.

You remain responsible for any medical, ambulance, hospital, or related costs.

15. Personal Property

Volunteers are solely responsible for their own personal belongings including phones, wallets, keys, bags, clothing, and vehicles.

Organizer and venue are not responsible for lost, stolen, or damaged personal property.

16. Minors

Volunteers under 18 may be accepted only with parent/guardian consent and may be limited to age-appropriate assignments.

Organizer may require a parent/guardian to remain on-site or available.

17. Media Release

The Event may photograph or record public areas.

By volunteering, you grant Organizer permission to use your likeness, image, voice, or appearance captured during the Event for promotional, archival, editorial, or marketing purposes without compensation, unless prohibited by law.

18. Confidentiality & Internal Operations

Volunteers may learn non-public operational information including staff contacts, schedules, security procedures, incidents, or internal planning.

Such information should not be publicly shared without authorization.

19. Removal from Service

Organizer may remove any volunteer from duties or from the Event grounds at any time, with or without warning, for safety, misconduct, unreliability, intoxication, insubordination, disruption, or operational necessity.

20. Governing Law

These Terms shall be governed by the laws of New York.

Any dispute arising from these Terms shall be resolved in accordance with applicable law and any broader Event Terms adopted by Organizer.

21. Acceptance

By applying, checking an agreement box, electronically signing, signing in on-site, or performing volunteer duties, you confirm that you have read, understood, and agreed to these Volunteer Terms & Conditions.