Volunteer Policy

A Festival volunteer is someone who gives their time freely to support the aims and activities of Merthyr Science Festival.

INTRODUCTION

Merthyr Science Festival is a not-for-profit organisation committed to celebrating science, creativity and innovation across Wales. We aim to inspire curiosity, encourage participation and support diverse communities to engage with science.

Volunteers play a vital role in helping us achieve these aims. We value their contribution and are committed to providing a positive, inclusive and rewarding volunteering experience.

OUR APPROACH

We will:

·   Ensure volunteers are appropriately integrated into the Festival’s activities

·   Provide opportunities for volunteers to contribute meaningfully to our work

·   Encourage staff and partners to work positively with volunteers

·   Support volunteers’ development and provide a rewarding experience

RECRUITMENT

We are committed to equality, diversity and inclusion in our recruitment of volunteers.

Volunteers are selected based on their skills, experience and interest. We do not discriminate on the basis of protected characteristics, including:

·   Age

·   Disability

·   Gender reassignment

·   Marriage or civil partnership

·   Pregnancy or maternity

·   Race, ethnicity or nationality

·   Religion or belief

·   Sex

·   Sexual orientation

Volunteer opportunities may be advertised through community networks, online platforms and local organisations, or individuals may express interest directly.

Volunteers must have the legal right to volunteer in the UK. Where required, proof of eligibility may be requested.

INDUCTION AND SUPPORT

All volunteers will receive:

·   An introduction to the Festival and their role

·   Relevant guidance and support

·   Additional training where appropriate

Volunteers are encouraged to provide feedback and discuss any concerns or development opportunities.

RAISING CONCERNS

If a volunteer has a concern or grievance, the following steps should be followed:

1.     Raise the issue informally with your staff contact

2.     If unresolved, write formally to the Festival Founder

All concerns will be handled fairly, sensitively and confidentially.

INSURANCE

All approved volunteers are covered by the Festival’s public liability insurance while undertaking authorised activities.

If using a personal vehicle, volunteers must ensure their insurance covers volunteer use.

HEALTH AND SAFETY

Volunteers are expected to:

·   Take reasonable care of their own health and safety

·   Consider the safety of others

·   Follow guidance and instructions provided

ATTENDANCE AND TIMEKEEPING

Volunteers are asked to:

·   Be reliable and punctual

·   Inform their staff contact in advance if they are unable to attend or will be late

PERSONAL PRESENTATION

While representing the Festival, volunteers should present themselves appropriately.

Where relevant, volunteers may be provided with branded clothing or identification.

CONFIDENTIALITY

Volunteers are expected to maintain confidentiality regarding sensitive information related to the Festival.

This applies during and after the volunteering period. Breaches may lead to formal action.

CONDUCT AND DISPUTE RESOLUTION

If concerns arise about a volunteer’s conduct:

·   An informal discussion will be held to address the issue

·   A formal warning may be issued if necessary

·   Continued issues or serious misconduct may result in termination of the volunteering role

Examples of misconduct include:

·   Unsatisfactory performance

·   Discrimination or inappropriate behaviour

·   Breach of confidentiality

·   Failure to follow Festival policies

Examples of gross misconduct include:

·   Theft or fraud

·   Violence, bullying or harassment

·   Being under the influence of alcohol or drugs while volunteering

·   Serious negligence

·   Behaviour that could damage the Festival’s reputation

Suspension may be used while concerns are investigated.

REFERENCES

Upon request, we can provide confirmation of volunteering, including roles and dates, once the volunteering period has ended.

OUR COMMITMENT TO VOLUNTEERS

We value the time, skills and enthusiasm our volunteers bring. We aim to create a supportive and inclusive environment where volunteers feel respected, appreciated and able to contribute meaningfully.

March 2026 v1.0