During standard festivals, volunteers are responsible for a wide range of different tasks. It can include helping to set up venues, preparing food, and distributing materials.

But there is always a risk of harm associated with any volunteer activity. That’s where a standard festival volunteer liability waiver comes in.

A volunteer liability waiver is a document that volunteers sign, agreeing to specific terms and conditions. It protects organizations from legal claims resulting from harm occurring while volunteering. Let’s learn more about it.

What Is a Volunteer Liability Waiver?

A volunteer liability waiver is a legal document that protects an organization or individual from liability in the event of an accident or injury that occurs during a volunteer activity. The waiver protects the volunteer, the organization, or the individual from any potential claims.

These claims could be damages, loss, or injury arising from the volunteer’s participation. A volunteer liability waiver is applicable in many contexts.


What Is Standard Festival Volunteer Liability Waiver?

Nonprofits occasionally work with volunteers to help staff festivals or other events. A standard festival volunteer liability waiver is a legal agreement that protects the nonprofit organization by releasing them from any responsibility or liability should something happen to the volunteer while working.

The waiver states that the volunteer understands and agrees to accept any risks associated with volunteering at the event. They hereby waive their right to sue if something happens, such as with an injury or illness, and agree to hold the nonprofit harmless.

Anyone volunteering for an event should know the risks associated with their work. Both parties sign the agreement, which is then kept on file for future reference.

Why Do You Need Volunteer Liability Waiver?

There are many reasons you need a volunteer liability waiver for your organization. Here are some of them.

  • Risk Acknowledgement: It will ensure that volunteers understand the risks associated with their tasks and activities. They are responsible for any harm that may happen to them from their participation.
  • Release of Liability: A waiver protects your organization from a lawsuit or legal claim by a volunteer.
  • Protection of Your Reputation: It will help protect your organization’s reputation. Suppose something happens to a volunteer during their service. They will not be able to blame your organization and damage your reputation.
  • Peace of Mind: It allows you to focus on providing a safe environment for volunteers. The waiver gives you peace of mind that you are doing everything to protect everyone at the event.

Volunteer Liability Waiver Terms and Conditions

The terms and conditions for a volunteer liability waiver will depend on your organization. But you should include some general elements. The volunteer should:

  • Follow all rules, regulations, and policies of the organization
  • Agree to take responsibility for their own safety
  • Include indemnification clauses for preventing your organization from any claims, losses, or damages arising from their participation
  • Agree to release the organization from any liability in the case of injury or harm due to negligence
  • Understand that your organization does not tolerate harassment, violence, or discrimination
  • Understand that your organization does not tolerate illegal activities
  • Agree not to hold the organization liable for any injuries or losses that occur as a result of their participation
  • Let your organization arrange medical help and first aid in the case of injury
  • Keep the information shared during their participation at the event confidential
  • Grant permission to your organization to share the work created by them in website content, brochures, or any other promotional materials
  • Understand that their photos and videos may be used for marketing or promotional materials

You may also add additional terms and conditions relevant to the situation. For example, if you organize a team event, you may require volunteers to wear safety gear or agree not to engage in risky activities.

Components of Volunteer Liability Waiver

Volunteer liability waivers should have the following components:

  • Releasor/Participant: A waiver should have personal information on the participant. These include their full name, address, telephone number, and signature.
  • Effective Date: Mention the date when the waiver becomes effective.
  • Release of Liability: Mention that the releasor (person signing the release) agrees to not hold the organization responsible for any damages during their activities.
  • Exceptions: Mention which liabilities are not covered in the waiver, such as intentional misconduct or gross negligence on the part of the organization.
  • Releasee: Provide the contact information of the organization.
  • Insurance: Mention that your organization’s insurance will not cover any bodily injury or property damage that may occur during the volunteer activities.
  • Jurisdiction: Mention which jurisdiction the waiver will be enforced in and any applicable laws that may apply to the waiver.
  • Termination: State when the release will terminate, such as upon completion of the volunteer activities or a certain period of time.
  • Confirmation of Review: The releasor should confirm that they have read and understood the waiver terms.
  • Signature: Both parties must sign and date the waiver for it to be legally binding.

How to Write a Volunteer Liability Waiver Form?

Step 1: Write the header

The header should include the title of the form, which is “Volunteer Liability Waiver.” It should also include the date, the organization name, and contact information of the person responsible for administering volunteer activities.

Step 2: Outline basics

The form should include basic information about the activities, such as:

  • The purpose of the activity
  • Whether there is any financial obligation or risk involved
  • Whether the volunteer will be operating heavy machinery or performing any dangerous tasks

Step 3: Explain liability

Include a section explaining liability. Add information about the limitations and responsibilities of both parties. Be sure to clearly state that the organization is not liable for any injuries or accidents that may occur during the festival.

Step 4: Add waiver

Include a waiver section that volunteers must read and agree to before participating in any activity. The waiver should include the volunteer’s name, address, and contact information.

It should also include a statement that the volunteer agrees to release the organization from any liability or damages arising from the volunteer activity.

Step 5: Attach a signature line

Include a signature line at the end of the form. It should be followed by a space for them to enter the date and time they signed the document.

When to Use Volunteer Liability Waiver?

Volunteer liability waivers are a safety net for organizations that rely on volunteers. It’s always helpful to have a legally binding document to stay safe. But some situations call for a waiver more than others. Here are some of them:

  • If there is any physical activity involved, such as sports or outdoor activities
  • Corporate volunteer days
  • Service projects for schools or churches
  • Events held by nonprofit organizations, such as food drives and fundraisers
  • Events with a risk of Covid-19 transmission
  • Any activity where volunteers will be working around dangerous machinery or hazardous substances

Final Thoughts

Summing up, a volunteer liability waiver saves an organization time, money, and hassle. It also protects them from unexpected legal risks. But creating and sharing waivers for every event can be tedious and time-consuming.

Luckily, with PandaDoc waiver software, you can customize and edit your waivers as required. Plus, you can view them all in one place for effective waiver management. Most importantly, you can get ESIGN- and UETA-compliant electronic signatures from your volunteers.