Good to know as a volunteer

Here you’ll find answers to frequently asked questions

To volunteer at Tinderbox

As a huge thank you for your effort, you will receive:

  • Fun, challenging, and cozy days with your fellow volunteers out in the field.
  • Access to the Volunteer Lounge where you can buy beverages at 50% off.
  • A reusable water bottle.
  • Meals during your shifts.
  • Event experience for your CV – you’ll get to experience one of Denmark’s largest festivals behind the scenes.
  • And, of course, access to the festival during your shift and all three days of music.

There are almost 7.000 volunteers in our festival community. A community who is building the festival from scratch. From nothing to everything. No volunteers = no Tinderbox.

Signing up to become a volunteer is an active choice. You offer professional and personal engagement, hopefully because you want to create something meaningful and consider yourself as a part of what our festival represents.

As a volunteer you commit yourself to the festival, your closest leader, your team and your volunteer colleagues. We count on you and you can count on us.

For the most part you create the best volunteer experience yourself. It’s all about attitude and the will to cooperate on many different levels. In return for your effort and help, we promise to give you something for your resumé, fantastic music, new friends, old friends and much more….

As a volunteer you are “the face” of our festival. It’s therefore important that you, regardless of your assignment, offer our guests great service. To smile and provide a great service – even when busy – is the best tool you have. To make everything work most efficiently, it’s essential that we help each other along the way, and lend each other a hand when needed. Even if the task isn’t part of your original assignment.

An example is that at our festival you are automatically a Trash Hero – no matter which assignment you have. That means that every year you are a part of beating last years trash sorting percentage.

Practical

All volunteers are covered by the mandatory workers compensations insurance. This insurance covers personal damage and not private things.

For instance, if you bring your computer to Tinderbox it is on your own responsibility.

However, we have an organizer insurance. This insurance covers injury on a 3. person resulted from a coworker during the execution of work.

All injury must be noticed to your Teamleader immediately otherwise we’ll risk that your injury won’t be covered.

Voluntary registration

Ruby is our volunteer system where you sign up to be a volunteer. It’s also in Ruby you’ll find your schedule/shifts, contact information for your team leader, get news and info etc..

When you sign up as a volunteer, you can, before completing your registration, see an overview of available shifts and teams. Simply click on the green button.

There are not a specific number of hours. It depends on different things such as what task, time, and period (Before, during or after)

Some shifts are easier and are placed at a good time while other shifts are more physical. 

This also means that we say that as a volunteer you have to work between 10-17 hours during the festival and 18-26 hours before/after the festival. 

At some teams it is possible to take one shift whereas you have to take two shifts at other teams. 

To work together with a friend, it requires that you choose the same team and then afterwards the same shifts. It is your own responsibility to make sure that you work together with your friend.

If you are a big group that wants to work together, please write to us and we will try to help you. You can reach us at volunteer@tinderbox.dk

Deposit and fee

When you register as volunteer in Ruby you are asked to pay a deposit of 300 DKK.

Notice that the 300 DKK is only a deposit, and you will get a full refund if you show up to your shifts and comply with our Terms and Conditions.

Unfortunately, we have experienced that some people do not attend their shifts even though they already have accepted the Terms and Conditions.

When you do not attend your shift, it effects a lot of other people and results in that the other volunteers have to work a lot harder.

If you show up to all your shifts and do the work, you promised and comply with our Terms and Conditions you will get the full deposit back. 

You can expect the deposit to be refunded within 14-21 days after the festival. We want to be as quick as possible, but it takes a couple of days for our system to refund all the deposits. 

Note: The deposit will be refunded to the same account as it was received from. Make sure that if you switch bank that you give us your new information as quickly as possible. You can contact us at volunteer@tinderbox.dk.

You can lose your deposit if you do not attend your shifts or break our Terms and Conditions. The same goes if you resign after the resign deadline on the 10th of June.

If you resign before the resign deadline on the 10th of June, your deposit will be refunded.

We are not notified if you resign and we would like to receive an email at volunteer@tinderbox.dk – by doing this we can refund your deposit sooner.

If you do not notify us, you’ll receive your deposit with the rest of our volunteers 14-21 days after festival.

You will automatically be asked to pay a deposit when you register in Ruby.

You risk being charged a fee if you do not comply with the Festival’s Terms and Conditions for volunteers.
The Terms and Conditions include, among other things, attendance for shifts. This means that if you do not complete your shift(s) without proper notification of absence, you’ll get a fee.

If you are absent from all your shifts, the fee is 2,700 DKK.
If you are absent from one of several shifts, the fee is a minimum of 1,500 DKK.

It is your own responsibility to properly notify your absence from a shift and afterwards being able to document it. Read more at “Resign as a volunteer”.

If you have collected your wristband and cancel or do not show up for your shift, you must send a picture of your cut wristband to volunteer@tinderbox.dk with the subject line “cut wristband.” If we do not receive a picture of your cut wristband within 1 hour of your cancellation, you will get a fee of 2,700 DKK. We recommend sending the picture alongside your cancellation.

Cancellations on Saturday and after the festival:
If you have collected your wristband and cancel on Saturday or after the festival, the fee is a minimum of 1,500 DKK.
The cut wristband is not enough to avoid a fee. You will, of course, not get a fee if you provide a valid medical certificate alongside your cut wristband.
You can read the Terms and Conditions here.

Resign as a volunteer

If you are unable to volunteer at Tinderbox, it is important that you resign properly. Failure to resign properly may result in a fee.

Resign as a volunteer before June 10th
You can resign yourself in the volunteer system Ruby. You can do this under your profile.
If you resign before June 10th, your deposit will be refunded after the festival. If you want it back sooner, you must send an email to volunteer@tinderbox.dk.

Resign as a volunteer after June 10th
If you are prevented from participating at the festival as a volunteer after the deadline, you must resign directly to your Teamleader. You’ll find your Teamleader’s information in Ruby under “My teams”.
If you resign after June 10th, you will lose your deposit regardless of the reason.

Resign as a volunteer 48 hours before or during your shift
If you are suddenly unable to volunteer, your cancellation must be made as a phone call. If your Teamleader does not answer the call, you must send a text message. Your cancellation is only properly registered when you receive a response from your Teamleader.
If you don’t resign correctly, you may receive a fee up to 2,700 DKK.
Make sure to always be able to document your cancellation.

NOTE! If you have picked up your wristband, there are specific rules about how to resign and fees. Read more in the fee section.

Age

You have to be 18 years old by the 16th of June to volunteer at this festival.
It is not possible to register in Ruby if you are younger than 18 years.

Special for volunteering in a bar

The bars at the festival are managed by different student associations and private actors.
This means that we cannot help you if you want to volunteer at a bar. Instead, you must contact the associations.
Below is a list of all the associations that will be attending the festival:

Studenterhus Odense
Syddanske Studerende
LAMBDA
United Negoter
Haarby Håndbold
ESN
Elevforeningen IHS
Fodboldklubben Sorø Freja
SIO (Statskundskab Odense)
Svendborg Forenede Boldklubber
Epstein Bar
FBI – Festudvalget på Biologisk Institut
PFA Kollegiet

Special for volunteering in a food stand

If you want to volunteer at a food stand you must reach out to the individual food stand.

The food stands are external partners, and we are therefore not allowed to register you as a volunteer at a food stand.

If you are already part of a food stand, you’ll have to register through their privat Ruby-link.

If you want more information, please contact the food stand.

Your contact person will assign you your shifts.

If you want to know more about your opportunities, it’s a good idea to contact your contact person in the food stand.

You will receive food and beverage from the food stand that you work at.

Besides that, you will have access to the Volunteer Lounge where you can buy beverages at favorable prices.

If you volunteer at a food stand and have questions regarding your tasks, your shifts, working with a friend etc. you have to contact the contact person on your team.

Information on your contact person is possible to find at “ My Teams” in Ruby.

If you experience technical problems with Ruby please contact us at volunteer@tinderbox.dk.

Food and beverage when working

Of course!

When you volunteer you will receive food during your shifts.

If you work during the festival, you will get 2 meals. If you work before/after the festival you will get 4 meals meanwhile.

There will be served food for vegetarians but please bring your own food if you have any special allergies.

We always recommend that you eat before arriving at the festival no matter the time of your shift.

No. You are not allowed to bring your own beverages whether it is with or without alcohol. You can read more about this in Terms and Conditions.

We recommend that you visit the Volunteer Lounge, which is an area for our volunteers. Here you will find water stations to fill your water bottle, a bar offering 50% on beverages.

You are allowed to bring a small amount of snacks but only for your own needs while working.

Contact us

Have you already signed up and do you have questions regarding tasks, meetingpoint, clothes ect. please contact your Teamleader.

You’ll find information on your Teamleader under “My teams” in Ruby.

Do you have general questions regarding volunteering at Tinderbox, and it is not possible to find an answer in our FAQ please contact Volunteer Management at volunteer@tinderbox.dk.

Are you from an association and interested in cooperating? Please fill out our contact form under the Volunteer page and we will contact you.

If you have a physical or mental disability, we recommend that you contact us at volunteer@tinderbox.dk before registering as a volunteer. Depending on your disability, there may be some tasks that you’ll find challenging. Through email, we can assist you in finding a task that suits you.

If you require a companion at the festival, please mention it in an email to us.

If you are volunteering through an association, it is important that your association’s contact person informs us.

Personal data policy

1.1
This personal data policy applies to all the personal data that you provide to us and / or which we collect about you as part of your affiliation as a volunteer at the festival. We are the data controller for the processing of your personal data.

1.2
In this personal data policy, you can read more about which personal data we collect, how we handle your personal information and how long we keep information about you etc. You should read this policy and approach the festival’s Volunteer Management at volunteer@tinderbox.dk if there is anything in this policy that you cannot accept. At any time, you can find the current version of this personal data policy at Tinderbox.dk

1.3
The overall legal framework for our processing of personal data is the European Parliament and Council Regulation (EU) 2016/679 27 April 2016 on the protection of individuals about the processing of personal data and the free movement of such data and the repeal of Directive 95 / 46 / EC with related regulation. In addition, the law which may be adopted based on the draft law on supplementary provisions for the regulation of the protection of individuals regarding the processing of personal data and on the free movement of such information, is published on 25 October 2017.

1.4
All questions concerning this personal data policy and suspicion of non-compliance must initially be addressed to the festival’s Volunteer Management at volunteer@tinderbox.dk

2.1 Below are definitions of some of the most important personal data protection concepts:

Personal Information: Any kind of information about an identified or identifiable physical person. In other words, any information that can directly or indirectly, alone or in combination, identify a certain physical person.

3.1
The purpose of collecting and processing the personal data is to handle your participation as a volunteer at the festival and further events within Down the Drain Group. Your personal information will be used for the following purposes:

– Documentation of the event history

– Contact in connection with your participation in our events etc.

– Ordinary personnel administration, including registration of enrollment for events, overview of assignment registration, publication of information (including newsletters, evaluation link, return invitation etc.)

– Administration of collection / refund of deposit and fees etc.

– Administration of industrial injury insurance for volunteers

3.2
We only use your information for the above purposes unless a new purpose is clearly compatible with the original purpose or if you have previously given consent.

3.2.1
To ensure the quality of your personal information, you will be automatically asked to update them annually. However, we dependent on you inform about relevant changes such as new e-mail address, new phone number or the like.

4.1
We collect this information directly from you:

4.1.1
Name, address, zip code, city, mobile number, email address, social security number, registration and account number (only on medical certificate request).

4.1.2
We generally do not collect any specific categories of information about you. However, we would like to know if there is anything health-related we must consider in connection with the tasks you are expected to solve at our event. For example, if you have poor back, bad knees, a disability or the like. Furthermore, if you receive medication for something that we need to be aware of – asthma, allergies or the like. We treat the information exclusively based on your participation in the festival. Afterwards, the information will be deleted.

4.1.3
In connection with your registration as a volunteer at the festival, you are requested to give consent that we reserve the right to obtain information about your criminal record. We only treat the certificate based on your consent. We will delete the certificate immediately after your participation in the festival. With your consent, we will subsequently obtain information about your criminal record once a year if you still wish to be a volunteer.

5.1
You enter into an agreement with us when you volunteer at the festival. For us to manage your voluntary affiliation, we need to be able to process your personal information. We can also process your regular personal data if you have a request or the like that precedes your decision to enter into an agreement with us. The legal basis for processing your personal data is Article 6 (1). 1, (b) of the Personal Data Regulation, as the processing of your information is necessary for us to fulfill our agreement with you and / or that we may handle inquiries and the like prior to your potential agreement with us.

5.2
We may also process a few common personal data about you as part of your affiliation with us as a volunteer, because we have a legitimate interest in processing such information, cf. the Personal Data Regulations category. 6 pieces. 2, (f) unless your right to obtain the protection of your own personal data precedes our legitimate interest in processing your information.

5.3
In some cases, we are also legally obliged to process personal information about you. This can, for example, be used for documentation of medical allowance, expenses and the like in accordance with the rules in the Danish Bookkeeping Act. The company must, among other things, store accounting records for five years from the end of the financial year to which the accounting record relates.

5.4
Our processing of any special categories of personal data (sensitive information), such as, information about your health, is based on your consent, cf. the Personal Data Regulations category. 9 p. 2, (a) or in order that a legal claim can be determined, enforced or defended, cf. the Personal Data Regulations category. 9 p. 2, (f).

6.1
We share your personal information with the third parties who assist us in managing our personnel administration, including, for example, handling of the charge / refund of deposit and fee, hosting of IT systems, etc. This means that we can share your information with, for example, our data processors, e.g. consisting of service providers and technical support.

6.2
We can also share your information with our other companies / organizations to the extent this is relevant.
– Tinderbox Entertainment, CVR: 36069848


6.3
In addition to the above, we share your information to the extent that we are obliged to do so, e.g. because of requirements for reporting to public authorities such as SKAT.

8.1
Insight

8.1.1
You have the right to gain insight into the personal information we treat about you. By writing to the festival’s Volunteer Management at volunteer@tinderbox.dk, you can request access to the personal information we have registered about you – including the purposes for which the information was collected. We will comply with your insight request as soon as possible.

8.2
Correction and deletion

8.2.1
You have the right to request the correction, additional processing, deletion or blocking of the personal information we process about you. We will comply with your request as soon as possible. We will contact you, if we cannot accommodate your request.

8.2.2
Other rights are stated in the Articles 18 – 20 of the Regulation

8.3
Revocation of consent

8.3.1
You have the right to withdraw your consent, if the processing of your personal information is based on your consent. Your withdrawal does not affect the legality of the treatment that was performed before you withdrawn your consent. Please contact the festival’s Volunteer Management at volunteer@tinderbox.dk if you have any doubts as to whether you have consented to the processing of your personal data or if you wish to revoke your consent.

8.4
Terms and / or limitations of your rights

8.4.1
There may be conditions or restrictions related to the utilisation of the above rights.

8.5
Possible consequences of not submitting personal data

8.5.1
If you do not wish to give consent to personal data within the above described framework, you may not be voluntary at the festival.

7.1
We store the personal information, we treat about you as part of the ongoing administration of your volunteer work at the festival, such as information on event history, CPR, e-mail address in connection with invitation as a recurring volunteer etc., for up to two years from you were last active at one of our events. If you do not actively update and approve that we must continue to store your information, all your information will be permanently deleted in our database.

7.2
Other personal information about you that we deal with, such as a criminal record, work or residence permit, will immediately be deleted after your participation at the festival.

9.1
Our processing of personal data is subject to our IT and security policy. Our IT and Security Policy also contains rules for implementing risk assessment and impact analysis of existing and new or changed processing activities.

If you are dissatisfied with our processing of your personal data, you can appeal to the Danish Data Inspectorate: Datatilsynet, Borgergade 28, 5th floor, 1300 Copenhagen K., telephone +45 3319 3200, e-mail: dt@datatilsynet.dk

11.1
We reserve the right to change this policy on an ongoing basis. The latest updated policy can always be found via tinderbox.dk

This policy was last updated on 17.03.2020.