Volunteer Policy

1.    The nature of the volunteer role

1.1 The role as a volunteer is solely in support of and for the benefit of IFFR. These tasks do not comply with those either supposed to be carried out or previously carried out by organisational employees.

1.2. As a volunteer, no certificate will be required regarding the role you will be asked to do at the festival.

1.3. The volunteer is obligated to follow instructions from his or her coordinator at all times.

2.   Working hours and schedule

2.1. The activities will take place before, during, and/or after the festival. 

2.2. Working hours are dependent upon one’s chosen role, and will be communicated to the volunteer ahead of the festival. Shifts typically last between 5 and 8 hours on average, unless otherwise agreed upon.

2.3. The volunteer will help a minimum of 25 hours. Unless otherwise agreed upon, the volunteer will help between 25 and 60 hours, in accordance with his or her availability. The volunteer will help no more than 1 shift per day.

2.4. Schedules are made by IFFR’s coordinators, in accordance with the availability as indicated by the volunteer ahead of the festival. 

3. Regulations concerning illness or indisposition, and changing of shifts

3.1. When ill or indisposed, the volunteer notifies the relevant coordinator as soon as possible. Team coordinators should be notified via phone, unless otherwise agreed upon with said coordinator. In addition, the volunteer should email the volunteer coordinators in case of any absence. 

3.2. The volunteer is allowed to exchange shifts with other volunteers within their team, provided this is in agreement with the team’s (sub)coordinator.

3.3. In case of any unforeseen absences, IFFR is responsible for arranging appropriate replacement. 

4. Insurance

4.1. Volunteers are covered by the festival´s liability insurance during their shifts. 

4.2. IFFR will not hold the volunteer responsible for the damage caused, unless this is non-accidental, expressly deliberate, or the consequence of conscious recklessness by the volunteer.

4.3. IFFR is not responsible nor liable for theft or loss of property of its volunteers. 

5. Additional agreements

5.1. The volunteer should be at least 18 years old upon commencing their first shift.

5.2. The volunteer needs to be in possession of a valid European (EEA) passport or Dutch residence permit. Due to strict government regulations, IFFR cannot accept volunteers without the aforementioned documentation.

5.3. Volunteers living outside of Rotterdam are expected to make their own travel and accommodation arrangements. Any incurred travel and/or accommodation costs will not be reimbursed by IFFR.

5.4. The volunteer should at all times abide by the (house)rules and general conditions of IFFR, as communicated via the website, mailings, and/or volunteer manuals.

5.5. Whilst performing his or her duties, the volunteer is required to maintain a professional attitude.

5.6. The volunteer is required to wear his or her festival badge at all times, and preferably his or her crew T-shirt. The volunteer should dress representatively whilst volunteering at the festival.

5.7. During his or her shifts, the volunteer will receive lunch or dinner - these will be provided in the form of sandwiches, fruit, and non-alcoholic beverages. IFFR takes responsibility for the timely distribution and delivery of food and drinks across all festival locations. Outside of the shifts volunteers are not allowed to be present at the volunteer rooms nor should they make use of the above mentioned services. 

5.8. During his or her shifts and whilst wearing the IFFR crew T-shirt in general, the volunteer should not be under the influence of alcoholic substances, soft/harddrugs, and/or any other narcotics. 

5.9. The volunteer should be conscious of his or her potential presence on footage shot during the festival. The volunteer gives IFFR permission to use this footage for communication purposes.

5.10. IFFR maintains a (volunteer) administration, in which contact details and IFFR (employment)history of the volunteer are registered. 

5.11. Following application, the volunteer will automatically be signed up to the (returning) volunteers newsletter. This newsletter may be sent out a few times per year, for up to two years following application.

6. Diversity, Inclusivity & code of conduct

IFFR is a meeting place for film enthusiasts from many different backgrounds as well as a platform for openness and respect, wherefore the creation of an environment that safeguards freedom of expression without any form of intimidation, discrimination, sexism, or other disrespectful behaviour is essential. 

The volunteering programme is not only an essential element towards the organisation of the annual festival, but also aims at connecting people with one another, as well as stimulating a sense of belonging. To ensure a diverse and inclusive group of volunteers that mirrors our audiences, guests, and Rotterdam community, applications to volunteer at IFFR are open to all with a valid European (EEA) passport or Dutch residence permit, taking into consideration the following premisses:

6.1. When selecting volunteers, IFFR does not distinguish between applicants based on their race, sexual orientation, religion, beliefs, gender, nationality, political opinion, age, disability, ethnic origin, social background, education, or physical appearance. Volunteers with disabilities, impairments or sensitivities agree upon their tasks together with the coordinators.

6.2. Upon assigning volunteers to their specific roles, IFFR takes into account the volunteer’s personal preference, skill set, and availability. These decisions are always made together with the volunteer.

6.3. As a volunteer at IFFR, one is expected to treat one’s fellow volunteers, staff, guests, and members of the audience with respect, consideration, and dignity at all times. Upon signing the volunteer agreement, volunteers agree to be familiar with IFFR’s Code of Conduct and Volunteer Policy.

6.4. IFFR has a zero-tolerance policy regarding any form of violence and misconduct, and reserves the right to revoke access to the festival for those who engage in disrespectful behaviour or misconduct.

In the event you do experience discriminatory behaviour or any other form of misconduct at the festival, please contact the volunteer coordinators immediately at [email protected] or 010 890 90 80. Additionally, in case the volunteer would prefer speaking to someone outside the organisation, external counsel can be sought via https://mores.online/. 

(Last edited on 12 October 2022)