Bass Coast Volunteer Deposit Terms and Conditions 2025
This document, the "Volunteer Deposit Terms and Conditions," relates to the volunteer agreement between you (hereinafter referred to as "Volunteer") and Bass Coast Project Ltd. (the “Company”) for the purchase of a Volunteer Deposit in connection with the Bass Coast Festival 2025 (the “Festival”).
1. Volunteer Deposit
1.1 Requirement: Volunteer Deposits are mandatory for FIRST-TIME Volunteers.
1.2 Payment: The Deposit is payable on the Festival website following the submission of the Volunteer Application.
1.3 By purchasing a Volunteer Deposit, you are agreeing to Bass Coast Project Ltd. terms and conditions.
1.4 Bass Coast reserves the right, at its sole discretion, to refuse entry to anyone without refund of ticket or pass. All ticket holders must be 19 years of age and present two pieces of government-issued identification. Tickets and passes are a revocable license and may be revoked at any time, for any reason, without compensation. Any ticket that has been duplicated or tampered with is invalid.
2. Payment
2.1. Volunteers are required to purchase a volunteer deposit of $503.28 (all inclusive of ticket price+tax+service charges) or initiate a payment plan upon application.
2.2. Payment Method: The total amount is payable by credit card through Bass Coast Project Ltd.’s website.
2.3. Pre-Paid Cards: If a pre-paid card is used, refunds will be issued as an internal credit for future Bass Coast Project Ltd. purchases.
3. Refunding the Volunteer Deposit
3.1 Refund Conditions: The Deposit is refundable contingent upon completion of the required volunteer shifts to a satisfactory standard, as determined by the Volunteer's Supervisor and the Volunteer Coordinator.
3.2. Refund Method: Refunds will be issued to the original payment method post-Festival. If a pre-paid credit card is used, or if it is not possible to issue a refund to the original form of payment, Bass Coast Project Ltd. will issue an internal credit of the same value that can be used to purchase a ticket to a future Bass Coast Project Ltd.
3.3. Processing Time: Refunds cannot be processed on the Festival grounds. Refunds are typically processed within 4 weeks following the Festival.
3.4. The $61.93 administration fee (included within total deposit amount) is NON-REFUNDABLE. A total of $441.35 will be refunded through Bass Coast ticketing company to the purchasing credit card upon completion of all shifts.
3.5. Volunteer deposits are non-transferable. If for any reason you are not selected to volunteer, you will be issued a full refund.
3.6. Please ensure that your volunteer deposit is purchased using the same email address as this volunteer application. No tickets are generated with this purchase. Our Volunteer Coordinator will be in contact with instructions on how to check in at the Festival.
4. Withdrawing a Volunteer Application
4.1. Application Withdrawal: Non-emergency withdrawal requests prior to May 31, 2025, will be refunded minus fees within 4 weeks.
4.2. Late Cancellation: In the event of a non-emergency withdrawal occurring after June 1, 2025, or after the release of volunteer schedules, the withdrawing party will be eligible for a refund less applicable fees. Refunds will be processed within 4 weeks following the conclusion of the Festival. The withdrawing party agrees to make reasonable efforts to identify and secure a suitable replacement for their assigned role.
4.3. Emergency Cancellation: In the case of an emergency cancellation, full refunds will be granted up until showtime, provided that appropriate documentation substantiating the emergency is submitted.
4.4. No Shows: Volunteers who fail to arrive on-site and check in with the Volunteer Coordinator will forfeit their full deposit, including administrative fees. No refunds will be issued under these circumstances.
5. Position Guarantee
5.1. Deposit and Position: Payment of the Deposit does not guarantee a Volunteer Position.
5.2. Application Rejection: In case of an unsuccessful application, refunds will be prioritised, however, they may take up to 4 weeks.
6. Volunteer Agreement
6.1. Requirement: Successful applicants must digitally accept their assigned shifts, sent via email, before beginning their volunteer hours.
6.2. I expressly agree that my services are being provided as a volunteer and therefore, I am not an employee of Bass Coast Project Ltd.
6.3. As a volunteer at Bass Coast Project Ltd., I agree to fulfill the time commitment required for the team I am assigned to. I agree to be on time for each one of my assignments and to satisfactorily complete my volunteer shifts.
6.4. I agree to check in at the Volunteer Office upon arrival to the Festival grounds. I understand that use of a personal or Bass Coast Ltd. vehicle for business use is not permitted without completing the relevant training and signing a vehicle waiver agreement.
6.5. I will arrive and remain completely sober during my assignments and understand that if I am found to be under the influence of drugs or alcohol, I will be dismissed from my shift, and my Volunteer Deposit will not be refunded.
6.6. I understand that for each shift it is my responsibility to check in and out with my team manager to confirm that I have fulfilled my obligations for that day.
6.7. I agree to abide by the Code of Conduct and Associated Policies. I agree that if I do not adhere to the Code of Conduct and Associated Policies regarding volunteers, I may be dismissed.
6.8 . I agree that my services are provided at the sole discretion of Bass Coast Project Ltd. and therefore, Bass Coast Project Ltd. may at any time, for whatever reason, decide to terminate my volunteer relationship with Bass Coast Project Ltd.
6.9. I understand that should I not be able to complete my shifts for any reason, I will notify the Volunteer Coordinator immediately. I agree that if my volunteer relationship is terminated due to a failure to complete my obligations or due to my violation of Code of Conduct and Associated Policies, I may be escorted off the Festival site. If I paid for a Volunteer Deposit, it will not be refunded and I will not be permitted to join the crew again in the future.
6.10 I agree that if I need to cancel, I will give as much advance notice as possible.
6.11. I agree that I shall not, except as required by law, during my time volunteering with Bass Coast Project Ltd. or at any time thereafter, directly or indirectly, by any means whatsoever, divulge, furnish, provide access to, or use for any purpose other than those related to my volunteer role, any of Bass Coast Project Ltd.’s Confidential Information.
6.11.1. For the purposes of this agreement, “Confidential Information” includes, but is not limited to, information disclosed to me, used by me, developed by me, or made known to me in the course of volunteering with Bass Coast Project Ltd. that is not generally known to persons outside Bass Coast Project Ltd. This includes, but is not limited to, information regarding personnel, collaborators, contractors, contracts, assets, processes, programs, methods, strategies, accounts, finances, procedures, policies, routines, records, ideas, and other proprietary knowledge or know-how.
6.11.2. I acknowledge that this confidentiality obligation remains binding indefinitely, even after my volunteer engagement with Bass Coast Project Ltd. ends.
6.12. Prohibited Items
6.12.1. All vehicles will be searched upon entry. Volunteers and vehicles will be subject to searches prior to entry. Prohibited items include alcohol, drugs, glass, mirrors, weapons, flares, fireworks and pets (guide dogs are permitted with pre-registration). Full list of all prohibited items can be found in the FAQ section. Prohibited items are subject to seizure. The festival is not responsible for any confiscated items.
6.13. General Info and Conditions
6.13.1. More detailed information is available on the Bass Coast website FAQ page.
6.13.2. Vehicles parked in marked fire lanes will be towed without notice to the owner.
6.13.3. Potable drinking water is available free of charge at the Food Court and in the Forest.
6.13.4. No unauthorised vending is permitted.
7. Assumption of Risk and Waiver of Liability Relating to Coronavirus/COVID-19 or COVID-19 Workplace Policy
7.1. Bass Coast Project Ltd. will operate in accordance with all provincial and local health guidelines and recommendations regarding COVID-19. These policies are subject to change based on evolving public health mandates, and all volunteers are expected to adhere to the health and safety protocols in place at the time of the Festival. I acknowledge that COVID-19 is highly contagious and that Bass Coast Project Ltd. has taken reasonable precautions to minimise risks but cannot eliminate risks entirely. By agreeing to these terms, I assume all risks related to potential exposure to COVID-19, including the risk of personal injury, illness, permanent disability, or death. I agree to accept full responsibility for any injury, illness, damage, loss, or expense related to COVID-19 and waive all claims against Bass Coast Project Ltd., its organisers, affiliates, employees, and agents for any liabilities arising from such risks.
8. COVID-19 CLAUSE/ FORCE MAJEURE
8.1. If Bass Coast Project Ltd. cannot complete the Festival due to a “force majeure occurrence” or another cause beyond the control of the parties, Bass Coast Project Ltd. will have no liability to me as a volunteer under this Agreement.
8.2. For the purposes of this agreement, a "force majeure occurrence" shall be defined to include, without limitation, Acts of God, strike, labour disputes, war, fire, earthquakes, acts of public enemies, acts of terrorism, and actions by federal, provincial, or local governmental authorities regarding local illness outbreaks, epidemics, pandemics (including, but not limited to, COVID-19), or other events beyond the reasonable control of a party hereto.
9. Assumption Of Risks, Release Of Liability, Waiver Of Claims And Indemnity Agreement
9.1. BY ENTERING THESE PREMISES, YOU ARE AGREEING TO THE FOLLOWING ASSUMPTION OF RISKS, RELEASE, WAIVER AND INDEMNITY PROVISIONS.
9.1.1. ASSUMPTION OF RISKS: I ACKNOWLEDGE AND AGREE THAT I AM ENTERING THE PREMISES FOR THE PURPOSES OF ATTENDING THE BASS COAST FESTIVAL (THE “FESTIVAL”) AND THAT THERE MAY BE CERTAIN RISKS OR HAZARDS PRESENT AT OR NEAR, OR POTENTIALLY OCCURRING UPON THE PREMISES, INCLUDING WITHOUT LIMITATION: INCLEMENT AND OR CHANGING WEATHER CONDITIONS; PROXIMITY TO WATER AT WHICH NO LIFEGUARD IS PRESENT; WILDLIFE; NEGLIGENCE OF OTHER INVITEES TO THE FESTIVAL; AND OR ANY NEGLIGENCE ON THE PART OF BASS COAST PROJECT LTD. (“BASS COAST”), ITS EMPLOYEES OR CONTRACTORS, TO SAFEGUARD OR PROTECT ME FROM THE RISKS OR HAZARDS OF ATTENDING AN OUTDOOR FESTIVAL.
9.1.2. I acknowledge and agree that Bass Coast Project Ltd. has a Harm Reduction Policy (https://basscoast.ca/pages/harm-reduction), which I have had the opportunity to review, and I freely accept all such risks, dangers and hazards and the possibility of personal injury, illness, death, property damage and loss resulting from both the foregoing risks and hazards and those possible as a result of any negligence that I or any other invitees may demonstrate from any failure to protect myself or oneself from any of the risks set out therein.
9.1.3. RELEASE OF LIABILITY, WAIVER OF CLAIMS AND INDEMNITY AGREEMENT – In consideration of Bass Coast accepting my payment for a ticket for entry to the Premises and permission to enter the Premises following a personal and vehicle search prior thereto (as fully described below), I hereby agree as follows:
9.1.3.1. TO WAIVE AND ALL CLAIMS that I have or may have in the future against Bass Coast and its directors, officers, employees, contractors, representatives, successors, assigns and Premises owner (collectively, the “Releasees”), and TO RELEASE THE RELEASEES from any and all liability for any loss, damage, expense, harm or injury, including death that I may suffer, or that my next of kin may suffer resulting from either my use or my presence on the Premises or travel beyond the Premises during the Festival, DUE TO ANY CAUSE WHATSOEVER, INCLUDING NEGLIGENCE, BREACH OF CONTRACT, OR BREACH OF ANY STATUTORY OR OTHER DUTY OF CARE, INCLUDING ANY DUTY OF CARE OWED UNDER THE OCCUPIERS LIABILITY ACT, RSBC 1996, C.337, ON THE PART OF THE RELEASEES, AND ALSO INCLUDING ANY FAILURE ON THE PART OF THE RELEASEES TO SAFEGUARD OR PROTECT ME FROM ANY RISKS, DANGERS AND OR HAZARDS REFERRED TO ABOVE.
9.1.3.2. I acknowledge and agree that Bass Coast has a zero-tolerance policy regarding illegal drugs at the Festival. Namely, it is prohibited on the Premises to: (a) use, distribute, sell and or be in the possession of illegal drugs; (b) distribute, sell or improperly use prescription or over-the-counter drugs. Any prescription drugs on my person must have a valid prescription with my name clearly listed on the prescription at all times and strictly in the dosage of medication required for the duration of the Festival. Bass Coast, its employees, contractors, volunteers and emergency response personnel on the Premises will closely monitor any potential illegal or prohibited drug activity during the Festival.
9.1.3.3. I acknowledge and agree that my entry upon the Premises is contingent upon my unconditional and voluntary acceptance to be searched personally and have my vehicle searched for the presence of drugs, weapons, alcohol, objects that may disrupt the peace and or jeopardise the safety of other invitees to the Premises and other prohibited items (including without limitation, glass, mirrors, flares, fireworks, and any non-service animal pets) (collectively, “Prohibited Items”) prior to my admission into the Premises and at any time thereafter during the Festival. If any Prohibited Items are found at any time either upon the entry search or any search during the Festival, then Bass Coast’s limited license of entry to the Premises granted to me shall be immediately revoked, such Prohibited Items seized from me and I will be immediately removed from the Festival. For the avoidance of any doubt, any alcohol located during any post-entry search that is not purchased from Bass Coast shall be considered a Prohibited Item and subject to the terms hereof.
9.1.3.4. I acknowledge and agree that Bass Coast and authorised third parties will be filming and recording artist performances and portions of the Festival, and will distribute such footage solely for promotional uses in relation to Bass Coast, and I hereby provide a release to Bass Coast, in perpetuity and on a worldwide, royalty free basis, to use, distribute and authorise the use, distribution of such footage for promotional purposes in its sole discretion.
9.1.3.5. TO HOLD HARMLESS AND INDEMNIFY THE RELEASEES from any and all loss, liability, damage or cost for any damage to property of or personal injury, including death, involving myself and or any third party, resulting from my use of or presence upon the Premises or travel beyond the Premises during the Festival, and or my actions and or omissions at, around or on the Premises during the Festival. I hereby waive, discharge, hold harmless and agree not to sue the Releasees in relation to any and all liability arising out of or in connection with the Festival for any claims, causes of actions, obligations, lawsuits, charges, damages, costs or experiences of whatsoever kind, nature or description, whether direct or indirect, in law or in equity, in contract or in tort, or otherwise known or unknown, arising out of or related to the Festival, my attendance at the Festival and on the Premises, whether or not caused by the negligence or gross negligence of the Releasees.
9.1.3.6. This Agreement shall be effective and binding upon my heirs, executors, administrators and representatives in the event of my death or incapacity.This Agreement and any rights, duties and obligations as between the parties to this Agreement shall be governed by and interpreted solely in accordance with the laws of the Province of British Columbia, and any litigation shall be within the exclusive jurisdiction of the courts of the Province of British Columbia.
10. Code of Conduct and Associated Policies
10.1. Bass Coast Project Ltd. is committed to fostering its safe and inclusive community. In order to do so, the Festival requires that its team, suppliers, contributors, volunteers and attendees understand and agree to this Code of Conduct in relation to all activities regarding the Festival.
10.2. HEALTH & SAFETY
10.2.1. Bass Coast does not tolerate or condone any drug or alcohol abuse, underage alcohol consumption, possession and or the use of drugs and or illegal substances. Bass Coast prohibits its volunteers from facilitating or being involved in the possession and or sale of drugs and or illegal substances in any way.
10.2.2. All Bass Coast volunteers are required to review and be familiar with Bass Coast’s harm reduction approach and to conduct themselves in accordance with the approach. (https://basscoast.ca/pages/harm-reduction)
10.2.3. As representatives of Bass Coast, volunteers are required to immediately report and or address any health and safety incident immediately. For any medical emergencies, volunteers are required to contact first responders immediately, which may include finding someone with a radio to get first aid attendance if the affected person cannot walk to the first aid tent, or calling or having someone call first responders. Bass Coast volunteers are required to report any issues of violence, threatened violence, harassment, or risk of harm immediately to Bass Coast security personnel or to contact the police immediately.
10.2.4. Please exercise caution on the Festival grounds, including in relation to, among other things, all art installations, music equipment, electrical and generator equipment and cables and campfires. Please report any incidents that may present a risk of any harm to Bass Coast security personnel immediately.
10.3. BEHAVIOUR
10.3.1. The Festival does not permit or condone inappropriate behaviour of any kind, which includes without limitation, any form of verbal, sexual, physical or emotional abuse and or harm; the use of derogatory or discriminatory language, gestures or actions; and any form of harassment, racism, sexism, homophobia or other targeted comments that are intended to cause personal offence or harm to any other person either at the Festival or through social media and other digital channels in relation to the Festival or the Bass Coast community.
10.3.2. Please contact Bass Coast security personnel immediately if you observe any risk of harm or harm to anyone present at Bass Coast.
10.3.3. Please report any incident of damage, destruction, vandalism or theft of any property to the Bass Coast security team immediately.
10.3.4. Bass Coast volunteers play a valuable part in the success of the Festival. Bass Coast volunteers are expected to act courteously and professionally with artists, invitees, team, security personnel, and fellow team and or volunteers at all times before, during and after the Festival. Bass Coast volunteers are expected to know the expectations and limits of your role, not perform tasks outside of your scope and seek clarity as needed
10.3.5. As a volunteer of Bass Coast, you are a representative of Bass Coast when you are at the Festival. Accordingly, Bass Coast may take action in its discretion and as permitted by law against any individual(s) or group(s) that it believes fails to meet the standards set forth in this Code of Conduct.
10.3.6. Bass Coast has partnered with REES (Respect • Educate • Empower Survivors) to provide online reporting for unwanted sexualized behaviours. REES allows team, suppliers, contributors, volunteers and attendees to Create a Record of the incident and share it with festival organisers. (https://www.reescommunity.com/festivals/)
10.3.7. Bass Coast Project Ltd. has a Harassment and Assault Policy that outlines expectations for creating a respectful and inclusive environment. By submitting an application and agreeing to these terms, I confirm that I have read, understood, and agree to comply with the terms set forth in the Harassment and Assault Policy as a condition of volunteering. (https://basscoast.ca/pages/bass-coast-sexual-harassment-and-assault-policy)
10.4. ENVIRONMENT
10.4.1. Bass Coast practices an ethos of being respectful of the environment that we have the privilege of enjoying during the Festival. Accordingly, Bass Coast requires that all volunteers support its environmental efforts including, without limitation, using reusable water containers, ensuring all garbage and recycling go in the designated bins, ensuring that there are no fires of any kind, refraining from and to report any littering of any sort on the grounds and in the Coldwater River, any use of soap or contaminants in the River and any risk of harm to the natural wildlife and fish habitat. (https://basscoast.ca/pages/sustainability-education-series)
10.5. MEDIA
10.5.1. Please contact a Bass Coast team member or representative prior to taking any action or making any statement that might affect or obligate Bass Coast or the Festival including, without limitation, statements to the press, to bloggers and or on social media, and incurring any expense or purportedly entering into any agreement on behalf of or for the benefit of Bass Coast.
10.6. REPORTING RESPONSIBIITY
10.6.1. Please contact a Bass Coast team member or representative immediately if you believe you have observed or experienced a violation of this Code of Conduct and Bass Coast will work to assess the situation and to respond as soon as possible. Retaliation towards anyone sharing their experience is a violation of the Bass Coast Code of Conduct.
10.7. By submitting an application and signing below, you have acknowledged and agreed to the terms of this Code of Conduct and all associated policies therein. Failure to comply may result in appropriate action at Bass Coast’s discretion and as permitted by law, including and not limited to being immediately removed from the Festival and having their festival wristband, parking, and camping privileges revoked without refund.
11. Data Collection Clause for Bass Coast Project Ltd. Website
11.1. Types of Data Collected:
11.1.1. Data Collection Clause for Event Website: The customer acknowledges that Bass Coast Project Ltd. collects and uses data on platform usage to generate insights and improve the platform.
11.2. Types of Data Collected:
11.1.2.1 We may collect the following types of personal and non-personal information from users:
11.1.2.1.1. Personal Information: Name, email address, phone number, postal address, and any other information voluntarily provided by users during registration or ticket purchase.
11.1.2.1.2. Non-Personal Information: Browser information, device type, IP address, cookies, and usage data collected through analytics tools.
11.2 Purpose of Data Collection
11.2.1. Bass Coast Project Ltd. collect user data for the following purposes:
11.2.1.1. Event Registration: To facilitate event registration and ticket purchase.
11.2.1.2. Communication: To send event updates, confirmations, and important information related to the event.
11.2.1.3. Analytics: To analyse user behaviour on our website and improve our services.
11.2.1.4. Marketing: To send promotional materials or offers related to our events with user consent.
11.3. Data Sharing
11.3.1. Bass Coast Project Ltd. may share user data with the following third parties:
11.3.1.1. Event Organizers: Information provided during event registration may be shared with the event organisers.
11.3.1.2. Service Providers: We may use third-party service providers for payment processing, analytics, and marketing. These providers may have access to user data as necessary for their services.
11.3.2. Bass Coast Project Ltd. will not, and will not authorise any third party to: (a) rent, sublicense, transfer, disclose, use, or grant any rights in, or share or provide access to any Customer Data, in any form, collected and created under this Agreement; or (b) collect, use, combine, aggregate, or commingle the Customer Data for the benefit of any third party.
11.4. Data Security
11.4.1. Bass Coast Project Ltd. take reasonable measures to protect user data. However, please be aware that no method of online transmission or storage is entirely secure.
11.5. User Rights
11.5.1. Users have the following rights regarding their data:
11.5.1.1. Access: Users can request access to their personal data we have collected.
11.5.1.2. Rectification: Users can request corrections to inaccurate data.
11.5.1.3. Deletion: Users can request the deletion of their data, subject to legal obligations.
11.5.1.4. Opt-out: Users can opt-out of receiving marketing communications.
11.6. Cookies and Tracking Technologies
11.6.1. Bass Coast Project Ltd. use cookies and similar tracking technologies to enhance the user experience and gather information about user interactions with our website.
11.6.2. By using our website and providing your information, you agree to the terms outlined in this data collection clause and our privacy policy.
12. Payment Plans
12.1. Payment Plan
12.1.1. Bass Coast Project Ltd. offers Event tickets, reserved sites, glamping, and add-ons on an instalment basis (the “Payment Plan”); The availability of ticket and add-on services purchased under the Payment Plan is limited and the following policies apply:
12.1.1.1. Payment Plan Fee: There is a one-time $6 fee.
12.1.1.2. Payment Plans Are Available Only on the Website: Participants seeking to engage in a Payment Plan must indicate so at the time of “checkout”.
12.1.1.3. Payment Frequency: Participants may select the frequency of their payment instalments. The payment amounts and dates will be displayed at checkout and will be sent out in the “order confirmation” email issued after ticket purchase by the Event organisers. The first instalment must be paid immediately at the time of purchase. Guests can review their payment schedules via their User Portal accounts.
12.2. Important Dates
12.2.1. All payment instalments must be completed no later than July 4, 2025. Failure to do so will result in the cancellation of your ticket, with a credit applied to your account.
12.3. Pre-Authorized Payments
12.3.1. By choosing the Payment Plan options, you hereby authorise Bass Coast Project Ltd. to collect monthly payments from your credit card as set out in the agreed-upon payment schedule.
12.4. Providing Accurate Information
12.4.1. Any Participant who seeks to use the Payment Plan must:
12.4.1.1. Provide accurate contact details in your online purchase order.
12.4.1.2. Ensure sufficient funds are available on the subject credit card to pay the scheduled instalment payments throughout the payment period.
12.4.1.3. Contact Bass Coast Project Ltd. regarding any dispute prior to the monthly payment due date. If a Participant believes a payment has been initiated incorrectly, they must email tickets@basscoast.ca immediately to address the issue.
12.5. Volunteer Deposit Payment Plan
12.5.1. Withdrawal and Refund Conditions of Volunteer Payment Plan
12.5.1.1. Withdrawal and refund conditions for volunteer applications are outlined in Section 4.0: Withdrawing a Volunteer Application. Refunds for payment plans are subject to the same policies, including the retention of the non-refundable administration fee as specified in Section 3.4.
12.5.2. Cancellation of Volunteer Payment Plan
12.5.2.1. Payment plan cancellations must occur prior to the final instalment under the agreed-upon payment schedule. Cancellations made before the completion of all instalments are eligible for refunds in accordance with the conditions outlined in Section 4.0. Once the final instalment has been paid, refunds will be issued in cases meeting the emergency conditions described in Section 4.3.
12.5.3. Cancellation is Final
12.5.3.1. Once a payment plan cancellation occurs, the reserved volunteer position will be released and may be reassigned. All cancellations are final and cannot be reversed.
By digitally signing this Agreement, you acknowledge your understanding and agreement to the Terms and Conditions herein.