General Approach and Principles of the Policy

Event Organisers and Festival Volunteers have an important role to play in maintaining their own safety and the safety of others around them. This policy should be considered in correspondence with the festival Risk Assessment, which can be found in Volunteers’ Welcome Packs and on the Volunteers’ Hub (found on the NBAF website). This policy primarily covers events during the main festival week, but applies to all events hosted by NBAF.

Volunteers will be given a verbal briefing before the start of each event. During this briefing, the event organiser will explain:

• Each volunteer’s role and the tasks they must complete.
• Make sure the Volunteers are familiar with the venue and facilities.
• Reiterate key points for safe working and any potential hazards the Volunteers may face during the event.
• Give notice of break times (if working for more than 4 hours).

Risk Assessment

Volunteers should familiarise themselves with the NBAF Risk Assessment, which can be found in the Volunteers’ Pack, the Volunteers’ Hub (found on the NBAF website), or by contacting the Artistic Director or Festival Assistant. By participating as a Volunteer for NBAF, you are agreeing that:

• You understand the Risk Assessment
• You understand your responsibility to reduce risk to yourself and others
• You are happy with the level of risk involved in completing your tasks.

Identifying Hazards

All Festival Volunteers, Event Staff, and Contractors are responsible for identifying hazards at festival events. Hazards should be reported immediately to the primary event organiser, who can then take appropriate steps to mitigate risk.

Incidents and Emergencies

All incidents and emergencies should be reported in the first instance to the event organiser or the most senior member of the NBAF team available at the event. The event organiser will become the primary incident responder until further help can be sought.

Exceptions: Volunteers are asked to contact the emergency services first (by calling 999) in the instance of:

• Fire
• Life-threatening illness or injury
• Crime which poses a threat to life.

The primary event organiser should then be contacted to initiate an evacuation or call an end to the events as necessary in response to a major incident.

Reporting Health Conditions

Volunteers are asked to report personal circumstances that may affect their ability to carry out tasks safely. Volunteers will be invited to give this information when they complete the contact form upon becoming a volunteer, but they can also update us on new or changing conditions by emailing the Artistic Director/ Festival Assistant at  info@nairnfestival.co.uk

Conditions which may affect a Volunteer's ability to complete tasks safely include, but are not limited to:

• Musculoskeletal: Back pain, fibromyalgia, arthritis, joint pain, rotator cuff syndrome, amputations, chronic conditions.
• Cardiovascular: Heart disease, angina.
• Chronic Illnesses: Cancer, diabetes, severe burns, chronic lung disease.
• Neurological: Parkinson's disease, multiple sclerosis, motor neurone disease, epilepsy, traumatic brain injury, nerve pain (radiculopathy), narcolepsy.
• Sensory: Severe hearing loss, blindness.

Upon reporting a condition, the Artistic Director will make a confidential note of your condition and will assess how best to utilise your skills as a Volunteer in the safest possible environment. If needed, the Artistic Director will facilitate a meeting with you to discuss how best to accommodate your condition.

Rest Breaks at Work

All Festival Volunteers are entitled to the following uninterrupted break times:

4+ hour shift = 15 minute break

6+ hour shift = 20 minute break

8+ hour shift - 45 minute break

Your break will be communicated to you by the event organiser, but please contact the organiser if you are unwell, tired, or need additional breaks for any reason. We will accommodate your needs accordingly.

Lone Working Policy

Volunteers are not expected to experience lone working conditions; however, in the rare instance this may occur, such as at a large outdoor event where volunteers are split up by the geography of the venue, the following measures will come into place:

• Volunteers will be asked to ‘check-in’ and ‘check-out’ with the event organiser at the start and end of the event. A register will be held of all volunteers working alone, and how to contact them during the event.
• Volunteers will be asked to bring a personal mobile device to the event. If a volunteer does not own a personal device, they will not be asked to work alone.
• Volunteers will be given the mobile number of the event organiser to contact them in case of incidents or emergencies.
• Volunteers will receive a briefing before the start of the event on their tasks, the venue, and where important facilities such as toilets, first aid, and kitchens can be found.
• The event organiser will notify volunteers of safe routes for travel and areas of isolation to avoid.
• Volunteers will not participate in any ‘high-risk’ activities alone.
• The event organiser will make regular check-ins, either in person or by phone, with volunteers wo make sure they are safe and comfortable with their role.

Driving and Vehicular Use

Volunteers are not expected to drive vehicles to carry out festival event tasks. Where possible, Event Organisers will offer recommendations on the safest way for Volunteers to travel to the Festival, and where to park.

Emergency Contacts

All Volunteers are asked to submit contact details for an Emergency Contact. A list of emergency contacts will be held in the event pack at each festival event, which can be accessed by the primary event organiser responsible for the event.

Nairn Book and Arts Festival Children and Vulnerable Adults Protection Policy

The NBAF has a responsibility to promote the welfare of all children, young people and vulnerable adults, to keep them safe and to practise in a way that protects them. Details on our policy can be found on the NBAF Volunteer’s Hub or by contacting the Artistic Director or Festival Assistant.

• We do not ask Festival Volunteers to work directly with children or vulnerable adults.
• If you witness an incident involving a child or vulnerable adult, you must report it in the first instance to the event organiser or the most senior member of the NBAF team at the event you are working.

If there are any questions regarding this policy or any other, please contact info@nairnfestival.co.uk

Date of creation: 09 January 2026

Date of next review: 27 January 2027