Introduction and Principles

Volunteers are central to the Nairn Book and Arts Festival, delivering an annual programme of high-quality cultural events and activities. We are committed to offering volunteering roles to anyone who wishes to be part of our organisation. 

This Volunteering Policy is in place to ensure our staff and volunteers understand the voluntary role within the organisation and to ensure good practice.

• Nairn Book and Arts Festival fully acknowledges that without volunteer support the Festival would not take place.
• Volunteers are an investment and like any member of staff require support and training.
• All volunteers need to be matched to their role.
• Volunteers acknowledge that they play an instrumental role in the success of the festival, and enthusiasm in their participation is expected.

Primary voluntary roles - Nairn Book and Arts Festival

We recruit volunteers across the festival organisational structure to guarantee its smooth running and success. We believe power comes from the people, and we are always looking for those with appropriate interests and knowledge to join us in the following areas:

• Volunteering at festival events (Suitable for all candidates over 16 years old. Activities are concentrated within the festival dates in August and September each year).
• Joining the Festival Committee (a year-round role - volunteers may have prior knowledge of the arts, event organising, fundraising,  arts administration or third sector management, or just be arts- interested). Suitable for those aged 18+years.

• Joining the Festival Board (a year-round role for those who wish to commit 3 or more years to the governance and running of the festival and in the shaping of the festival’s future). Board skills include (but are not restricted to) financial, governance, fundraising, legal and marketing. 

   

Volunteering for Nairn Book and Arts Festival brings many benefits, and some are listed below;

• New skills and perspectives
• Builds confidence and self-esteem, providing opportunities for self-development
• Brings diverse communities together
• Offer opportunities for participation by people who might otherwise be excluded
• Combats social isolation

• Feeling part of a team

   

In terms of benefits for the organisation, having a volunteer team;

• Increases our connection with the local community and broadens our network
• Provides opportunities for development
• Engages more people in trying something new
• Helps the festival engage  in the wider strategies of community cohesion and community (and festival) capacity building, creating a more confident community

Recruitment Process and Role Approval

Nairn Book and Arts Festival is an organisation which has two part-time year-round staff and is entirely dependent on volunteers from the governance and organisational level to the day-to-day running of events during festival week.  Volunteer recruitment and development is paramount to ensuring the delivery of the festival programme each year, and safe and fun events for the public.

When recruiting volunteers, first of all we consider the following, to enable safe and appropriate matches to roles;

• PVG status – we do not undertake regulated work with children or vulnerable adults so being part of the PVG scheme is not compulsory for our volunteers or staff, but desirable. Those holding PVG clearance will be matched to events where, for example, we have a younger Volunteer working with us.  
• All Volunteers are assessed based on their experience, the type of tasks they are willing to do, and their ability to complete those tasks safely and comfortably.
• Willingness to attend meetings,  briefings, and other volunteer-centred events.
• Willingness to learn, develop and help us evaluate our practices.

For temporary (festival week) volunteers: Each year, we look at the programme and take into consideration all the roles we require volunteers for.  The role must be explained clearly to the volunteer.   The minimum age for volunteering is 16.  

We expect our core staff and year-round volunteer team to provide the necessary support to volunteers who are taking part in festival events to enable them to carry out their duties safely.  This is also recognised in the recruitment as this policy, as already discussed, will cover the necessity to match the correct volunteer with the correct role so as not to create an unsafe environment for either the volunteer, year-round volunteer team, paid staff or any member of the public.

Application Process
To apply for a voluntary position at the NBAF, volunteers are asked to contact the festival Artistic Director at info@nairnfestival.co.uk to enquire about more information on roles available in the next festival season.

• All volunteers must complete a short confidential application survey, which will include questions about contact and communications, request a brief summary of their interests and intentions to volunteer for the festival, and questions relating to diversity, inclusion, and accessibility so that we can best fit volunteers with their roles.
• Volunteers will be placed in a role best suited to their skills and accessibility requirements. Volunteers are encouraged to voice personal interests if they wish to be involved in specific festival activities.
• Successful applicants will be sent a welcome email by the Festival organisers, including a copy of the NBAF charity policies and the NBAF Volunteer briefing document. Volunteers are asked to comply with these procedures for the safety and enjoyment of all who attend and work at the festival.
• All volunteers are invited to the programme launch in June, an Engagement Day in late June/early July to meet their colleagues, receive information on their role, and sign up for festival activities,  and then a briefing closer to the beginning of the festival season (usually in early August each year) . All volunteers will be contacted with confirmation of their work dates, locations, and role-specific information.

Training/Induction

This policy outlines the elements that make up the volunteering role and what Nairn Book and Arts Festival will do to ensure volunteers are supported correctly and know their roles to carry out their duties. These include volunteers attending any training that is integral to their role, understanding any protocol or emergency procedure and who to go to.  Training will be delivered specifically at the briefing event in August and again at the time.

Roles & Responsibilities

It is very important all roles and responsibilities are clear prior to the event and all volunteers understand this.  Health and Safety is paramount to all and within that, clarity of roles and responsibilities will go to ensure a safe event being delivered.

Absence Policy

We will aim to remind festival volunteers of their roles and work dates 10 days before the festival begins. In the event a Festival Volunteer is unable to attend one or more of their planned work dates, we ask that they give at least 1 week’s notice to info@nairnfestival.co.uk of their absence.

• This policy excludes absence caused by sickness, bereavement, or unforeseen personal circumstances.

Accountability

Recruited volunteers are first and foremost accountable to Nairn Book and Arts Festival.  Volunteers are representing the organisation, its funders and to a degree all the organisations that it is linked with either in partnership or as part of the third sector. 

Secondly the volunteer is representing her/him/themself.  Volunteers should not do anything that will jeopardise themselves, the festival or the people they are working with. A clear grievance procedure will be in place to allow volunteers recourse to air any complaints.

Financial Procedures

If responsibility is given to a volunteer for petty cash or dealing with expenses, then the Artistic Director or Treasurer will explain the financial procedure.  Generally, volunteers will only be responsible for small amounts of petty cash, and so training will be given on those procedures before handling the finances.

Volunteers Expenses & Remuneration

We will endeavour to identify and cover the costs of involving volunteers.  Expense claim forms can be acquired from the Festival Assistant (nairnfestivalassistant@gmail.com).  (For example, if a volunteer requires the use of a bus to get to their volunteering post then reimbursement will be given.)

Nairn Book and Arts Festival seeks to offer opportunities to those who may have barriers to volunteering.  To this end we will endeavour to carry out advance briefing/ training at an appropriate time of day.

We are unable to remunerate for work carried out, however, we do seek to celebrate volunteers’ contributions and volunteers get free entry to all events they assist at, no matter what the role.

Saltire Awards for 16-25 year olds are available for one-off volunteering events or those which gather a number of hours invested in a project.  If the festival is able to contribute to an individual’s personal development, then this should be discussed with the Artistic Director to see where we can best support the group or individual.

All festival policies are to be used in conjunction with other NBAF policies.  

These policies include:

• Child and Vulnerable Adult Protection
• Equal Opportunities
• Health & Safety (Events)

• Grievance

   

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

Created on: 29 January 2026
Next policy review due: 29 January 2027

With thanks to Findhorn Bay Arts for policy reference.