Ceremonies Volunteer Terms and Conditions

A. GENERAL

YOU AGREE:

  1. to provide voluntary services to the Vancouver Organizing Committee for the 2010 Olympic and Paralympic Winter Games (“VANOC”) without pay (unless otherwise agreed in writing by VANOC), to the best of your abilities and to comply with all lawful directions and instructions given from time to time by VANOC or third-party producers of ceremonies for the 2010 Olympic and Paralympic Winter Games (“Ceremonies”), including David Atkins Enterprises Productions Canada Limited and Patrick Roberge Productions Incorporated (collectively, “Ceremony Producers”);

  2. to attend training and rehearsal sessions and work the minimum number of shifts and/or hours indicated by VANOC or the Ceremony Producers;

  3. to keep confidential all information and/or materials concerning VANOC or the 2010 Olympic and Paralympic Winter Games (“Games”) which is or becomes available to you in connection with your volunteer role and which you know or ought reasonably to know is confidential, including without limitation, information as it relates to creative elements related to or the program for, any of the Ceremonies;

  4. to notify VANOC or the Ceremony Producers of all materials, designs, concepts or other work product (collectively, “Work Product”) which you may create or to which you have contributed during your provision of voluntary services and you acknowledge that any and all Work Product and all proprietary rights therein will, immediately upon creation, vest in VANOC, without any requirement for VANOC to provide you with any remuneration or credit whatsoever, and you waive all moral and other rights in the Work Product;

  5. to safeguard your personal property (including, by way of example, bags, purses, jewellery and money) located at any VANOC-controlled premises or Games venue and you acknowledge that neither VANOC nor the Ceremony Producers are responsible for any lost, stolen or damaged personal property;

  6. in regards to safety, (a) there may be risks associated with performing volunteer activities and you accept such risks, (b) you will perform your volunteer activities in a safe manner, (c) that you will use best efforts to ensure that your volunteer activities do not put yourself or others at risk, and (d) you will cooperate with VANOC and Ceremony Producers in anything that they lawfully do or require in order to ensure safety;

  7. not to personally engage in or assist any other person to engage in (a) any public speaking activities or promotions concerning VANOC or the Games, at any time without the prior written approval of VANOC or (b) any other activities which may adversely affect the interests of VANOC, the Ceremony Producers, the International Olympic Committee (“IOC”), International Paralympic Committee (“IPC”), Canadian Olympic Committee (“COC”), Canadian Paralympic Committee (“CPC”) the Games or the Olympic and Paralympic movements, including engaging in or facilitating unauthorized third party commercial associations with the Games or any of the above mentioned parties;

  8. that given the sensitivity of Games security requirements, VANOC, in conjunction with the Royal Canadian Mounted Police (“RCMP”) and in cooperation with any applicable local, national and/or international police forces or security agencies, may at any time and from time to time, conduct a criminal records search, police history information search and/or such other security checks and searches as VANOC may require (collectively, “Searches”) and that (a) you will execute such documents or consents as VANOC or the RCMP may require in order to permit such Searches to be conducted; (b) you acknowledge that your ability to volunteer is conditional upon VANOC being satisfied with the outcome of such Searches; and (c) without prejudice to any other rights it may have, VANOC reserves the right to deny Games accreditation to you or to terminate your involvement as a volunteer in the event that VANOC determines in its sole discretion that the outcome of the Searches is not satisfactory;

  9. to the conduct of identity verification checks and other security checks (which may include inspecting your personal property) prior to your entry to and departure from VANOC premises or any Games sites or venues;

  10. to comply with each and every term contained in such VANOC policies and procedures implemented from time to time which are identified to you as being applicable to the VANOC volunteer program, including the VANOC Code of Conduct, Ethical Conduct and Conflicts of Interest Policy and Privacy Policy; and

  11. that VANOC may terminate your appointment as a volunteer if you do not comply with these provisions or if you engage in any misconduct which, in VANOC’s opinion, adversely affects the interests of VANOC, the Ceremony Producers, the IOC, COC, IPC, CPC, the Games or the Olympic or Paralympic movements.

B. IMAGE AUTHORIZATION AND RELEASE

YOU FURTHER AGREE:

  1. that VANOC may from time to time use photographs, audio recordings, video recordings, digital images and other forms of recording that capture your name, image, likeness, voice or performance (or all of these, either individually or as part of a group) (collectively, “Recordings”), which Recordings may have been made or taken by (a) any VANOC Representative (which means and includes any past or present employee, director, officer, agent, volunteer, contractor, licensee or assignee of VANOC, (b) the Ceremony Producers, or (c) by any other person and submitted by such person to VANOC, a VANOC Representative or the Ceremony Producers;

  2. that you unconditionally and irrevocably consent, authorize and grant to VANOC and its licensees, successors and assigns, all necessary authority, right and license to use the Recordings, which for the purposes hereunder means the right to the use and exploitation of the Recordings for any commercial or non-commercial purpose whatsoever relating directly or indirectly to organization and staging of the Games or any promotion or publicity related thereto, and includes the right to reproduce the Recordings in all forms, media and technologies now known or hereafter developed, the right to alter, change or modify the Recordings or to combine or incorporate the Recordings into other works, create derivative works from the Recordings and the right to use the Recordings alone or in combination with other persons or images or bearing the marks and branding of VANOC or other persons;

  3. that VANOC does and will forever own and retain all right, title and interest throughout the world in the Recordings and in furtherance of such ownership, you irrevocably and unconditionally assign to VANOC and its licensees, successors and assigns all right, title and interest (including privacy, personality and publicity rights) that you have or may acquire in your name, image, likeness, voice and performance as contained in the Recordings and waive in favour of VANOC and its licensees, successors and assigns all non-transferable rights and interests in the Recordings and that you release VANOC and the Ceremony Producers from any and all claims which you may now or in the future have relating to the ownership, use, reproduction, display, distribution or other exploitation of the Recordings;

  4. that no royalties, fees or other compensation whatsoever will be provided to you for or in connection with any use of the Recordings; and

  5. that VANOC and its licensees, successors and assigns may, in their discretion, but are not obligated to, identify you in connection with the Use of the Recordings.

VANOC PRIVACY STATEMENT

This Privacy Statement summarizes how the Vancouver Organizing Committee for the 2010 Olympic and Paralympic Winter Games (“VANOC”) and certain producers of ceremonies for the 2010 Olympic and Paralympic Winter Games, including David Atkins Enterprises Productions Canada Limited (collectively, “Ceremony Producers”) collect, use and disclose your personal information. 

What are the purposes for collection, use and disclosure of personal information?

VANOC or the Ceremony Producers will from time to time collect, use and disclose your personal information with your knowledge and consent and only for purposes that we have identified prior to or at the time we collect the information. Some of the purposes for which VANOC or the Ceremony Producers may collect, use and disclose your personal information are as follows:

  • To facilitate communication with you

  • To assist in recruiting and placing you as a volunteer

  • To administer training or development

  • To facilitate the granting of security clearances and accreditation

  • To verify drivers' license information and driving records for volunteers required to drive as part of their duties

  • To make certain services available to you

  • To otherwise administer the volunteer program

Neither VANOC nor the Ceremony Producers will sell, trade, lend or otherwise voluntarily disclose to any third parties any personal information you have provided to us for any purpose not identified under this Privacy Statement, provided that VANOC or the Ceremony Producers may share this information with the Royal Canadian Mounted Police and such other government bodies that reasonably require access to such information to facilitate the administration of the volunteer program and the staging of the Games. VANOC or the Ceremony Producers may share your personal information with third parties to assist us in administering website activities, such as: for website administration and maintenance purposes; the administration of data processing; to professional advisors; or otherwise for legitimate and reasonable purposes for which either VANOC or the Ceremony Producers have obtained your consent.

In certain circumstances, VANOC or the Ceremony Producers may disclose your personal information to a government institution that has asserted its lawful authority to obtain the information.

When you provide VANOC or the Ceremony Producers with your personal information to facilitate your participation in the VANOC volunteer program, you are consenting to the collection, use and disclosure of your personal information for these purposes in accordance with the principles that are outlined in this Privacy Statement.

If you have given us your consent, you may, at any time, withdraw your consent upon giving us reasonable notice.

The VANOC Privacy Statement published on the vancouver2010.com website applies to and is incorporated herein by reference.  Additionally, this Privacy Statement will be supplemented by the VANOC Employee and Volunteer Privacy Policy which will be applicable to all volunteers.