Please read and confirm you understand the following:
Code of Conduct: Clearly outline expected behavior, emphasizing professionalism, respect, and inclusivity towards all attendees, fellow volunteers, staff, and guests.
Attendance and Punctuality: Parties are expected to arrive at their scheduled time. In the event of an event that would cause attendance to not be possible, SGS must be informed with as much advance as possible.
Dress Code: Parties should dress appropriately for a gaming convention. Overly sexualized revealing clothing and poor hygiene are unacceptable and can result in a warning. A second warning can result in removal from the program.
Confidentiality: Volunteers will have access to sensitive information or behind-the-scenes activities. By joining the SGS events team, you agree to the following:
1. The Confidential Information to be disclosed can be described as and includes: Invention description(s), technical and business information relating to proprietary ideas and inventions, ideas, patentable ideas, trade secrets, drawings and/or illustrations, patent searches, existing and/or contemplated products and services, research and development, production, costs, profit and margin information, finances and financial projections, customers, clients, marketing, and current or future business plans and models, regardless of whether such information is designated as “Confidential Information” at the time of its disclosure.
2. The Recipient agrees not to disclose the confidential information obtained from the disclosed to anyone unless required to do so by law.
3. This Agreement states the entire agreement between the parties concerning the disclosure of Confidential Information. Any addition or modification to this Agreement must be made in writing and signed by the parties. 4. If any of the provisions of this Agreement are found to be unenforceable, the remainder shall be enforced as fully as possible and the unenforceable provision(s) shall be deemed modified to the limited extent required to permit enforcement of the Agreement as a whole.
Communication Channels: Outside of events, standard communication will be done through our Discord. During events, a discord group chat will be created for all parties that event. The email address, Discord, and phone numbers of each person will be collected and shared with the party for easy communication with one another. Discord is the standard method of communication.
Emergency Procedures: In the case of an emergency, the team lead needs to be informed. The Team lead will then inform Chris Solis. Both will work together to resolve the emergency. All measures will be taken to ensure everyone is safe.
Conflict Resolution: Conflict resolution is essential for maintaining a positive and productive environment. There is an Open Door Policy with Chris Solis. Email or contact him for any conflict resolution at 650-622-6761 or at chris@solisgamestudio.com.
Use of Personal Devices: During a convention or event, keep your personal devices hidden. It is important to be accessible and approachable by the public.
Alcohol and Substance Use: There is no drinking allowed during work hours at Solis Game Studio. Alcohol is never covered by Solis Game Studio for any reason, even team dinners. Responsible drinking is allowed during personal hours at a convention. In the event a party member returns to work under the influence of alcohol or other substances, they will be immediately removed and banned from this program.
Guest Interaction: Be accessible and approachable. Be mindful of personal boundaries with attendees and other party members.
Photography and Social Media: During the event your photo may be taken by SGS and used for social media and promotional material.
Equipment Usage: Please treat SGS convention assets with respect and return them to their original container after the event. Report any damages or losses to help@solisgamestudio.com with the header [Damage Report] [ Convention Name].
Volunteer Conduct Off-Site: Parties should dress appropriately for a gaming convention.
Age Restrictions: You must by 18 years of age or older to participate in any SGS Events Program.
Termination of Involvement: A person can be terminated from this program for any of the violations below:
Violating Code of Conduct: If a volunteer consistently breaches the organization's code of conduct, engages in disrespectful behavior, harassment, discrimination, or any form of misconduct.
Theft or Fraud: If a volunteer is caught stealing, embezzling, misusing funds, or engaging in any form of fraudulent activity.
Safety Concerns: If a volunteer's actions endanger the safety of others, such as engaging in reckless behavior or deliberately causing harm.
Violence or Threats: If a volunteer physically harms or threatens harm to another volunteer, attendee, staff member, or anyone else.
Refusal to Follow Instructions: If a volunteer consistently refuses to follow instructions, complete tasks, or adhere to their role's responsibilities.
Breach of Confidentiality: If a volunteer shares confidential or sensitive information without authorization, it could harm the organization's reputation or legal standing.
Intoxication or Substance Abuse: If a volunteer is under the influence of drugs or alcohol while on duty or violates a substance-free policy.
Repeated Absences or Tardiness: If a volunteer repeatedly fails to show up for assigned shifts or is consistently late without valid reasons.
Misuse of Authority: If a volunteer in a leadership or supervisory role abuses their authority, engages in favoritism, or mistreats those they are responsible for.
Violation of Organizational Policies: If a volunteer knowingly violates established organizational policies or guidelines.
Non-Compliance with Legal Requirements: If a volunteer fails to meet legal requirements, such as submitting required documentation or background checks.
Misrepresentation of Credentials: If a volunteer provides false or misleading information about their qualifications or experience.
Liability and Waiver: Party members understand and agree to the following Liability and Waiver terms.
1. Team Member acknowledges that participation involves inherent risks, which may include, but are not limited to, physical injury, property damage, illness, and other potential hazards.
2.Team Member acknowledges that the Organization cannot eliminate all risks and assumes all risks associated with my participation as a volunteer.
3. Team Member understands that Solis Game Studio has taken reasonable measures to ensure my safety, acknowledges that accidents and unforeseen events may still occur.
4.Team Member agrees to release, hold harmless, and indemnify the Organization, its officers, directors, employees, agents, and volunteers from any and all claims, demands, actions, or causes of action arising out of or related to any loss, damage, injury, or illness that I may sustain while participating.
5.Team Member authorizes the Solis Game Studio to seek medical treatment on my behalf in the event of an emergency and agree to be financially responsible for any costs associated with such treatment.
6.Team Member grants Solis Game Studio the right to use my name, photograph, and likeness in connection with promotional and marketing materials related to the event without compensation.
7. Team Member agrees to abide by all rules, policies, and instructions provided by Solis Game Studio during my service.
8. Team Member confirms that they are of legal age to enter into this agreement.
