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Houston Energy & Climate Week Volunteer Agreement

Last Revision Date: June 2, 2025

Thank you for volunteering for Houston Energy and Climate Week. This document outlines the terms of your participation, including the waiver, code of conduct, and other essential acknowledgments. Please read carefully before signing.

Release of Liability

In return for being allowed to participate in Houston Energy and Climate Week volunteer activities and all related activities, including any activities incidental to such participation ("Volunteer Activities"), the undersigned Volunteer releases and agrees not to sue Houston Energy and Climate Week, its organizers, officers, directors, employees, sponsors, agents, and affiliates (collectively "the Organization") from all present and future claims that I may make, my family, estate, heirs, or assigns for property damage, personal injury, or wrongful death arising as a result of my participation in the Volunteer Activities, wherever, whenever, or however such claims may arise.

I understand that participation in Volunteer Activities involves certain risks, including but not limited to injury, illness, or death. I voluntarily agree to accept all risks associated with participation and to indemnify and hold harmless the Organization for any claims arising out of my participation.

I acknowledge that this agreement is a binding legal document and that by signing it, I waive certain legal rights and obligations.

Photo Release

I grant permission to Houston Energy and Climate Week, its organizers, affiliates, and authorized representatives to take photographs, videos, or other media of me during my participation in Volunteer Activities. I understand that these images may be used in promotional materials, on social media, in publications, or in other formats to promote Houston Energy and Climate Week, without compensation. I waive any rights to inspect or approve the final versions of these materials.

Data Confidentiality and Respect

As a volunteer, I understand that I may have access to sensitive or confidential information about Houston Energy and Climate Week, its participants, partners, or operations. I agree to respect and protect this information, ensuring it is not shared, disclosed, or misused in any way. I understand that breaches of confidentiality may result in the termination of my volunteer role and potential legal consequences.

Code of Conduct for Volunteers

Houston Energy and Climate Week is committed to creating a safe, inclusive, and respectful environment for all participants, staff, and volunteers. By signing this document, I agree to uphold the following standards:

Volunteer Responsibilities

As a volunteer for Houston Energy and Climate Week, I agree to:

  • Fulfill my assigned role as outlined in my volunteer position description to the best of my ability.
  • Act with honesty, responsibility, and integrity in all interactions.
  • Treat everyone with fairness, equality, dignity, and respect, including event participants, fellow volunteers, and organizers.
  • Follow all Houston Energy and Climate Week policies, procedures, and instructions provided by supervisors or event organizers.
  • Communicate respectfully and work collaboratively with others.
  • Raise any concerns about possible misconduct or wrongdoing to the Volunteer Coordinator or other designated personnel.
  • Maintain the confidentiality of any sensitive information I encounter during my volunteer role.
  • Observe all safety protocols and report any health and safety concerns immediately.
  • Notify supervisors if I am unable to fulfill my scheduled commitments and provide as much notice as possible.

Volunteer Commitments

As a volunteer, I will NOT:

  • Engage in any behavior that brings Houston Energy and Climate Week into disrepute (e.g., inappropriate use of social media or public statements).
  • Accept or seek gifts, rewards, or benefits in connection with my volunteer role.
  • Engage in any form of harassment, discrimination, or verbal or physical abuse.
  • Attend volunteer duties under the influence of drugs, alcohol, or other substances that impair my ability to perform my role.
  • Use or disclose confidential information obtained during my volunteer role without proper authorization.
  • Engage in any illegal activity while representing Houston Energy and Climate Week.

Acknowledgment of Terms

I understand that failure to adhere to this Code of Conduct or any of Houston Energy and Climate Week’s policies may result in the termination of my volunteer role. I acknowledge that my participation as a volunteer does not create an employment relationship with Houston Energy and Climate Week.  Houston Energy and Climate Week is committed to building a safe, inclusive, and respectful environment for all participants, staff, and volunteers. By signing this document, I agree to uphold the following standards:

By clicking “I agree” on the volunteer signup form, I confirm that:

I have read and understood the Volunteer Waiver & Release Agreement, including the photo release and data confidentiality clauses. I have read and agree to abide by the Code of Conduct for Volunteers. I understand the terms of my participation and accept the risks involved.