The purpose of this policy is to:

• Define expectations and responsibilities for volunteers

• Ensure safe, ethical, and effective volunteer engagement

• Protect participants and organisational integrity

• Provide clarity around recruitment, conduct, and management

• Align volunteer activities with safeguarding and health & safety obligations

This policy applies to all volunteers engaged by Pageanz Worldwide, including those supporting:

• Events and pageants

• Training and rehearsals

• Community and outreach projects

• Administrative or operational activities

Volunteer engagement is guided by:

• Respect and inclusion

• Safety and safeguarding

• Clear communication

• Mutual accountability

• Recognition of contribution

Pageanz Worldwide will:

• Clearly define volunteer roles and responsibilities

• Assess suitability based on role requirements

• Undertake appropriate screening where volunteers work with children or vulnerable persons

• Provide role information and expectations prior to engagement

Pageanz Worldwide reserves the right to decline volunteer applications at its discretion.

Volunteers will receive:

• An introduction to Pageanz Worldwide values and policies

• Relevant health & safety and safeguarding information

• Role-specific guidance and supervision

Volunteers must familiarise themselves with all applicable policies.

Volunteers Must:

• Act professionally, respectfully, and ethically

• Follow instructions and policies

• Maintain confidentiality

• Report hazards, incidents, or concerns promptly

• Uphold safeguarding standards at all times

Pageanz Worldwide Will:

• Provide appropriate supervision and support

• Ensure safe working environments

• Address concerns or issues promptly

• Treat volunteers fairly and respectfully

Volunteers must:

• Comply with the Child & Vulnerable Persons Safeguarding Policy

• Maintain appropriate boundaries

• Never engage in unsupervised or inappropriate contact

• Report any safeguarding concerns immediately

Safeguarding breaches may result in immediate removal.

Volunteers must:

• Take reasonable care for their own safety and others

• Follow health & safety procedures

• Use equipment safely

Volunteers are subject to the Code of Conduct.

Unacceptable behaviour includes:

• Bullying, harassment, or discrimination

• Breaches of confidentiality

• Inappropriate or unsafe conduct

• Failure to follow instructions

Unless otherwise agreed:

• Volunteers are responsible for their own expenses

• Reimbursements, where applicable, must be approved in advance

Volunteering may be ended:

• By the volunteer at any time

• By Pageanz Worldwide where conduct, safety, or suitability concerns arise

Termination may be immediate where serious breaches occur.

Volunteer records will be:

• Managed confidentially

• Stored securely

• Used only for legitimate organisational purposes

Failure to comply with this policy may result in:

• Corrective action

• Removal from activities

• Termination of volunteering

• Referral to authorities where required

This policy will be reviewed:

• Every two years

• Following serious incidents

• When organisational or legal changes occur

All volunteers acknowledge their responsibility to comply with this Volunteer Management Policy.