CREW CODE OF CONDUCT
This Code of Conduct applies to anyone working at Camp VC, including volunteers, helpers, paid staff, freelancers, contractors, facilitators and suppliers (referred to throughout as Crew).
Contacts and Questions
If you have any questions on this Code of Contact please reach out to your point of contact provided in your scope of work. You can escalate queries to the Directors/Organisers of Camp VC: Gemma Harrison Warman, Helen Trickey (Trickey) and Faye Bell (Mouse) on hey@campvc.co.uk.
Welcome to Camp VC!
From its inception in an East London car park, with women teaching each other to ride motorbikes, Camp VC has been built on our community sharing their skills and bringing their energy to the party.
Now in its 10th year, Camp VC has grown into a 3 day festival experience, made possible by a combination of incredible paid freelancers, volunteers, and workshop hosts sharing their skills in exchange for their ticket to the event.
We’re all about creating epic worlds where women and non-binary folk can feel their most free and safe at the same time, and experience the kind of magic that sticks with them forever.
You’re not just with us to “work” - you’re all part of the heartbeat of the festival. Without Crew, the event wouldn’t be possible.
This Code of Conduct sets out what we ask from everyone working at Camp VC - the stuff that keeps Camp VC safe, fun, and thriving. Ignoring this code could result in you being asked to step down from your role, and potentially asked to leave the festival site, so please take it seriously.
What do we value most at Camp VC?
Below are our promises to our VC community, and we ask that all Crew help us deliver them at all times throughout the festival:
Freedom
We promise to create epic worlds for women and non-binary people, giving them the freedom to explore, where they can feel their most free, and yet also their safest at the same time.
Uniqueness
We promise to create epic worlds for women and non-binary people that are like nothing they’ve ever experienced before.
Excellence
We promise to create epic worlds for women and non-binary people that strive to achieve the highest standards across everything we touch - from the moment attendees click on our Instagram, to the moment they ride off into the sunset.
Kindness
We promise to create epic worlds built in kindness. We are kind to each other, our communities, and ourselves. We lift each other up in every way.
Fight & Protect
We promise to fight for and protect our community of women and non-binary people in every way we can.
Accountability & commitment
We’re counting on you to show up ready to rock when you’re scheduled to work. We’re a small team, so a no-show from one person can have a big impact on the others.
Please arrive on time and be ready for all agreed working hours.
If you can’t attend or will be late, you must inform your nominated point of contact as soon as possible.
You can't sleep while on duty, obviously!
Flexibility & teamwork
Camp VC is a live festival environment. While you may be scheduled to work in specific areas, your role may sometimes change to help the team deliver the event safely and smoothly.
Flexibility and cooperation are essential, especially at an event of our size. However, if something feels unsafe or genuinely not appropriate for you, raise this with your nominated point of contact.
Equal opportunities & zero tolerance for harassment
Camp VC stands for freedom, safety, and kindness.
We will always make reasonable adjustments for our attendees and Crew where needed. If there are any modifications you need to fulfil your role, please let us know with as much notice as reasonably possible.
Discrimination, bullying, harassment, or any form of abusive behaviour will not be tolerated. We celebrate our community, no matter age, race and ethnicity, sexuality, or ability.
Offensive language, inappropriate jokes, or behaviour that undermines the experience or safety of others is not acceptable.
If you experience or witness inappropriate behaviour, you must speak up and report it to your nominated point of contact at the event who will escalate accordingly.
Media & public representation
Any media enquiries should be directed to Helen Trickey, please (trickey@campvc.co.uk).
Crew are asked not to speak officially on behalf of Camp VC, give interviews, or make public statements that could be interpreted as representing Camp VC unless explicitly agreed.
We love you talking about Camp VC on your own social channels, but please only speak on behalf of yourself and not Camp VC.
Illegal activity
Any illegal activity on site will be referred to the police.
Fraudulent or corrupt activity is fundamentally opposed to the spirit of Camp VC and should be reported immediately to one of the Camp VC Directors (Gemma, Mouse or Trickey). Reports will be handled sensitively and investigated fairly.
Drugs & alcohol
Illegal drugs and being under their influence while working are strictly prohibited.
Alcohol must not be consumed while on duty. Consumption outside of working hours shouldn’t impair your ability to work safely or professionally or bring Camp VC into disrepute.
You’re not allowed to bring your own alcohol to the event site, so any alcohol consumed must be bought at the event bar.
If you are taking medication that may affect your alertness or performance, please inform your nominated point of contact.
Health, safety & medical
Camp VC is committed to providing a safe working environment for everyone. Please:
Follow all health and safety instructions and procedures
Sleep in the designated Camping Areas only. Sleeping in tents, structures or vehicles on the Main Event Site is not permitted
Attend required briefings and training
Only use specialist equipment you are trained to use
Be mindful when lifting or carrying heavy items
Report hazards, accidents, injuries, or unsafe conditions immediately
Cooperate fully with security, medical teams, and emergency services
Some Crew such as production, food vendors or specialist workshop hosts will be asked to complete specialist Risk Assessments ahead of the event. These must be comprehensive, in-line with industry standards and provided promptly when requested.
Vehicle movement on the Main Event Site is tightly managed. Vehicles requiring access for set-up/strike-down must:
be pre-approved
stick to their designated arrival/departure time
move through the site at 5 mph with hazards on, accompanied by a member of security or Event Director
Unless approved otherwise, all vehicles must leave the Main Event Site promptly after set-up, and by 3pm on Thursday 26th July at the latest, and may not re-enter the main event site until after 5.30pm Sunday 26th July. Aside from loo cleaning, refuse collection, medics and moto-school vehicles using the designated moto-routes and moto-games area, we do not expect any vehicles to move on the Main Event Site during the event.
While the safety of Crew and Attendees is our top priority, due to the nature of an adventure festival it is not possible to eliminate all risks associated with attendance. By choosing to attend, Crew acknowledge these risks and accept that participation is a voluntary decision. This in mind, all Crew will be sent our Event Waiver closer to the event, that must be signed before arriving on site.
First aid & emergencies
If someone is hurt or unwell:
If you are trained and it is safe to do so, provide assistance.
Otherwise, seek help immediately from our on-site paramedics. They may be treating another patient, in which case dial 999 in an emergency.
Keep the area clear and make the person comfortable.Report all incidents, even what appear to be minor injuries, as soon as possible to the Medical Tent.
Emergency medical, evacuation, and fire safety procedures will be provided before the event and must be followed at all times.
Facilities, property & resources
Camp VC works with limited resources. Please treat all equipment, consumables, and facilities with love and care.
Please don’t take property from the site for your own personal purposes without agreement. Anything purchased by Camp VC - or purchased by you on behalf of Camp VC and later reimbursed - will remain the property of Camp VC after the festival.
Any incurred expenses need to be agreed in advance.
Access to the Crew Hub
The Crew Hub will act as a sort of “staff room” for anyone working or volunteering at Camp VC - a place to chill and connect with fellow Crew.
We’ll be providing food and drink throughout the weekend. The type of snacks, drinks and / or meals you’re entitled to in the Crew Hub, will vary depending on your role and should be respected please. Your contract will clearly set out what you’re entitled to on site.
Please keep the Crew Hub welcoming, tidy, and supportive for everyone using it.
Please be aware that we’ll have a small number of men, (this may include trans men), working as Crew at the event who may also have access to the Crew Hub.
Gambling, selling, advertising & gratuities
Gambling is not permitted on site
Selling products and services on-site (for example, merchandise or tickets to your own future event or experiences) is not permitted unless pre-agreed.
Please don’t display or distribute company or organization logos on the likes of banners, pop-up stands, flyers or other promotional materials without prior agreement.
Canvassing for future business, including capturing our attendee data, is also not allowed, without prior agreement.
Asking for or accepting tips or gratuities isn't allowed either.
Personal appearance & conduct
You are expected to present yourself in a professional and hygienic manner while working. If you are provided with a Camp VC uniform, or hi-visibility vest, please wear it while on duty.
For safety, all Crew should wear closed-toe shoes (no sandals or heels, except as part of a performance). If your role requires personal protective equipment, you must wear it.
We expect our Crew to lead-by-example by respecting our neighbors and the beautiful Pengwern Valley, both on site and out in the local area (our license depends on it!). Think about things like taking the time to chat to locals, respecting our ‘leave no trace’ policy, keeping the noise down on campsites and respectful driving around the Welsh lanes.
Personal property & own equipment
Camp VC does not provide secure storage for personal belongings (such as mobile phones, jewellery etc) and is not responsible for loss, theft, or damage. The safety of valuables are at your own risk.
Some Crew will bring their own equipment to site - this ranges from fans for burlesque workshops, to power tools for set-building! For your own equipment, you’re responsible for ensuring that it is fit for its intended purpose and if it’s electrical that it’s been PAT tested and labelled. We have some designated storage spaces for equipment, but can’t be held liable for any loss or damage to equipment you agree to use at the event.
Incurring expenses & acting on behalf of the Company
You’re not allowed to incur any expenses or enter into any contracts on behalf of Camp VC/ VC London Ltd, unless pre-agreed in writing.
You’ll need to provide copies of original receipts when claiming expenses.
Confidentiality, & intellectual property & work product
Any confidential information obtained through your role must be treated as confidential and not shared without authorisation. This includes the likes of attendee numbers, supplier details and working processes.
Camp VC processes personal data in line with UK GDPR and its privacy policy.
Camp VC and VC London logos must not be used without prior consent.
Unless agreed otherwise in advance, any work, creations, or processes developed for Camp VC - including designs, inventions, or physical works such as artwork - remain the property of Camp VC.
Insurance, liability & certification
Our Event’s Public Liability Insurance Policy automatically covers our General Event Volunteers and Helpers while carrying out their authorized duties. This insurance does not cover reckless behaviour, unauthorised activities, or personal belongings.
Production Crew, Vendors, and certain Workshop Hosts will need to have their own specific £10M Public and Employers Liability Insurance in place. If this applies to you, we’ll liaise with you directly.
Some Crew (such as Food Vendors, Tattoo Artists or specialist Activity Leaders) will need additional certifications and/ or licences to legally operate. Valid copies should be provided promptly when requested.
If Camp VC fails to request proof of insurance and relevant licences/certification, the requirement to hold them still stands.
Removal from site
Camp VC reserves the right to ask any individual to leave the site where their behaviour, in our reasonable opinion, breaches this Code of Conduct or poses a risk to the safety, comfort, or enjoyment of others.
For volunteer roles, you will not be compensated if you are removed from the role and / or asked to leave the site. For paid crew, you will be paid pro-rata for the work satisfactorily completed to date.
Amendments
Camp VC reserves the right to amend this Code of Conduct at any time. Any significant changes will be communicated.
Other T&Cs
Our ticket T&CS also apply to Crew. We won’t re-list them all here, but by attending the event you’re agreeing to these terms and they cover things like:
Our no waiver, no entry policy
Everyone needs to bring valid photo ID with them, which will be checked at entry
Crew Tickets cannot be transferred or sold
Vehicles must stick to the 5 mph site speed limit at all times
If you’re taking part in activities, you need to wear the appropriate kit
Men in the Crew
We’ll have a small number of men, (this may include trans men), working as Crew at the event, who must:
Leave the Main Event Site by 7pm, unless they’re critical to the running of the event (e.g.: vending food)
Camp in the designated mixed gender Camping Area
Only use the shower facilities within the designated window given
Use their own dedicated Crew Hub if asked to do so