2024 Warbirds Over Wanaka Volunteer Policies & Procedures

Volunteer Profile

Being a volunteer at Warbirds Over Wanaka is a wonderful and fulfilling experience. You're part of a team of nearly 300, all working happily together and often multitasking to create a successful event that is two years in the making. 

The crowds, the roar of jets and aircraft engines, smell of avgas, laughter of families enjoying themselves, young and old all coming together to capture the wonder that is man mastering machines that defy gravity. It's a fantastic experience that keeps volunteers coming back year after year. 

As a volunteer, you'll be expected to act honestly, conscientiously, reasonably and in good faith at all times when carrying out your duties and in your relationships or interactions with other people.

Please note, the Volunteer Manager maintains confidential records on each volunteer including dates of service, positions held, duties performed, feedback on performance, training attended and recognition received.

As a volunteer you'll be responsible for submitting and updating information contained in your file via our Better Impact package online. 


Dress Code

Volunteers are representatives of Warbirds and are responsible for presenting a positive image to Airshow patrons. Volunteers will dress appropriately for the conditions and performance of their duties. Volunteers that interact with VIPs will wear a Warbirds name tag. Volunteers will be provided with a cap and hi-vis vest at registration time, for their duties at the Airshow.


Attendance and Time

Volunteer attendance is important to the operation of each program. Volunteers should notify the Volunteer Manager in advance if they are unable to be present on their scheduled day and are responsible for submitting their volunteer working hours at the Airshow through the on-line volunteer software.


Role Assignment and Change of Roles

Volunteers are placed in roles by the Volunteer Manager having already indicated where they wish to work. They may request a change in roles up until two weeks prior to the Airshow. If a volunteer elects to be re-assigned, the volunteer must apply for the volunteer position and receive the appropriate briefing.


Work Requirement and Briefing

Volunteers agree to commit to a minimum number of hours of work over one Airshow and may elect to renew their volunteer agreement with Warbirds for the next Airshow.  All volunteers must partake in a briefing or training prior to the Airshow as part of their volunteer service with Warbirds.   


Feedback, Evaluation, Recognition

Volunteers receive periodic feedback from the Volunteer Manager and have an opportunity to provide feedback to Warbirds at the end of each Airshow. Warbirds Management may recognise outstanding volunteers at our Sunday night function.


Your Conduct

Volunteers are expected to follow rules of conduct that will protect the interests and safety of all volunteers, staff and Warbirds.  Volunteers should comply with lawful and/or reasonable direction, instructions and policies and maintain the confidentiality of any information obtained while volunteering and observe safety procedures including:

  • keeping yourself and others safe at all times
  • notifying the organisation about hazards or potential hazards in the working environment
  • notifying the organisation about any accident, incident or property damage
  • complying with New Zealand laws.


Breaches of the Code of Conduct

Here are some examples of inappropriate conduct which could lead to dismissal:

  • Theft or inappropriate removal or possession of Warbirds property or that of any Warbirds volunteer, staff or visitor, including failing to cooperate fully in any Warbirds investigation.
  • Altering Warbirds reports or records.
  • Volunteering under the influence of alcohol or illegal drugs and/or illegal or unauthorised possession, distribution, sale, transfer, or use of alcohol or illegal drugs.
  • Creating a disturbance on Warbirds premises, at sponsored activities or in areas which could jeopardise the safety of others.
  • Engaging in any activity that may or causes physical or mental harm of another person (such as verbal abuse, physical abuse, assault, sexual or racial harassment, bullying, safety of yourself and others).
  • Providing a false or misleading statement, declaration or claim.
  • Engaging in a criminal activity in our workplace.
  • Improper use of Warbirds property or property owned by any other individual or organisation.
  • Lack of cooperation, or other disrespectful conduct.
  • Violation of Warbirds or local Health & Safety rules.
  • Inappropriate use of telephones, computer equipment or systems, e-mail system or other Warbirds owned equipment.
  • Unauthorised disclosure of Warbirds proprietary or confidential information.
  • Unsatisfactory performance or conduct.


Drug-free Environment

Warbirds provides a drug-free, healthy, and safe environment. While at the Airshow and while conducting Warbirds related activities off Warbirds premises, a volunteer may not use, possess, distribute, sell or be under the influence of alcohol or illegal drugs. Please see Warbird's Drug & Alcohol Policy.

The legal use of prescribed drugs is permitted during volunteer service only if it does not impair a volunteer’s ability to perform the essential functions of the volunteer position effectively and in a safe manner, that does not endanger other individuals in the workplace. Volunteers must advise their supervisor if they are taking any prescription or over-the-counter drug which could adversely affect safety or performance.


Safety, Security and Liability

Warbirds aims to provide a safe and healthy environment for all volunteers. If a volunteer is injured at the Airshow, it is important they notify the Volunteer Manager immediately, complete an incident report and submit the report to the Volunteer Manager.

ACC covers injuries to volunteers while performing volunteer service on behalf of Warbirds. Contact the Volunteer Manager for more information about insurance and liability.

Warbirds desires to provide a safe volunteer environment. Volunteers are responsible for using the following common-sense suggestions to help ensure a safe environment:  never leave your purse, wallet, or other valuable items anywhere except the volunteer marquee.  Keep your wallet or purse with you at all times. Avoid carrying large sums of money. Warbirds is not responsible for lost or stolen personal property and will not reimburse a volunteer for any personal property which disappears from a volunteer site.


Emergency Cancellation

Warbirds strives to ensure the safety of all volunteers. If the Airshow should be cancelled, the Volunteer Manager will notify volunteers rostered on via email/phone of the cancellation.


Use of Warbirds Property

Equipment and vehicles —any equipment, machinery, tools, or vehicles which appear to be damaged, defective, or in need of repair should be reported to the Warbirds office. Prompt reporting of damages, defects and the need for repairs could prevent possible injury to others. Warbirds hired vehicles are to be used for Warbirds business purposes only and may not be borrowed or otherwise used for personal use.

Volunteers must have a valid driver licence to operate a Warbirds hired vehicle. There is a continuing obligation on the volunteer’s part to notify the Volunteer Manager if the volunteer’s driver licence is suspended or revoked at any time throughout the volunteer’s service. Volunteer use of a Warbirds vehicle without a valid driver licence may result in disciplinary action.

Volunteers who are involved in an accident while using a Warbirds hired vehicle must report the accident that same day to the Volunteer Manager and fill out an incident report form.


Return of Property

Volunteers are responsible for Warbirds property which includes all materials, files, keys, passwords or any other written or electronic information issued to volunteers. All Warbirds property must be returned on or before your last day. Warbirds may take all actions deemed appropriate to recover or protect its property.


Sexual Harassment in the Workplace

Warbirds is committed to providing volunteers with an environment that is free from discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated. Warbirds encourages volunteers to bring any incidents of sexual harassment to the immediate attention of the Volunteer Manager or Warbirds management.


Conflict of Interest

Warbirds is judged by the individual and collective performance of its volunteers. Warbirds recognises the importance of a volunteer’s duty to Warbirds, to its members and supporters, to act in a manner that merits public trust and confidence.

Each volunteer must act in a manner that will safeguard the reputation and integrity of Warbirds and will preserve and strengthen public confidence in Warbird's activities. Likewise, volunteers must refrain from engaging in any transaction in which personal interests, conflict or appear to conflict with those of Warbirds.  An actual or potential conflict of interest occurs when a volunteer is in a position to influence a decision that may result in personal gain for yourself or for a relative as a result of Warbirds business dealings. Participation in any activity prohibited by this policy can result in the termination of volunteer service.

No volunteer shall accept payment of any kind (including gifts, cash, discounts, concessions, services or other similar item or benefits) for services rendered as part of his or her volunteer service.

Volunteers must not engage in political activities during their volunteer service on behalf of Warbirds.  if anyone is seen leafleting cars in the car park the Warbirds office is to be notified immediately.




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