About Us

Terms and Conditions

Hotbox Events - Terms and Conditions - Definitions

Unless expressly stated otherwise the following definitions shall apply to the terms used in these terms and conditions:

(1) Hotbox Events is a trading name of Hotbox Studios Ltd whose principal place of business is at Unit 1, Middle Yard, Home Farm Road, Hartley Wintney, Hampshire, RG27 8AW, United Kingdom. Registered Office: Hotbox Studios Ltd T/A Hotbox Events, c/o Ascot Drummond, Devonshire House, Manor way, Borehamwood, Hertfordshire, WD6 1QQ, United Kingdom. Registered in England & Wales, Cardiff 25 February 2003. Company No. 04677263 (hereinafter referred to as "HOTBOX").
(2) Applications are processed online via the Hotbox Events instance of the "Personnel, Application, Administration and Management" software developed and released by Hotbox Studios Ltd (hereinafter referred to as "HBE PAAM").
(3) When working with HOTBOX all volunteers and employees must sign-in at the HOTBOX onsite office by the Event Specific Sign-In time and Date as specified by the ‘about’ sections of the www.HotBoxEvents.com website (e.g. www.hotboxevents.com/about/latitude/) and the volunteer's/employee's information pack. The Event Specific Sign-In time and Date hereinafter referred to as "ESSID".
(4) Following application via HBE PAAM and after paying a deposit; if you are offered a position via HBE PAAM you wish to accept you must confirm this via the confirm function within your HBE PAAM account (hereinafter referred to as "CONFIRM"; "CONFIRMED"; "CONFIRMATION").
(5) Following application via HBE PAAM and after paying a deposit; if you are offered a position via HBE PAAM you wish to reject you must cancel this both in writing (post and/or email) and by cancelling the position via the cancel function within your HBE PAAM account (hereinafter referred to as "CANCEL"; "CANCELLED"; "CANCELLATION"; "CANCELLING").

Hotbox Events - Terms and Conditions - General

If you have any queries regarding the HOTBOX Terms and Conditions you are advised to contact HOTBOX in writing before submitting your application and paying your deposit.

By completing and submitting an application you are agreeing to abide by the HOTBOX:

1. Terms and Conditions;
2. Code of Conduct;
3. Policies and Procedures;
4. Client Rules and Regulations.

By completing and submitting an application you are agreeing to the submission of your email address to the HOTBOX newsletter and HBE PAAM newsletter.

By completing and submitting an application you are agreeing that any photographs; video; sound recordings taken of you or by you may be used by HOTBOX and the clients of HOTBOX for any promotional purposes.

By completing and submitting an application you are agreeing that for the safety of the general public prior to arrival onsite your personal details may be passed to the police to allow for a Police National Computer (PNC) check to be performed.

By completing and submitting an application you are agreeing that if your performance is deemed less than satisfactory by HOTBOX; you will be blacklisted thus unable to apply for further positions with HOTBOX and that this information may be passed to the festival promoter and/or event organiser and via the festival promoter and/or event organiser to their suppliers, contractors and other promoters and/or event organisers.

When working as an employee (paid staff) of HOTBOX you are working under a temporary employment contract. The specifics of positions with HOTBOX vary dependent on the event and role. The initial briefing and training sessions at each event form part of your temporary employment contract, as does your agreement to work with HOTBOX for the duration of the event. Any failure on the employee's part to meet with their terms of employment; the HOTBOX Terms and Conditions; the HOTBOX Code of Conduct; the HOTBOX Policies and Procedures; HOTBOX Client's Rules and Regulations; will result in forfeit of any remuneration and deposit paid; the requirement to pay any costs to HOTBOX that may have been incurred; and in the employee being blacklisted from future events.

Hotbox Events - Terms and Conditions - Deposits

Paying a deposit does not CONFIRM your position at an event; applications are assessed and positions offered after a deposit has been paid.

Part or all of your deposit may be withheld if you:

1. Do not complete any shift allocated to you;
2. Lose any uniform and/or equipment allocated to you;
3. Miss your onsite briefing/s;
4. Do not sign in onsite by the ESSID and do not CANCEL at least 20 calendar days* prior to the ESSID**.
5. Breach the HOTBOX Terms & Conditions;
6. Breach the HOTBOX Policies & Procedures;
7. Breach the HOTBOX Code of Conduct;
8. Breach any HOTBOX Client Rules and Regulations.

*For example, 20 calendar days prior to 20:00 on the 25th January would be 20:00 on the 5th January.

**Exceptions are made for extenuating circumstances such as illness where a written statement from a doctor can be provided; in such cases you must still CANCEL prior to the ESSID.

You must either CONFIRM or CANCEL each position offered at least 20 calendar days prior to the ESSID. If you neither CONFIRM nor CANCEL at least 20 calendar days prior to the ESSID we will take this as an oversight on your part and you will be grouped with thus treated as all other CONFIRMED applicants.

Example a) if you neither CONFIRM nor CANCEL at least 20 calendar days prior to the ESSID; then CANCEL within 20 calendar days of the ESSID; your deposit will be withheld and you will be blacklisted from future events.

Example b) if you neither CONFIRM nor CANCEL and do not sign in onsite by the ESSID your deposit will be withheld and you will be blacklisted from future events.

If you apply to work at an event where the ESSID is less than 20 days away you will be grouped with thus treated as all other CONFIRMED applicants.

E.g. if you apply to work at an event where the ESSID is less than 20 days away then either CANCEL or neither CONFIRM nor CANCEL and do not sign in onsite by the ESSID; your deposit will be withheld and you will be blacklisted from future events.

Deposits are returned in October via a cheque in the post; made payable to the account holder from which the deposit was originally received; posted to the address within your PAAM account at the time of return.

HOTBOX takes no responsibility for any delay in returning deposits caused by postal services.

When returning non-cross border (UK) deposits that were originally paid to HOTBOX via the online payment process; HOTBOX deducts 3.4% +20p rounded up to the nearest GBP to cover costs incurred.

When returning cross border (non-UK) deposits that were originally paid to HOTBOX via the online payment process; HOTBOX deducts the costs incurred rounded up to the nearest GBP; this cost varies dependant on the country of origin.

If you do not gain a position due to failing a PNC check your deposit will be returned in October.

If you pay a deposit and CANCEL at least 20 calendar days prior to the ESSID your deposit will be returned in October.

If you pay a deposit and CANCEL all positions applied for at least 56 calendar days prior to the ESSID of the first event applied for; subject to a £20.00 GBP administration fee you will be eligible for an early deposit return. Early deposit returns are processed on a monthly basis.

If you require a duplicate cheque to be sent this will be subject to a £10.00 GBP administration fee.

If you apply to work at more than one event; complete your shifts at one or more events; then CANCEL your position at any or all future events at least 20 calendar days prior to the next event's ESSID; your deposit will be returned in October.

If you apply to work at more than one event; complete your shifts at one or more events; then CANCEL your position at any or all future events less than 20 calendar days prior to the future event/s ESSID; HOTBOX will return a percentage of your deposit. This percentage will be calculated using the ratio EVENTS COMPLETED:EVENTS CANCELLED.

E.g. if you apply to work at two events, complete your shifts at the first event, then CANCEL the second event less 20 calendar days prior to the event's ESSID, 50% (after any online processing fees have been deducted) of your deposit will be returned in October.

If you apply to work at more than one event and do not sign in onsite for the first event by the ESSID and do not CANCEL at least 20 calendar days prior to the first event's ESSID; your deposit will be withheld and you will be blacklisted from future events.

You cannot swap an application between events.

Hotbox Events - Terms and Conditions - Employment Rights Act

The following information is a statement of the Terms and Conditions of employment under the employment rights act 1996.

1. You are required to carry out your roles and responsibilities as detailed in the job description and position specification.
2. Any previous employment with HOTBOX or any other employer does not form part of a period of continuous employment. Each position is subject to a separate contract of service.
3. Your place of work will be the address of the event and is where you are required to work. Details will be given to you on CONFIRMATION of position.
4. Your employers address is the HOTBOX principal place of business.
5. You will be paid on the basis of an agreed rate per hour, shift, or event. This rate will be agreed with you at the CONFIRMATION of each position.
6. There are no enhancements to stated rates for Weekends or Public Holidays.
7. Staff are responsible for their own travel and accommodation expenses**.
8. Provision of meals or allowances are not negotiable and are paid under the discretion of the company directors.
9. Your remuneration will be paid to you as agreed at the CONFIRMATION of a position. Payments are made in GBP using one of the following methods:
   1. BACS to an account of the named individual member of staff;
   2. Cheque made payable to the named individual member of staff.

An invoice, expenses claim form and post event report must be received by HOTBOX prior to any wages and/or expenses being paid. A personal invoice will not be paid by HOTBOX unless a current Unique Tax Reference (UTR) is included on the invoice.

**Event Coordinator's travel expenses are paid separately.

Hotbox Events - Terms and Conditions - Hours of work

The hours of work are detailed in the specification for each position.

Your employment is for a fixed period linked to each position.

The HOTBOX working week commences on Sunday.

Shifts are 8 hours long; the time it takes you to sign-in and travel to and from your place of work is additional to your 8 hour shift.

Entitlement for holiday only applies to individuals who have been agreed an employment contract longer than 13 weeks.

In the case of incapacity for work you will forfeit any offer of employment; any CONFIRMED positions; and receive no remuneration. This is due to the nature of the positions being for a fixed period.

HOTBOX does not operate any pension schemes to employees contracted for a fixed period.

Your employment contract is for a fixed term and expires at the end of each position.

Your employment and CONFIRMATION of position are temporary and may be withdrawn at any time due to any of the following reasons:

1. HOTBOX does not gain a contract of services at named event;
2. The named event does not take place or is cancelled;
3. You are in breach of the HOTBOX Terms & Conditions; HOTBOX Code of Conduct; HOTBOX Policies and Procedures; HOTBOX Client Rules and Regulations.

If you are dissatisfied with any disciplinary decision you should apply in the first instance to an Event Coordinator. You should make your application by speaking to the Event Coordinator who will document your conversation.

If you have a grievance about your employment you should apply in the first instance to a Site Manager. You should make your application in writing to the HOTBOX principal place of business.

Hotbox Events - Terms and Conditions - Working on and Access to Sites

All HOTBOX staff and volunteers must camp within the crew area specified by the event's Event Coordinator.

All HOTBOX staff and volunteers will be issued with an appropriate pass by the client of whom HOTBOX is providing a service. This pass will enable the wearer to access those areas relevant to the position and responsibilities allocated. When off-shift and where authorised by a License Holder this pass may be used to access and participate in the event's public activities under the Terms and Conditions of the License. Any pass allocated will remain the property of the License Holder at all times.

Any pass is a functional tool HOTBOX staff and volunteers require to carry out their duties. Breaching any License Holders Terms & Conditions; Policies and Procedures; Code of Conduct; Rules and Regulations will also be a breach of your employment Terms and Conditions with HOTBOX.