Deposits, tickets and wages

Do I need to pay a refundable deposit?

Yes you need to send a deposit to secure your position(s).

You only need to pay 1 deposit per year i.e. 1 deposit covers all of the events you would like to work at.

Your deposit needs to be paid after you have applied for the events you would like to join us at.

Paying a deposit does not confirm your position at an event; applications are assessed and positions allocated by a member of Hotbox Events staff after a deposit has been paid.

Positions are filled on a first-come first-served basis.

Generally, we only refuse applications for one of the following three reasons:

  1. The applicant does not fulfil the criteria specified by the festival specific "about" pages on the Hotbox Events website - the sections titled "To apply you will need to".
  2. If it is ascertained the applicant has previously been blacklisted by Hotbox Events or another festival staff or volunteer organisation which provides staff or volunteers to a festival or event Hotbox Events works with.
  3. The applicant fails a PNC check.

You can pay your deposit online via a major debit card, credit card, by posting a Cheque, a Postal Order or Bankers Draft, or by bank transfer.

You can find further details about paying your deposit within PAAM once you have setup an account.

Please also read the Hotbox Events Terms and Conditions.

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Why do I need to pay a deposit to volunteer at a festival?

The festivals insist on the deposits - it is to stop people applying, then either not turning up, or turning up, taking their crew pass and running off into the festival.

We'd prefer not to have to ask for deposits but it's cut the problem from around 40% to 3%.

The festival's volunteers are part of the staff schedule thus event licence; if 40% of the festival's volunteers weren't available the event would be in breach of its licence.

When a deposit is withheld this is withheld by the event not Hotbox Events.

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How much is the volunteer deposit?

If this is your first time volunteering with us the deposit is £145.

If you’ve volunteered with us in the past the deposit is £95.

A single deposit covers you for as many festivals as you'd like to volunteer at e.g. you only need to pay 1 deposit each year to volunteer with us at as many festivals as you'd like to!

We do not charge any admin fees or card fees, meaning as long as you complete your volunteer shifts and adhere to our T&Cs you’ll receive your full deposit back!

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How can I pay my deposit?

You can pay your deposit online via a major debit card, credit card, by posting a Cheque, a Postal Order or Bankers Draft, or by bank transfer.

You can find further details about paying your deposit within PAAM once you have setup an account.

Please also read the Hotbox Events Terms and Conditions.

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When will I get my deposit back?

If you have volunteered at a festival and are not volunteering with us again in the same year then your deposit will be returned within 30 days of the last day of the last festival you volunteered at.

If you have cancelled your volunteer place at a festival; you are not volunteering with us again in the same year; and you have requested an early deposit return; your early deposit return will be actioned within 30 days* of the date you requested the early return. Once actioned by us the time for you to receive your early deposit return is dependent on the method by which you paid your deposit. Cheques usually take 1 to 2 days to arrive, card refunds can take up to 7 days.

*we say 30 days to action early deposit returns just in case we are at one of our very busy periods in the summer months but we aim to action faster and usually action once every 7-14 days.

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Why does it take a little time after an event to return deposits?

Deposit returns for eligible volunteers with no future events applied to are processed following each event; usually within 30 days of the last day of an event.

Our merchant provider has a release strategy for funds received; meaning your deposits are held by the merchant provider and protected in the event that a festival does not take place. This is standard practice for merchant providers when processing event ticket and deposit payments. Once an event has taken place all deposits held by the merchant provider for that event are then transferred to Hotbox Events no later than 30 days after the last day of the event.

We offer for deposits to be paid via bank transfer or cheque if preferred; we return all deposits for an event at the same time so the earliest we can return deposits is when we receive the transfer from the merchant provider.

Our full deposit returns process is detailed below.

  1. Collate all event feedback from supervisors, managers, and office staff (1.5 weeks).
  2. Calculate individual returns based on payments from varying sources (Card, Cheque, or Bank Transfer) and event feedback e.g. loss or damage of equipment or uniform, missed shifts, nonattendance (1.5 weeks).
  3. Printing and posting of cheques (1 week).
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Why do you not offer positions until a deposit has been paid?

We only review an application once a deposit has been paid as we receive up to ten thousand applications each year; many apply on a whim and never follow up their application with a deposit.

Once a deposit has been paid each application is reviewed and confirmed, usually within 24 hours.

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Can I pay my deposit in instalments?

Unfortunately you can’t.

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Can I pay for my friends, or can my friend / parent /guardian / relative pay for me?

Yes. Please note when deposits are refunded they are returned to those who paid them e.g. if your parent pays your deposit your parent will get it back, not you!

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If I cancel my position, is my deposit still refunded?

Please read the Hotbox Events Terms and Conditions for full details.

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I've bought a ticket for the festival - can this be refunded if I volunteer?

It can but you will need to either:

  1. Send us your booking reference and point of purchase.
  2. Post the original ticket to us.

One of the above needs to be done at least 21 calendar days prior to the ESSID of the festival.

In either case we will need to see a deposit paid to Hotbox Events and a position allocated before we can give the promoters the okay to refund your ticket.

If you would like to post us your ticket:

Please post any tickets via Special Delivery so they are insured for their full value. Remember if you decide to send via Royal Mail Signed For (at the time of writing 31/05/2018) your ticket/s will only be insured for £50.00 GPB. Please check the Royal Mail website for further details of postal services and charges. The applicant is responsible for any postal charges.

Please post your ticket/s to: Hotbox Events, Unit 1, Middle Yard, Home Farm Road, Elvetham, Hook, Hampshire, RG27 8AW, United Kingdom.

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Do I need to pay a deposit to work as festival staff?

Yes everyone who works for us onsite needs to pay a deposit.

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How much do Hotbox Events staff get paid?

The majority of Hotbox Events personnel are volunteers. Hotbox Events festival staff positions are generally offered to those with at least a couple of years' experience volunteering with Hotbox Events.

For those offered staff positions; hourly rates vary dependant on position. If you are offered an event staff position with Hotbox at one of our events, your days of work, shift lengths and hourly rates will be outlined by your line manager and/or supervisor in your contract.

If you have any queries please contact us.

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