TERMS AND CONDITIONS

By selecting and accepting a Kaapsehoop Crew shift, you confirm that you have read, understood and agree to the following terms and conditions.

1. COMMITMENT TO YOUR SHIFT

Please only select shifts that you are fully available to work.

All shifts must be worked in full. Crew members may not arrive late, leave early or work only part of a selected shift unless this has been approved by management beforehand.

Once you have accepted a shift, we rely on you to be present and available for the entire allocated period.

2. PUNCTUALITY AND ATTENDANCE

Punctuality is extremely important.

Attendance will be taken 5 minutes before the official start of each shift.

If you are not present when attendance is taken, your shift will be revoked and your position may immediately be allocated to one of our standby crew members.

Late arrivals will not be accommodated.

Please allow sufficient travelling and parking time to ensure that you are at your designated work area before attendance is taken.

3. STANDBY CREW

Standby crew will be available to replace absent or late staff.

If your position has already been allocated to a standby crew member because you were late or absent, you may not reclaim the position after arriving.

4. PAYMENT

This is a paid crew position.

Payment is based on successfully completing your allocated shift and complying with all attendance and work requirements.

Crew members who do not report for duty, arrive late and have their shift revoked, or leave before completing their shift without approval may forfeit payment for that shift.

Crew members must ensure that all payment and contact information supplied to management is correct.

5. MOBILE PHONE REQUIREMENT

A working smartphone is compulsory for crew members allocated to race pack collection and other positions where electronic systems are used.

Your phone may be required to assist with:

  • Looking up entrants
  • Confirming participant information
  • Accessing the race collection system
  • Scanning or checking race information
  • Communicating with supervisors
  • Resolving collection queries

Crew members working these shifts must arrive with:

  • A fully charged smartphone
  • Sufficient battery capacity for the full shift
  • Mobile data where required
  • Any applications or access details communicated before the event

Where possible, crew members are encouraged to bring a power bank.

Phones being used for official race duties must remain under the control of the crew member and may not be handed to participants or unauthorised persons.

6. POPIA AND CONFIDENTIALITY

All crew members who have access to participant information must comply with the Protection of Personal Information Act (POPIA) and all instructions given by event management regarding the handling of personal information.

Participant information may include names, identification information, contact details, race numbers, entry information, emergency information or other personal information displayed on the collection or registration system.

Crew members must:

  • Only access participant information when required to perform their allocated duties.
  • Only use participant information for official event purposes.
  • Keep all participant information confidential.
  • Ensure that other participants or members of the public cannot view information displayed on their device unnecessarily.
  • Immediately lock or close the system when leaving their position.
  • Follow all access, password and security instructions given by management.
  • Immediately report any suspected loss, unauthorised access, disclosure or security incident to the supervisor.

Crew members may not:

  • Take screenshots of participant information.
  • Photograph participant information or computer screens.
  • Save participant information onto their personal phones.
  • Copy or write down participant information unless specifically instructed to do so as part of the official process.
  • Forward participant details through WhatsApp, email, social media or any other personal communication platform.
  • Share passwords, usernames or system access details.
  • Look up friends, family members, acquaintances or other runners out of curiosity.
  • Use participant information for personal, marketing or any other unauthorised purpose.
  • Discuss confidential participant information with anyone who is not authorised to receive it.

Any participant information accessed during a shift remains confidential after the shift and after the event has ended.

A serious breach of confidentiality or unauthorised use of participant information may result in immediate removal from duty and may affect future crew appointments.

7. MEALS AND REFRESHMENTS

Crew members must bring their own lunch, snacks and refreshments unless specifically advised otherwise.

Please plan according to the length and time of your shift.

Breaks will be coordinated by the relevant supervisor and may only be taken when operational requirements allow.

Crew members may not leave their position unattended without approval or without another crew member taking over.

8. DRESS CODE

Club T-shirts must be worn while on duty unless management has communicated a different uniform requirement for your specific position.

Crew members should wear comfortable and suitable clothing and footwear for the work they will be performing.

Please arrive neat and presentable.

9. DUTY ALLOCATION

You may be assigned to areas including, but not limited to:

  • Race pack collection
  • Registration
  • Information desks
  • Start and finish areas
  • Water points
  • Route support
  • Crowd and queue management
  • Medal distribution
  • Refreshment areas
  • Parking or access areas
  • General event support

Management may move crew members between positions during a shift depending on operational requirements.

Crew members are expected to cooperate with reasonable instructions from supervisors and event management.

10. PROFESSIONAL CONDUCT

Crew members represent the Kaapsehoop event and are expected to behave professionally and respectfully towards runners, spectators, sponsors, officials, volunteers and fellow crew members.

Aggressive, disrespectful, discriminatory, inappropriate or disruptive behaviour will not be tolerated and may result in removal from duty.

Arguments with participants should be avoided. Any dispute or difficult query should be referred to the relevant supervisor.

11. PERSONAL MOBILE PHONE USE

Although mobile phones may be required for operational duties, personal use of mobile phones while on duty must be kept to a minimum.

Social media, personal calls, messaging and other non-work-related phone use must not interfere with your responsibilities.

12. ALCOHOL AND PROHIBITED SUBSTANCES

Crew members may not report for duty under the influence of alcohol or illegal substances.

Alcohol or illegal substances may not be consumed while on duty.

Any crew member considered unfit to safely perform their responsibilities may be removed from duty.

13. HEALTH AND SAFETY

Crew members must follow all health, safety, security and event instructions given by supervisors or event management.

Any accident, injury, unsafe condition or emergency must immediately be reported to your supervisor.

14. WEATHER CONDITIONS

The event may continue during rain, heat, cold or changing weather conditions.

Crew members should come prepared with appropriate clothing, sunscreen, hats, rain protection or other personal items where necessary.

15. PERSONAL BELONGINGS

Crew members are responsible for their own personal belongings, including their mobile phones and power banks.

Please avoid bringing unnecessary valuables to your shift.

16. CANCELLATIONS

If you are no longer able to work a shift that you have accepted, you must notify the crew coordinator as early as possible.

Repeated cancellations, failure to arrive for confirmed shifts or late arrival may affect whether you are offered future crew positions.

17. COMMUNICATION

Crew members are responsible for checking official communication regarding:

  • Shift confirmations
  • Reporting locations
  • Collection procedures
  • Uniform requirements
  • Parking instructions
  • Working times
  • Supervisor details
  • System login or access instructions
  • Changes to duties
  • Additional event instructions

Please ensure that the contact number supplied when registering is correct and active.

18. REPORTING FOR DUTY

Crew members must first report to the designated crew check-in point or supervisor before commencing work.

Do not report directly to a workstation without completing the required attendance or check-in procedure.

19. SOCIAL MEDIA AND PHOTOGRAPHY

Crew members are welcome to support and promote the event appropriately; however, social media activity must not interfere with work responsibilities.

Participant information, computer screens, collection systems, confidential documents or other private information may never be photographed, recorded or posted on social media.

20. ACCEPTANCE OF TERMS

By selecting a shift, you confirm that:

  • You are available to work the entire shift selected.
  • You understand that attendance is taken 5 minutes before the shift starts.
  • You understand that late arrivals will not be accommodated and your position may be given to standby crew.
  • You understand that a working smartphone is required for applicable collection shifts.
  • You agree to protect participant information and comply with POPIA requirements.
  • You agree not to photograph, screenshot, save or share participant information.
  • You agree to follow the instructions of supervisors and event management.
  • You understand that this is a paid working position and professional conduct is expected at all times.
  • You understand that failure to comply with these requirements may result in removal from your shift.

Please only select shift slots that you are fully available and committed to working.

Thank you for being part of the Kaapsehoop Crew and helping us deliver a professional, efficient and successful event.