Volunteer Program

The Volunteer Program of Hydra’s Trail Event aims to support and coordinate the entire human chain of volunteers who participate during the two days of the Hydra’s Trail Event, as well as in all parallel sectors and activities during the preparation period, providing high-quality services to runners and spectators.

The volunteer team seeks to raise community awareness and strengthen synergies that contribute to overall social sustainability.

The Volunteer Registration Form is available on the specially designed page “Become a Volunteer”. Only one (1) minute of your time is required to register and become part of the continuously evolving and dynamic Hydra’s Trail Event volunteer family.

When you register with us:

• Act as a friendly, responsible, informed and respectful representative of the Hydra’s Trail Event volunteer team.

• Treat all participants (athletes, companions, attendees, and other members of the organization) with respect and courtesy.

• Be punctual and carefully follow the instructions of your team leader.

• Make every effort to fully honor your commitment to assist the organization. Remember that the success of the event depends primarily on your participation.

We kindly ask you to carefully read the participation terms below, in order to be fully informed of the rights and obligations arising from your participation.

TERMS OF PARTICIPATION IN THE VOLUNTEER PROGRAM

• Each volunteer participates in the event of their own free will.

• The right to register and participate in Hydra’s Trail Event is granted to volunteers who have reached the age of 15 and meet the participation requirements as defined by the applicable Health Protocols in force prior to the date of the event.

• Volunteers of the event are considered all those who have submitted the electronic application and have received a confirmation message up to the date of the final (2nd) meeting, a few days before the event.

• By submitting the application, volunteers fully accept all the terms.

• The personal data declared by the volunteer upon submission of the participation form are accurate and truthful.

• The Volunteer Program of Hydra’s Trail Event may accept adults and minors from the 1st grade of High School and above, provided they are accompanied by an adult guardian-volunteer or have written consent from their guardian.

• If the application/participation declaration is submitted by a third party, it is considered that the participant agrees to the provision of their personal data to the Hydra Runners Club (hereinafter H.R.C.) and the Organizing Committee (hereinafter O.C.) of the race through that third party.

• By submitting the application, the participant agrees that their data may be processed for the purposes of conducting the race. Any other processing of personal data shall take place only with the explicit consent of the data subject for each specific purpose.

• All volunteers must respect and comply with the race regulations before, during, and after the event.

• General training/orientation is mandatory for all volunteers participating for the first time.

• Volunteers consent to being photographed during their volunteer service by certified photographers of the event, as well as to the recording of their image through video, filming, or any other form of visual documentation. Volunteers agree to the use and reproduction of such material in combination with their full name. All related commercial rights belong exclusively to the H.R.C., and participants waive any ownership or compensation rights over such material.

• Volunteers also consent to the use of their image by organizers, sponsors, or partners of the event for publicity and future promotional purposes, without any claim to total or partial compensation.

• The H.R.C. and the Organizing Committee bear no responsibility in case of injury, damage, or any other harm that a volunteer or participant may suffer before, during, or after the performance of their duties.

• During volunteer service, volunteers must wear the official volunteer T-shirt and other uniform elements so that the word “Volunteer” is clearly visible and they are recognizable by runners and spectators.

• Volunteers must visibly display (over their clothing) the accreditation badge indicating their assigned area and duty station.

• Volunteers must remain at their assigned position and may not change location during the races unless instructed by the responsible Team Leader or the Volunteer Management Team.

• Volunteers must strictly follow the instructions of the station leader responsible for their assignment.

• Collection of uniform and accreditation is carried out upon presentation of an identity card or other legal identification document. A third person may collect them on behalf of the volunteer only if the Volunteer Team has been notified by email from the volunteer’s registered email address or through a certified authorization.

• Accreditation is personal, non-transferable, and valid only for the specific volunteer assignment location.

• In case of inability to participate, the accreditation must be returned to the Volunteer Management Team.

• In case of use of another volunteer’s accreditation, both volunteers will be excluded from the Volunteer Program.

• In case of absence on race day without prior notification, the volunteer will be excluded from the next event organized by the H.R.C.

• In case a volunteer receives uniform and fails to appear without notification and without returning the uniform and accreditation, they will be excluded from the H.R.C. Volunteer Program for reasons of volunteer culture and ethics.

• All materials handled by volunteers during their service in all sectors of the event belong to the H.R.C. and are used according to the instructions of the responsible personnel. Materials may be used only for event purposes and in accordance with the directions of the Organizing Committee.

• A participation certificate will be issued electronically via the designated section of the website (Volunteering > Certificate of Participation) within one month after the event to all volunteers who successfully completed their duties and were recorded on the official list maintained by the assigned team leader.

• The Organizing Committee may assign morning and afternoon volunteer shifts where deemed necessary.

• The Organizing Committee, in cooperation with the Volunteer Program, may request a volunteer to withdraw from the event with justification.

• Participation in the Volunteer Program does not constitute employment and does not create any right to remuneration. It is solely a voluntary provision of services in support of the objectives of the event.

• Participants in Hydra’s Trail Event acknowledge and accept that there is a potential health risk associated with participation in group activities such as this event. They choose to register and participate with full awareness and understanding of this risk, and therefore the Organizing Committee and the H.R.C. bear no responsibility in case of any harm to their health.