THE GABORONE 2014 2Nd AFRICAN YOUTH GAMES

VOLUNTEER APPLICATION

THE GABORONE 2014 2nd AFRICAN YOUTH GAMES

In March 2013, Gaborone was officially granted the rights to host the 2nd African Youth Games in May 2014. Under the theme ‘Uniting African Youth, Catalyzing Botswana’s Economic Diversification’, the Games will feature approximately 2500 athletes representing 54 African countries and competing across 20-22 sport disciplines.

This will be the biggest sport event hosted by Botswana and an event of such magnitude, cannot be delivered without considerable support from volunteers. With that view, the Botswana African Youth Games Organizing Committee (BAYGOC) would like to request for individuals to join the Gaborone 2014 family in supporting these Games as volunteers.

For more information, you can visit:

THE BOTSWANA AFRICAN YOUTH GAMES ORGANIZING COMMITTEE (BAYGOC)

The Botswana African Youth Games Organizing Committee (BAYGOC) is the organization mandated with organizing, managing and delivering the Gaborone 2014 2ndAfrican Youth Games.

THE BENEFITS OF VOLUNTEERING

• The satisfaction of knowing you are making a valuable contribution to the success of the Gaborone 2014African Youth Games.
• The enjoyment of meeting new people and being part of Botswana’s biggest ever sporting event.
• The opportunity to develop your communication, management and leadership skills.
• Training to prepare you for your role.
• An official Gaborone 2014 uniform.
• Meals as per the timetable.
• Certificate of recognition and a letter of reference if requested.

We rely on enthusiastic people like you to donate their time and energy to make our event a success. Whether your talent is organising people or helping to set upan event; encouraging participants or handing out medals – we need you!

Please take the time to read our Volunteer Guidelines below.

VOLUNTEER GUIDELINES

Volunteers are the key to the success of the Gaborone 2014 AfricanYouth Games.

The Botswana African Youth Games Organizing Committee (BAYGOC) believes that the volunteer relationship is one of honor, trust and mutual understanding. We are committed to giving volunteers the best experience possible and in return make certain expectations of how volunteers conduct themselves.

What we expect from you:

• To maintain and uphold the good name and reputation of the BAYGOC, its partners and its sponsors, including but not limited to the Ministry of Youth, Sport & Culture (MYSC), the Botswana National Olympic Committee (BNOC), the Botswana National Sports Council (BNSC) and the Sport Volunteer Movement (SVM).
• To aim for high standards of efficiency, reliability and quality in all aspects of your contribution.
• To embody the values of:
• Trustworthiness
• Responsibility
• Respect
• Fairness
• Caring
• Citizenship
• To co-operate with members of staff, to listen and learn from what they have to say.
• To respect the need for confidentiality whenever you have access to restricted information.
• To take reasonable care of your own health and safety whilst volunteering and that of others who may be affected by your actions or omissions.
• To encourage friendly, respectful communication with other volunteers and staff, fostering a pleasant and friendly atmosphere.
• Punctuality to all events and place of work

What you can expect from us:

• Training prior to the event.
• Recognition of your contribution.
• To recognize that successful volunteer involvement incorporates your motivations, aspirations and choices.
• To respect you as a volunteer, listen and learn from what you have to say, and to encourage clear, respectful communication.
• To attempt to match the needs of the Games with your skills, knowledge, experience and motivations as a volunteer.
• To ensure the health, safety and welfare of all volunteers.
• To foster a friendly and supportive atmosphere – aiming to make volunteering fun.

VOLUNTEER APPLICATION FORM FOR GABORONE 2014 2NDAFRICAN YOUTH GAMES

You can submit this application form by:

PERSONAL DETAILS

MEDICAL INFORMATION

FUNCTIONAL AREAS

I wish to offer my services for the following positions and certify that I meet the necessary requirements for them:

(Place number1 for first choice, 2 for second choice, and 3and for third choice in the box for your respective choices)

AVAILABILITY

Employed Individuals that maybe interested in participating during the games are required to at least take a leave from their jobs so that they can fully execute their duties.

I am available to work on the following days:

Tick the appropriate boxes (If you are available for a full day please tick all boxes) please check the time table for each job requirement

I……………………………………….. declare that the above information submitted by me is complete and accurate. I further realise that any false declaration by me would render any claim whatsoever void and

I could further be liable for prosecution by the laws governing Botswana.

______

Signed By VolunteerDate

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Signed by Legal Guardian(under21) Date

INDEMNITY

I (full name) (Parent / Guardian if applicant is under 21yrs.)______of,Address______Contact tel. no. ______mobile phone ______Declare/consent to my daughter/son______That by participating in the Gaborone 2014, 2nd Africa Youth Games from______to______.

with BAYGOC/SVM Office and the partner companies I understand that the activities are undertaken at my own risk and hereby indemnify BAYGOC/SVM Office and its partner companies against any claims whatsoever, that may arise in connection with any, injury, loss or damage to the my/the person or property of me/my daughter/son during the activities at each destination or transport to and from each destination, in the knowledge that the Games leaders will take all reasonable precautions for the safety and welfare of the Volunteers.

I understand that costs in respect of any accident or illness which, in the opinion of the authorities, requires medical attention, are my liability and that I have adequate medical insurance.

______

Signature of APPLICANT Date

______

Signature of Legal Guardian(under21) Date

CONTRACT AND INDEMNITY

1)The Contract

All persons applying for BAYGOC/SVM Volunteers must complete and sign the application & Indemnity form. In the case of minors the legal parents or legal guardian should sign. The person or persons who have signed the application form (or in the case of minors) are hereafter referred to as the applicants. Upon signature the client agrees to be bound by these application conditions. No agent, representative or client of BAYGOC/SVM office has any right to alter or vary or waive any of these conditions.

2)Acceptance of Application

Upon signing the Volunteer registration form the member submits him/herself to the rules and regulations governing the Botswana Sport Volunteers Movement. All members shall be required to perform/carry-out any mandate that the BAYGOC/SVM shall from time to time delegate. All members are required to protect and project the movement’s good image. All members must understand that they may be assigned duties in any part of the country upon completions of the Gaborone 2014, 2nd Africa Youth Games. The members shall upon completion of training receive accreditation. The movement reserves the right to accept or reject any application who declares false information. The signed and completed application and indemnity forms must be sent to BAYGOC/SVM office. Also note that all applications will be sent through forensic evaluation before being accepted.

3)Information

The information in the brochures, circulars, leaflets and other advertisements issued by BAYGOC/SVM office for these Games or its agents is given in good faith, and unless specifically stated shall not form part of any contract between the Volunteers and BAYGOC/SVM office .

4)Changes

BAYGOC/SVM office does not accept any liability arising out of changes to itineraries, or any other matters relating to a program, due to factors outside its control. These factors include wars, strikes, weather, political disputes, border closures, delayed flights etc. Any expenses incurred by the Volunteers arising out of these changes are for their own account. Volunteers may not change their own programs.

5)Travel Documents

All international volunteers must be in possession of Insurance, a valid passport, together with any necessary visas or required vaccinations, and the volunteer accepts full responsibility for obtaining the same. Any information or advice given by BAYGOC/SVM Volunteers or its agents with regard to the above is given in good faith, but BAYGOC/SVM office can accept no responsibility for the information given. Should a volunteer be refused entry to any country due to incorrect or incomplete documentation, BAYGOC/SVM office will not be held liable for any costs of such delays or repatriation costs for the volunteer.

6)Unsuitability/Disciplinary Procedures

During the event should a volunteer, in the sole opinion of BAYGOC/SVM office or its duly authorized representative, be considered unsuitable for the event, due to being in contravention of any customs or laws of Botswana, or by reason of causing inconvenience or annoyance to other volunteers, and thenBAYGOC/SVM office may disqualify the volunteer.

Members shall be governed by the rules and regulations of the movement and that in the event of a misconduct on their part, the movement or its’ agents shall take disciplinary action as they see fit. Members shall be expected to conduct themselves in a proper manner for which the movement. Stand. In the event that they do not do so, they must relinquish their membership if so directed by BAYGOC/SVM or an appointed person.

A member will not disclose information to the media or to any other person(s) on any or all activities of the movement or its management, which could be to the detriment of the operations thereof.

In the event any breach of this agreement or of indiscipline or misconduct on the part of a member, anyone or more of the following penalties may be imposed by the movement or its agents:

Membership may be terminated forthwith and accreditation may be suspended or withdrawn depending on the gravity of the offence. If terminated, that volunteer will not be allowed in the premises of the Games and their accreditation will be barred.

In such circumstances transportation back to nearest bus station will be provided for the volunteer’s departure from the Games. BAYGOC/SVM office will not be liable to make any refund to the volunteer, and no other liability by BAYGOC/SVM office to the volunteer will arise.

7)Limitation of Liability

The BAYGOC/SVM office is aware that certain risks exist which is an inherent part of the Games and also accepts volunteering on the understanding, and volunteers undertake all assignments and associated expeditions entirely at their own risk and will be managed accordingly. While BAYGOC/SVM office takes every precaution to ensure the safety of volunteers, no responsibility can be accepted for any death, injury or loss that might occur to such volunteer, sustained from any causes whatsoever. The volunteer and his/her dependents, heirs, executors, administrators or assigns, hereby indemnify and hold blameless, BAYGOC/SVM office, its members, employees, representatives and agents from any claims of whatsoever nature and from any liability for delay, loss, damage, injury, illness or death arising from any cause whatsoever out of events related to or occurring during a Games.

8)The Contract

This contract, by whosoever it is made and wherever it is made, is subject to and shall be governed and construed according to Botswana laws.

9)Claims and Complaints

Any complaint that the volunteer has against BAYGOC/SVM office or its projects must firstly be taken up with the BAYGOC/SVM leaders, in order that the program leader is given an opportunity to remedy the problem.

If the volunteer has any further complaint this must be lodged in writing to BAYGOC/SVM office within 7 Days. If these procedures are not followed, thenBAYGOC/SVM office will not be held liable at all.

10)Itinerary

BAYGOC/SVM office will provide volunteers itinerary and all volunteers will commit to their choice of schedule and sign-in when they report and sign-out at the end of their schedule.

11)Insurance

It is compulsory for all volunteers to submit copies of their medical conditions if any and medical insurance/Aid or family doctors contacts before commencing of the games. This will be used for medical, emergency and personal accident.

12)Defamation of Character

Any volunteer found to be defaming the character of any of BAYGOC/SVM staff, Projects or BAYGOC/SVM office will immediately be asked to leave the Games without any refund fromBAYGOC/SVM office, and legal action will be taken against the participant at their cost.

13)Excursions Volunteers participating in any excursion out of BAYGOC/SVM office programs do so at their own risk.

14)Advertising

This document and brochure replaces all other advertising whether on a website, written brochure, agent’s brochure or any other means.

15)Third Party Projects

BAYGOC/SVM office is not responsible for any claims or damages encountered at third party project offered.