NATC Phoenix Volunteer Form

Thank you for your interest in volunteering for NATC Phoenix. The North American Taiko Conference has always relied on volunteers like you, and we are incredibly grateful for your help in bringing back live taiko conferences.

As a volunteer, you are eligible to receive:

• T-shirt
• Swag bag
• Meals or meal credits for the conference

Please fill out the following form to indicate your interest and availability to volunteer at NATC Phoenix. Volunteers are expected to be able to get to the venue location (Phoenix Convention Center) on their own. Schedules and assignments will be cordinated with volunteers starting June 1, 2025 - the same day that general registration closes.

This form consists of three sections: (1) basic information, (2) work preferences and availability, and (3) required forms (indemnification and photo release).

Youth Volunteers: For volunteers under 18, there is an additional page that must be signed by a parent or legal guardian. Volunteers under 16 need to be accompanied by a chaperone, and the chaperone should fill out this form.

If you are filling this form out as a chaperone, we will request this information for each of your volunteers via correspondence.

Volunteer Availability: This section lets you mark the days you are available to volunteer, but is not necessarily signing-up. When following up with volunteers, we will schedule the exact times and locations. We will look to finalize the shifts in June.

Based on the information you fill out in this form, organizers will check with you on possible shifts that you will have a chance to review before committing to the position.

Volunteer Position/Team: This section asks for you preferences in work assignment. If you have no preferece, you may skip this section. 

Description of Volunteer Teams: Volunteers are organized into different units represented by one of the TCA's colors. The units are as follows.

 

Blue Team: Registration, ushering, and marketplace volunteers. Tasks include running the registration table, assisting with the marketplace area, guiding and directing guests, and communication with medical and venue staff.

Gold Team: Drum and Equipment Team. Tasks include check-in and check-out of instruments, moving drums, stage management, and setting rooms to workshop specifications.

Red Team: Workshop and Room Assistants. Tasks include managing rosters and emergency contacts, communicating workshop leaders needs, and helping facilitate workshops.

Purple Team: Media team. Tasks include photography and videography, management of live stream, and social media during the event.

Black Team: The Black team represents conference management staff and a volunteer coordinator position and oversees work between teams.

If you are interested in serving as a Team Lead, please indicate below.

Team Leads and the Volunteer Coordinator should be able to attend the full conference (at least Aug 29-Sept. 1) and should expect to volunteer each of the days.

Team Leads should expect to make at least 2 online meetings (~1 hour each) prior to the conference (July, August).

The Volunteer Coordinator should be able to make these meetings and will have additional communication duties during the conference and leading up to it.

INDEMNIFICATION AGREEMENT

To the fullest extent allowed by law, Event Staff shall indemnify and hold TCA and their Board Members, staff, agents, attorneys, volunteers, and subcontractors harmless against all liability, loss, damage and expense (including reasonable attorneys’ fees) resulting from or arising out of Event Staff's own negligent acts, errors and/or omissions under this MOU or its performance.  The provisions of the California Tort Claims Act, Government Code §910 et. seq., including its defenses and immunities, will apply to allegations of negligence or wrongful acts or omissions by TCA. 

To the fullest extent allowed by law, TCA shall indemnify and hold Event Staff and their Board Members, staff, agents, attorneys, volunteers, and subcontractors harmless against all liability, loss, damage and expense (including reasonable attorneys’ fees) resulting from or arising out of TCA’s own negligent acts, errors and/or omissions under this MOU or its performance.  The provisions of the California Tort Claims Act, Government Code §910 et. seq., including its defenses and immunities, will apply to allegations of negligence or wrongful acts or omissions by Event Staff.

 

AUTHORIZATION, CONSENT, AND RELEASE: PHOTOGRAPH, VIDEO, AND AUDIO

This form outlines the rights of use for the Taiko Community Alliance (TCA) to photos and videos submitted by participants to the TCA, as well as photographs taken by the TCA during the North American Taiko Conference, Regional (NATC) on Aug. 29 - Sept. 1, 2025

1. Media Provided by Participant to the TCA

I give authorization and consent to the TCA for the unreserved use of my submitted photos and videos, and verify that I am the original creator and owner of submitted materials. The TCA may use this media publicly and for the permitted uses in Section 3, now and in the future. This authorization applies to both the original submissions and their reproductions, in all forms of media, in all cases with or without my name or information about me. I understand that I may provide my name as the author of the media and may be credited with this information, if provided. For video files, I grant these permissions unreserved for both the images and audio components.

2. Media Created by TCA at the Event

I hereby authorize the TCA to use photography and videography from the event that contain my image and likeness for the permitted uses in Section 3. I authorize use of both the video and audio components of film for such purposes. I understand that I may elect to declare my interest to not be photographed via a sticker, provided by the TCA at the venue, that may be placed on my name badge. I understand, in good faith, that the TCA will attempt to produce this outcome through (1) instruction of photographers to try to avoid photographing or filming such persons and (2) through a review and exclusion of such media produced. I understand this may not be possible in all cases. Should an image with my name or likeness be used by the TCA, I will, in good faith, contact the TCA about my concerns. I understand that the use of this sticker to avoid being photographed is not a legally-binding agreement between myself and the TCA.

3. Permitted Uses

I grant the TCA permission to use the media described in Sections 1 and 2 for any purpose whatsoever, including, but not limited to educational, promotional, commercial, public relations, or fundraising purposes. Permitted uses may include publication in national media including newspapers, magazines, television, or on the Internet. I understand that I am entitled to receive no compensation for the above. 

4. Hold Harmless

By executing this Authorization, Consent and Release, I hereby hold harmless and forever discharge TCA and its officers from any and all claims, demands, liabilities, suits, judgements, damages, actions or other rights that I, or other persons acting on my behalf or on behalf of my estate, now have or may have, arising from the use of such media in connection with the Permitted Uses.

This Photograph and Video Authorization, Consent and Release contains the full terms of my authorization, consent and release intended hereby and may not be changed except in writing signed by both TCA and me.

PARENTAL WAIVER PERMISSION TO PARTICIPATE IN NATC Phoenix 2025

I, the undersigned, am the parent or legal guardian of the minor named in this registration form. I give my permission for my child/ward to attend the NATC Phoenix, to be held on August 29-Sept. 1, 2025. Additionally, I give my child/ward permission to participate in event based workshops and meals in the course of this trip at their discretion.

I hereby release Taiko Community Alliance from any and all liability related to or arising out of my child/ward’s participation in this event, including but not limited to their travel to, attendance at NATC Phoenix, and provision of meals. In addition, I agree to reimburse Taiko Community Alliance for any and all costs or liabilities it incurs as a result of my child/ward’s participation in this event.

I acknowledge that TCA is not responsible for coordinating the supervision or chaperoning of my child/ward, and either myself or a designated adult will serve in this capacity if required.

I understand that TCA is not responsible for supervision of my child/ward outside of stated NATC activities and is in no way responsible for any financial costs incurred by them in the course of this event.