Horizons Media, Inc. · 63 Pearl St #162, Brooklyn, NY 11201 · horizons-conf.org · volunteers@horizons-conf.org

Edition: October 14, 2026

Volunteer Agreement — Horizons New York 2026

This agreement is between Horizons Media, Inc., a 501(c)(3) charitable organization ("Horizons"), and the volunteer who signs below ("Volunteer"). It covers Volunteer's help with Horizons New York 2026, held October 15–17, 2026 at The New York Academy of Medicine, 1216 Fifth Avenue, New York, NY (the "Venue"), including any setup or breakdown shifts Horizons assigns (together, the "Event").

1. Volunteer status

• A gift of time. Volunteer is donating their time to a charitable, educational event. Volunteer is not an employee or contractor of Horizons and will not receive wages or benefits. The complimentary registration in Section 2 is a thank-you, not pay.
• Eligibility. Volunteer is 18 or older and must be accepted and scheduled by Horizons before working.
• Either side may end it. Volunteer or Horizons may end this arrangement at any time, for any reason. Volunteer will tell their supervisor as soon as possible if they need to stop, and will return their badge on leaving.

2. What Horizons provides

• Respect. Horizons staff will treat Volunteer with courtesy, professionalism and respect.
• Complimentary registration. One complimentary registration for every 11 hours of completed show-day shifts. Shifts may be split into 5.5-hour halves. Comps earned for completed shifts are kept unless Volunteer is removed for breaking this agreement.
• Direction and training. Horizons will provide the coordination, information, tools and training needed to do the work safely.
• Reimbursement. Horizons will reimburse pre-approved out-of-pocket expenses, with receipts, within five business days after the Event.

3. What Volunteer agrees to

• Safety first. Follow safety rules and staff instructions. Report any injury, hazard or unsafe practice to a supervisor right away. Don't do any task or use any tool you're not comfortable with — just say so.
• Respect. Treat guests, speakers, staff, other volunteers, Venue staff and the building with courtesy and respect. Follow Horizons' Code of Conduct and Safer Space policy, published on its website.
• Volunteer Guide. General compliance with the directives outlined in the Volunteer Guide.
• Punctuality. Arrive before your shift starts. Tell your supervisor as soon as possible if you'll be late, need to cancel, or must leave early.
• Do the job. Perform assigned tasks to the best of your ability and flag problems early.
• Attire. Neat, business-casual clothing and closed-toe shoes.
• Stay in event spaces. Don't enter areas of the Venue outside the event.
• Sobriety. Arrive sober and stay sober through the end of your shift — no alcohol, cannabis, psychedelics or other intoxicating substances. Illegal drugs are prohibited at the Venue at all times.
• Spending. Don't spend money for the Event without written approval (email or text is fine) from your supervisor for the specific item and amount.
• Speaking for Horizons. Don't speak on Horizons' behalf to press, speakers or Venue staff; refer them to a supervisor.
• Decorum and reporting. No comments about sexuality, gender, race, religion, nationality, ethnicity or appearance that could be hurtful. Report anything objectionable — from anyone — to a supervisor right away. A supervisor of the same gender is available on request, and complaints are kept confidential where possible.
• Confidentiality. Keep private anything non-public you see while volunteering — guest and staff personal information (names, contact details, registration, medical or legal information), passwords and system access, finances, contracts and internal communications. Don't copy, share or post it, and return or delete it if asked. When in doubt, ask your supervisor.

4. Photos and recordings

Volunteer agrees that Horizons may photograph, film and record the Event, including Volunteer, and may use those images and recordings, without payment, to document and promote its charitable and educational work.

5. Risk and release

Event work involves standing for long periods, stairs, lifting and crowds. Volunteer accepts those ordinary risks and is responsible for their own belongings. To the fullest extent the law allows, Volunteer releases Horizons, the Venue, and their directors, officers, staff and volunteers from claims for injury, loss or damage arising from Volunteer's participation in the Event, except claims caused by their gross negligence or intentional misconduct. In an emergency, Volunteer authorizes Horizons to call for and arrange emergency medical care for them.

6. General

• Disputes. New York law governs this agreement. The parties will first try in good faith to resolve any dispute informally. Any lawsuit will be brought in the state or federal courts in New York County, New York; either party may use small-claims court. Each party bears its own costs and attorneys' fees.
• Whole agreement. This is the entire agreement about Volunteer's service at the Event and replaces any earlier one. Changes must be in writing and agreed by both parties (email is fine).
• Electronic signature. Volunteer agrees to sign electronically and to receive this agreement electronically. Electronic signatures and records are valid and enforceable under the federal ESIGN Act and New York's Electronic Signatures and Records Act.

I have read and agree to this Volunteer Agreement, and I confirm I am 18 or older.