Dear Dance Fitness Instructor: Thank you for your participation in the Soaringwords initiative to provide free monthly dance-fitness classes at hospital facilities for the benefit of patients, families, and caregivers. Your participation as a Volunteer Instructor is an important part of Soaringwords effort to lessen the impact of serious illness by connecting ill children and their families to a community of compassionate and caring volunteers. This Volunteer Instructor Letter is meant to help prepare you to participate by providing a description of the role of the Volunteer Instructor. The primary responsibilities of a Volunteer Instructor are to lead free monthly dance-fitness classes and to provide friendly and outgoing instruction to patients, families and caregivers. Soaringwords has committed to making these classes a turn-key effort for our Volunteer Instructors, with little preparation time required from you or your team. In order to ensure each class is a success, we ask that each of our Volunteer Instructors agree to do the following: Create or join a team to bring this initiative to a hospital in your community We ask that each team have three (3) to five (5) licensed Zumba Fitness Instructors in their geographic area to co-lead the monthly classes. Having multiple Instructors is the best way to guarantee coverage for this important monthly commitment. Also, many of the patients will have mobility issues and parents grappling with challenges of caring for seriously ill children may need additional care throughout the class. Having 3-5 instructors at each class ensures that our participants can be given one-on-one attention as needed. Prior to first class, team leads will work with Soaringwords to secure the hospital and logistics (see 6 Easy Steps) All must wear family-friendly/child appropriate Zumba wear; and Play family-friendly/child appropriate music Fill out the ZIN feedback after each class (six simple questions) and email it to Soaringwords within 5 days of the class, along with one (1) photo (or more) from each session (no photos of patients without hospital staff permission/consent).
Lastly, it is not required but we encourage our Volunteer Instructors to participate in or host a Zumbathon or a Zumba Master Class to benefit Soaringwords and look forward to collaborating with you to make these events successful. Soaringwords has created a comprehensive guide to assist in planning for these events. The funds you raise will help us bring classes to additional hospitals and more Soaringwords programs to the hospital where you are volunteering. For example: Finally, we ask that you (a) sign where indicated below to indicate that you have read and understand your responsibilities as a Volunteer Instructor; (b) read and sign the attached Volunteer Instructor Agreement, which sets out in more detail the terms of your volunteer relationship with Soaringwords; (c) read and sign the Release and Waiver of Liability; and (d) return signed original copies of each of these forms at least one week in advance of your first class at your local hospital. Thank you again for your time and effort. We look forward to working with you to make these classes a success and to continue our efforts to inspire ill children, their families and their caretakers to Never give up! Kind regards, Lisa Buksbaum, CEO & Founder Volunteer Dance Fitness Instructor Signature: Name (please print): Date:
Attachment A Volunteer Dance Fitness Instructor Agreement Volunteer Instructor s name (please print): Soaringwords, Inc ( Soaringwords ) commits to the following: To provide adequate information so you may meet the expectations as described in your volunteer role description. To explain what is required of you and to support and provide encouragement to help you achieve the desired results. To treat you with respect and courtesy at all times. To be receptive to any comments and feedback from all our volunteers. To value and recognize our volunteers as a significant resource in achieving the goals of Soaringwords. Volunteer Dance Fitness Instructor commits to the following: To fulfill my role and responsibilities as outlined in the attached Volunteer Instructor Letter. To perform my volunteer role to the best of my ability. To follow the Soaringwords policies and procedures. To meet the volunteer commitment(s) and to provide sufficient notice when not available To act in a way that is in line with the aims and objectives of the Soaringwords and that enhances the work of Soaringwords Agreed to by: Soaringwords, Inc. Name Signature Date Volunteer Dance Fitness Instructor Name Signature Date This Volunteer Dance Fitness Instructor Agreement is binding in honor only and is not intended to be a legally binding contract between the volunteer and the organization. Neither part intends any employment relationship to be created now or at any time in the future. This Volunteer Dance Fitness Instructor Agreement may be cancelled at any time at the discretion of either party.
Attachment B Release and Waiver of Liability This Release and Waiver of Liability (the Release ) is executed on this day of, 20, by (the Volunteer Instructor ) in favor of Soaringwords, Inc., a [New York nonprofit corporation], their directors, officers, employees, volunteers, and agents (collectively, the Released Parties ). The Volunteer Instructor desires to work as a volunteer for the Released Parties and engage in the activities related to being a volunteer, including those set out in Soaringwords Volunteer Instructor Letter (the Activities ). The Volunteer Instructor hereby freely, voluntarily, and without duress executes this Release under the following terms: Release and Waiver. In consideration for being permitted to participate in the Activities, the Volunteer Instructor, for her or himself, her or his heirs, personal representatives or assigns, does hereby release, waive, discharge, and covenant not to sue the Released Parties, from any and all liability, claims, and demands of whatever kind or nature, either in law or in equity, including the negligence of the Released Parties resulting in personal injury, accidents or illnesses (including death), and property loss arising from, but not limited to, participation in the Activities. The Volunteer Instructor also understands and acknowledges that the Released Parties do not assume any responsibility for or obligation to provide financial assistance or other assistance, including but not limited medical, health or disability insurance in the event of injury or illness. Assumption of Risks. Participation in the Activities carries with it certain inherent risks that cannot be eliminated regardless of the care taken to avoid injuries. The Volunteer Instructor hereby expressly and specifically assumes the risk of injury or harm in the Activities and releases the Released Parties from all liability for injury, illness, death or property damage resulting from the Activities. The Volunteer Instructor has read the previous paragraphs and knows, understands, and acknowledges these and other risks that are inherent in the Activities. The Volunteer Instructor hereby asserts that her or his participation is voluntary and that the Volunteer Instructor knowingly assumes all such risks. The Volunteer Instructor understands and acknowledges that, except as otherwise agreed to in writing, the Released Parties do not carry or maintain health, medical, or disability insurance coverage for any Volunteer Instructor. Indemnification and Hold Harmless. The Volunteer Instructor also agrees to indemnify and hold the Released Parties harmless from any and all claims, actions, suits, procedures, costs,
expenses, damages and liabilities, including attorney s fees brought as a result of her or his involvement in the Activities and to reimburse the Released Parties for any such expenses incurred. Zumbathon or Master Class Charity Events. Volunteer Instructor agrees to remit all proceeds collected by the Volunteer Instructor in connection with a Zumbathon or Master Class charity event conducted in connection with the Soaringwords hospital volunteer activities directly to Soaringwords. The Volunteer Instructor agrees not to hold, host, or coordinate a fundraiser event for the host hospital during the duration of the Soaringwords volunteer activities. Photographic Release. Volunteer Instructor does hereby grant and convey to Soaringwords all right, title, and interest in any and all photographic images and video or audio recordings made during the Volunteer Instructor s Activities with Soaringwords, including, but not limited to, any royalties, proceeds, or other benefits derived from such photographs and recordings. Severability. The undersigned further expressly agrees that the foregoing waiver and assumption of risks agreement is intended to be as broad and inclusive as is permitted by the laws of the State of New York, and that this Release shall be governed by and interpreted in accordance with the laws of the State of New York. The Volunteer Instructor agrees that if any portion of this Release is held invalid, the balance of the Release shall continue in full legal force and effect. Acknowledgment of Understanding. The Volunteer Instructor has read this Release, fully understands its terms, and understands that he or she is giving up substantial rights, including his or her right to sue. The Volunteer Instructor acknowledges that the Volunteer Instructor is signing this Release freely and voluntarily, and intends by her or his signature to be a complete and unconditional release of all liability to the greatest extent allowed by law. IN WITNESS WHEREOF, Volunteer Instructor has executed this Release as of the date and year first above written. Volunteer Instructor Name Address Signature Date Phone Email Witness Signature Date