Good to know as volunteer

You have to be 18 years old to volunteer at the festival.

It is possible to sign up in Ruby if you are 18 years old by May 25th.

As a huge thank you for your effort, you will receive:

• Fun, challenging, and cozy days with your fellow volunteers out in the field.
• Access to the Volunteer Lounge where you can buy beverages at 50% off.
• A reusable water bottle.
• Meals during your shifts.
• Event experience for your CV – you’ll get to experience one of Denmark’s largest festivals behind the scenes.
• And of course, access to the festival during your shift and all three days of music.

As a volunteer, you are a part of the festival’s public face. It is therefore important that you see yourself as a member of the community working to provide a service for the festival’s guests. Smiling and providing good service are the best tools for ensuring both you and our guests have the best experience. It’s important that we support each other along the way. Therefore, we expect you to lend a hand with tasks that may fall outside your normal responsibilities.

An example is that you automatically become a Trash Hero at NorthSide. This means that you are part of the effort to reduce our carbon footprint and create a more sustainable future. As a volunteer, you agree to always contribute to keeping the area clean and inviting.

At NorthSide, we have almost 6,000 volunteers, a community that plays an important role in building the festival from nothing to everything. Choosing to volunteer with us is an active decision. Whether it’s because you love music and like to party, want to enhance your resume, are a dedicated volunteer enthusiast, or for any other reason – you are here as a volunteer for a purpose. It’s a professional and personal commitment you offer because you want to create something meaningful and consider yourself a part of what the festival represents.

As a volunteer, you take responsibility towards the festival, your teamleader, your team, and all your fellow volunteers. We all rely on you, and you can rely on us.

You largely shape the best volunteer festival experience yourself—it’s about attitude, a positive mindset, and the willingness to collaborate on various levels. In return for your effort and significant help, we promise to provide you with valuable additions to your resume, fantastic music, a great experience, new friends, old friends, and so much more…

Sustainability is more than just a word at NorthSide – it’s a collective effort where we stand together and lend a hand to one another. Over 70% of our waste undergoes meticulous sorting checks, and it’s truly an achievement we’re proud of! An achievement that wouldn’t be possible without our dedicated team of volunteers in the resource area.

These volunteers are our true heroes, fighting year after year to surpass the previous year’s sorting record. But we know there’s always room for improvement, which is why we encourage everyone to join the battle to increase our sorting percentage. As a NorthSide volunteer, you agree to participate in keeping our festival grounds clean and beautiful, so we leave with as little footprint as when we first arrived – regardless of which team you belong to as a volunteer.

We sort our waste into no fewer than 10 main categories, and some of them are even further sorted into multiple fractions later on, allowing us to recycle the material and give it new life. Because at NorthSide, waste isn’t just something to be thrown away – it’s a resource that deserves to be reused and transformed into something new and sustainable!

The Volunteer Lounge is the place where volunteers meet at NorthSide.

In addition to “hygge” and everything that you yourself bring to the area, you will find, among other things.

• Volunteer Catering. This is where you get your food when you are on shift.

• The Volunteer Bar with up to 50% discount on drinks.

• Water stations that you can use to fill the reusable water bottle that you get from us.

• Seating areas.

• Free coffee.

• Toilets.

All volunteers are covered by the mandatory workers’ compensation insurance, which covers personal injuries – but not private belongings. If you bring personal items, such as a laptop, you are responsible for them yourself.

Additionally, we have organizer liability insurance, which covers damages to third parties caused by staff in connection with their work.

It is important that you immediately report any injury to your team leader. To ensure the possibility of coverage, the incident must also be reported no later than 14 days after it occurred. Failure to do so may result in the claim not being covered.

We’ve got our very own Instagram profile – dedicated to all you amazing NorthSide volunteers!

Here, we share glimpses of life behind the scenes, the community, the quirky moments, and everything that makes volunteering at NorthSide something truly special.

Whether you’re already part of the team – or just curious about what it’s like to volunteer at the festival – stop by and give us a follow.

And hey… you might even spot yourself in one of our posts!

Do you want to be part of the community before, during, and after the festival? Then join our volunteer Facebook group!

Here you can:

• Connect with other NorthSide volunteers
• Ask questions and share experiences
• Get useful information about registration, preparation, and life as a volunteer
• Share your best festival moments and memories from your time as a volunteer

The group is an informal space where we create a great atmosphere together and support each other – and we encourage you to contribute with a positive attitude and mutual respect.

Closer to the festival, you’ll receive a text message or email with a link to your GoodiePack – our digital info pack for all volunteers.

The GoodiePack contains all the essential information about your role at Tinderbox, including:

• Introduction to your coordinator or team leader
• Info about wristband collection
• Access to the Volunteer Lounge
• Meals and catering
• Practical details and much more

The GoodiePack is designed to make it easy and straightforward for you to prepare for your shifts and have a great experience as part of the volunteer team.

Ruby is our volunteer system where you sign up to be a volunteer. It’s also in Ruby you’ll find your schedule/shifts, contact information for your team leader, get news and info etc..

When you sign up as a volunteer, you can, before completing your registration, see an overview of available shifts and teams. Simply click on the pink button.

To work together with a friend, it requires that you choose the same team and then afterwards the same shifts. It is your own responsibility to make sure that you work together with your friend. 

If you are a big group that wants to work together, please write to us and we will try to help you. You can reach us at volunteer@northside.dk

At NorthSide, we don’t have a fixed number of hours you need to commit as a volunteer. It depends on several factors such as tasks, time, and period (before, during, or after the festival).

Some shifts are a bit easier and take place at a great time, while others may be more demanding or coincide with a performance by a popular artist. Therefore, the number of hours is typically between 12-16 hours during the festival, and around 20-24 hours before/after the festival. We believe this is the fairest and most flexible distribution.

For the same reason, your hours may either be spread over several shifts or concentrated on one day.

In most teams, you have the option to choose your shifts, so you’re free to plan your time as you wish.

When you register as volunteer in Ruby you are asked to pay a deposit of 300 DKK.

Notice that the 300 DKK is only a deposit, and you will get a full refund if you show up to your shifts and comply with our Terms and Conditions.

Unfortunately, we have experienced that some people do not attend their shifts even though they already have accepted the Terms and Conditions.

When you do not attend your shift, it effects a lot of other people and results in that the other volunteers have to work a lot harder.

If you show up to all your shifts and do the work, you promised and comply with our Terms and Conditions you will get the full deposit back. 

You can expect the deposit to be refunded within 14-21 days after the festival. We want to be as quick as possible, but it takes a couple of days for our system to refund all the deposits. 

Note: The deposit will be refunded to the same account as it was received from. Make sure that if you switch bank that you give us your new information as quickly as possible. You can contact us at volunteer@northside.dk.

You can lose your deposit if you do not attend your shifts or break our Terms and Conditions. The same goes if you resign after the resign deadline on the 20th of May.

If you resign before the resign deadline on the 8th of May, your deposit will be refunded.

We are not notified if you resign and we would like to receive an email at volunteer@northside.dk – by doing this we can refund your deposit sooner.

If you do not notify us, you’ll receive your deposit with the rest of our volunteers 14-21 days after festival.

When you sign up as a volunteer through our volunteer system Ruby, you will automatically be asked to pay a deposit. You can pay with card or Apple Pay.

It is your responsibility to ensure that your cancellation is properly registered. Failure to do so will result in a fee. You must also be able to document that your cancellation has been correctly registered.

Cancellation by May 8, 2025

If you cancel by May 8, 2025, you can unregister in Ruby under your personal information on your profile.

If you cancel by May 8, 2025, you will receive your deposit after the festival. If you want your deposit refunded earlier, you must send an email to volunteer@northside.dk.

Cancellation After May 8, 2025

If you cancel after May 8, 2025, you will lose your deposit, regardless of the reason.

To cancel, you must send an email to Volunteer Management at volunteer@northside.dk with the subject line: “NorthSide Cancellation – (Name)”.

Cancellation Due to Illness

If you have already picked up your wristband and become ill, you must send a picture of yourself with your cut wristband at least 1 hour before your shift. The picture must be sent as documentation to volunteer@northside.dk with the subject line: “Cut Wristband / Illness”.

Tinderbox reserves the right to request relevant and valid documentation for your illness. This documentation must be submitted to Tinderbox no later than 7 days after your cancellation.

If you fail to provide valid documentation for your illness, you will be charged a fee.

Alternatively, you may choose one of the following options:

• Shift Rescheduling: We will help you find a new shift at a later time, only if there are available shifts.
• Finding a Replacement: You can find someone else to take over your shift.

If we do not receive a picture of your cut wristband at least 1 hour before your shift, you will be charged a DKK 3,700 fee, regardless of the reason.

You can read more under our Terms and Conditions 👈

NOTE! Any costs associated with obtaining documentation must be covered by the volunteer.

Cancellation After Wristband Pickup

If you have already picked up your wristband, you must send a picture of yourself with your cut wristband at least 1 hour before your shift to volunteer@northside.dk – otherwise, your cancellation will not be properly registered.

To avoid a fee, you must choose one of the following options:

• Shift Rescheduling: We will help you find a new shift at a later time, only if there are available shifts.
• Finding a Replacement: You can find someone else to take over your shift (even with this option, you must still send a picture of your cut wristband).

If we do not receive your cancellation notice at least 1 hour before your shift starts, you will be registered as an invalid cancellation and charged a fee, regardless of the reason.

Violation of the festival’s Terms and Conditions or Danish law may result in your wristband being cut, you being blacklisted, and you receiving a fee of DKK 3,700. These violations include, among other things, the requirement to show up for your shift.

Invalid absence

If you fail to show up for one or more shifts without prior agreement with your team leader or Volunteer Management, you will be charged a fee.

• Failure to attend all your shifts will result in a DKK 3,700 fee.
• Failure to attend one of more shifts will result in a fee of at least DKK 2,000.

It is your responsibility to cancel properly and be able to document it. Read more under “Cancellation”.

Cancellation After Wristband Pickup

If you have picked up your wristband, you must send a picture of yourself with your cut wristband along with your cancellation. The picture must be sent as documentation to volunteer@northside.dk with the subject line “Cut Wristband”.

If we do not receive a picture of your cut wristband at least 1 hour before your shift, you will be charged a DKK 3,700 fee, regardless of the reason.

You can read more in our Terms and Conditions 👈

Of course!

When you volunteer you will receive food during your shifts.

If you work during the festival, you will get 2 meals. If you work before/after the festival you will get 4 meals meanwhile.

There will be served plantbased-food, but please bring your own food if you have any special allergies.

We always recommend that you eat before arriving at the festival no matter the time of your shift.

You are welcome to bring some snacks for personal consumption while you are on shift. A protein bar, a piece of fruit, or something similar can be helpful if your blood sugar starts to drop.

No. You are not allowed to bring your own beverages whether it is with or without alcohol. You can read more about this in Terms and Conditions.

We recommend that you visit the Volunteer Lounge, which is an area for our volunteers. Here you will find water stations to fill your water bottle, a bar offering 50% on beverages.

The bars at the festival are managed by different student associations and private actors.
This means that we cannot help you if you want to volunteer at a bar. Instead, you must contact the associations.
Below is a list of all the associations that will be attending the festival:

• Studenterhus Aarhus
• Unikum
• Samfundsfaglige fredagsbar
• Studenterlauget
• Haddoks
• Arkibal
• Ria – rådet for ingeniørstuderende
• Vianysos
• Train
• Beerceps Maximus

If you want to volunteer at a food stand you must reach out to the individual food stand.

The food stands are external partners, and we are therefore not allowed to register you as a volunteer at a food stand.

If you are already part of a food stand, you’ll have to register through their privat Ruby-link.

If you want more information, please contact the food stand.

Your contact person will assign you your shifts.

If you want to know more about your opportunities, it’s a good idea to contact your contact person in the food stand.

You will receive food and beverage from the food stand that you work at.

Besides that, you will have access to the Volunteer Lounge where you can buy beverages at favorable prices.

If you volunteer at a food stand and have questions regarding your tasks, your shifts, working with a friend etc. you have to contact the contact person on your team.

Information on your contact person is possible to find at “ My Teams” in Ruby.

If you experience technical problems with Ruby please contact us at volunteer@northside.dk.

If you have a physical or mental disability, we recommend that you contact us at volunteer@northside.dk before registering as a volunteer. Depending on your disability, there may be some tasks that you’ll find challenging. Through email, we can assist you in finding a task that suits you.

If you require a companion at the festival, please mention it in an email to us.

If you are volunteering through an association, it is important that your association’s contact person informs us.

Are you from an association and interested in a cooperation? Please write your information in our contact form under the volunteering page and we will contact you.

Have you already picked your shifts and do you have questions about things such as your tasks, your shifts, work with a friend, shoes etc. you have to contact your contact person on the team.

You will find information on your contact person under “My teams” in Ruby.

Do you have general questions regarding volunteering at NorthSide, and it is not possible to find an answer in our FAQ. You can contact Volunteer Management at volunteer@northside.dk.

1.1
This personal data policy applies to all the personal data that you provide to us and / or which we collect about you as part of your affiliation as a volunteer at the festival. We are the data controller for the processing of your personal data.

1.2
In this personal data policy, you can read more about which personal data we collect, how we handle your personal information and how long we keep information about you etc. You should read this policy and approach the festival’s Volunteer Management at volunteer@tinderbox.dk if there is anything in this policy that you cannot accept. At any time, you can find the current version of this personal data policy at Tinderbox.dk

1.3
The overall legal framework for our processing of personal data is the European Parliament and Council Regulation (EU) 2016/679 27 April 2016 on the protection of individuals about the processing of personal data and the free movement of such data and the repeal of Directive 95 / 46 / EC with related regulation. In addition, the law which may be adopted based on the draft law on supplementary provisions for the regulation of the protection of individuals regarding the processing of personal data and on the free movement of such information, is published on 25 October 2017.

1.4
All questions concerning this personal data policy and suspicion of non-compliance must initially be addressed to the festival’s Volunteer Management at volunteer@tinderbox.dk

2.1
Below are definitions of some of the most important personal data protection concepts:

Personal Information: Any kind of information about an identified or identifiable physical person. In other words, any information that can directly or indirectly, alone or in combination, identify a certain physical person.

3.1
The purpose of collecting and processing the personal data is to handle your participation as a volunteer at the festival and further events within Down the Drain Group. Your personal information will be used for the following purposes:

– Documentation of the event history

– Contact in connection with your participation in our events etc.

– Ordinary personnel administration, including registration of enrollment for events, overview of assignment registration, publication of information (including newsletters, evaluation link, return invitation etc.)

– Administration of collection / refund of deposit and fees etc.

– Administration of industrial injury insurance for volunteers

3.2
We only use your information for the above purposes unless a new purpose is clearly compatible with the original purpose or if you have previously given consent.

3.2.1
To ensure the quality of your personal information, you will be automatically asked to update them annually. However, we dependent on you inform about relevant changes such as new e-mail address, new phone number or the like.

4.1
We collect this information directly from you:

4.1.1
Name, address, zip code, city, mobile number, email address, social security number, registration and account number (only on medical certificate request).

4.1.2
We generally do not collect any specific categories of information about you. However, we would like to know if there is anything health-related we must consider in connection with the tasks you are expected to solve at our event. For example, if you have poor back, bad knees, a disability or the like. Furthermore, if you receive medication for something that we need to be aware of – asthma, allergies or the like. We treat the information exclusively based on your participation in the festival. Afterwards, the information will be deleted.

4.1.3
In connection with your registration as a volunteer at the festival, you are requested to give consent that we reserve the right to obtain information about your criminal record. We only treat the certificate based on your consent. We will delete the certificate immediately after your participation in the festival. With your consent, we will subsequently obtain information about your criminal record once a year if you still wish to be a volunteer.

5.1
You enter into an agreement with us when you volunteer at the festival. For us to manage your voluntary affiliation, we need to be able to process your personal information. We can also process your regular personal data if you have a request or the like that precedes your decision to enter into an agreement with us. The legal basis for processing your personal data is Article 6 (1). 1, (b) of the Personal Data Regulation, as the processing of your information is necessary for us to fulfill our agreement with you and / or that we may handle inquiries and the like prior to your potential agreement with us.

5.2
We may also process a few common personal data about you as part of your affiliation with us as a volunteer, because we have a legitimate interest in processing such information, cf. the Personal Data Regulations category. 6 pieces. 2, (f) unless your right to obtain the protection of your own personal data precedes our legitimate interest in processing your information.

5.3
In some cases, we are also legally obliged to process personal information about you. This can, for example, be used for documentation of medical allowance, expenses and the like in accordance with the rules in the Danish Bookkeeping Act. The company must, among other things, store accounting records for five years from the end of the financial year to which the accounting record relates.

5.4
Our processing of any special categories of personal data (sensitive information), such as, information about your health, is based on your consent, cf. the Personal Data Regulations category. 9 p. 2, (a) or in order that a legal claim can be determined, enforced or defended, cf. the Personal Data Regulations category. 9 p. 2, (f).

6.1
We share your personal information with the third parties who assist us in managing our personnel administration, including, for example, handling of the charge / refund of deposit and fee, hosting of IT systems, etc. This means that we can share your information with, for example, our data processors, e.g. consisting of service providers and technical support.

6.2
We can also share your information with our other companies / organizations to the extent this is relevant.

Northside Entertainment ApS, CVR: 32878814

6.3
In addition to the above, we share your information to the extent that we are obliged to do so, e.g. because of requirements for reporting to public authorities such as SKAT.

7.1
We store the personal information, we treat about you as part of the ongoing administration of your volunteer work at the festival, such as information on event history, CPR, e-mail address in connection with invitation as a recurring volunteer etc., for up to two years from you were last active at one of our events. If you do not actively update and approve that we must continue to store your information, all your information will be permanently deleted in our database.

7.2
Other personal information about you that we deal with, such as a criminal record, work or residence permit, will immediately be deleted after your participation at the festival.

8.1
Insight

8.1.1
You have the right to gain insight into the personal information we treat about you. By writing to the festival’s Volunteer Management at volunteer@tinderbox.dk, you can request access to the personal information we have registered about you – including the purposes for which the information was collected. We will comply with your insight request as soon as possible.

8.2
Correction and deletion

8.2.1
You have the right to request the correction, additional processing, deletion or blocking of the personal information we process about you. We will comply with your request as soon as possible. We will contact you, if we cannot accommodate your request.

8.2.2
Other rights are stated in the Articles 18 – 20 of the Regulation

8.3
Revocation of consent

8.3.1
You have the right to withdraw your consent, if the processing of your personal information is based on your consent. Your withdrawal does not affect the legality of the treatment that was performed before you withdrawn your consent. Please contact the festival’s Volunteer Management at volunteer@tinderbox.dk if you have any doubts as to whether you have consented to the processing of your personal data or if you wish to revoke your consent.

8.4
Terms and / or limitations of your rights

8.4.1
There may be conditions or restrictions related to the utilisation of the above rights.

8.5
Possible consequences of not submitting personal data

8.5.1
If you do not wish to give consent to personal data within the above described framework, you may not be voluntary at the festival.

9.1
Our processing of personal data is subject to our IT and security policy. Our IT and Security Policy also contains rules for implementing risk assessment and impact analysis of existing and new or changed processing activities.

10.1
If you are dissatisfied with our processing of your personal data, you can appeal to the Danish Data Inspectorate: Datatilsynet, Borgergade 28, 5th floor, 1300 Copenhagen K., telephone +45 3319 3200, e-mail: dt@datatilsynet.dk

11.1
We reserve the right to change this policy on an ongoing basis. The latest updated policy can always be found via tinderbox.dk

This policy was last updated on 17.03.2020.