Joy to the Kids Volunteer Terms & Conditions

Volunteer Agreement Terms

This “AGREEMENT FOR VOLUNTEERS” (“Agreement”) consists of the following, and if there are any conflicts between these documents, the order of precedence will be in the following order as well.


(1) The “Rules and Regulations”

(2) The “General Terms and Conditions” beginning on page 3.

(3) The “Release Form,” previously provided to and completed by Volunteer,

(4) The “Background Check Form,” previously provided to and completed by Volunteer, and

(5) Any other attached or referenced appendices or exhibits.



No Pay for Services.  Volunteer understands and acknowledges that as a volunteer for Joy To The Kids, Inc. (“Company”), this position is an unpaid position. 


Expenses. Volunteer must obtain the Company’s prior written consent before incurring out-of-pocket expenses.  If Company approves, Volunteer must submit an “Expense Report,” which will be provided upon request, in writing, with all valid documentation (receipts are required) within 10 (ten) business days of incurring such expense.  Company has sole discretion in determining whether the documentation for each such expense is sufficient, and after the 10-day request period, Company is not obligated to reimburse any such expense, even if pre-approved.


Rules and Regulations.

  1. This is about bringing JOY to children.  Review our mission as often as possible: “Through live entertainment, music, and creativity, Joy to the Kids’ mission is to ignite a spark, inspire hope, and create a safe and fun environment where children and their families can forget about illness, learn to visualize their dreams, and be transformed by the healing power of JOY.”

  2. Volunteer is expected to be knowledgeable of the HIPAA Privacy Rule and follow all the guidelines to ensure privacy for the children both in and out of the hospital. For more information, please visit:

    1. Volunteer understands that a part of protecting a child’s privacy includes, but is not limited to, the following rules:

      1. Do not ask about a child’s diagnosis or prognosis or discuss any details regarding care.

      2. Do not ask for personal information from the child or parent, including email, address, phone number, etc.

      3. Do not discuss a child with family, friends, or other volunteers.

  3. Rules regarding Social Media:

    1. Volunteer must NOT to do the following:

      1. Take a photo with a child (OR adult) without written consent from the parents, even if a parent gives their verbal consent.

      2. Post a photo with a child (OR adult) without written consent from the parents, even if a parent gives their verbal consent.

    2. Volunteers are permitted to do the following:

      1. Ask a parent to “Like” Joy to the Kids and follow us on social media.

      2. Ask a parent to post photos that they took and tag Joy to the Kids.

      3. Post pictures of Selfies

      4. Use #joytothekids

  4. Volunteer understands that Joy to the Kids, Inc. has been created for charitable and inspirational purposes only, and is not in any way affiliated with any other entities, including but not limited to the following: Disney (Marvel Comics, Star Wars), D.C. Comics.  Volunteer must not ever put the aforementioned entities in writing or claim any affiliation with these companies.  Volunteer understands that it might be necessary to use alternative titles for their characters to avoid trademark and copyright infringement. 

  5. If you are a Volunteer that is performing a character in costume, a full-length photo must be submitted for approval.  Close-toed shoes are required for hospital visits. Please refer to the Handbook for performers for more information.

  6. For volunteers that are not performing in costume, a Joy to the Kids T-shirt will be provided to you.

  7. In the event the Volunteer is handing out gifts, the gifts must be pre-approved if not provided by Joy to the Kids, Inc.  Please note that gifts must be NEW.  Nothing handmade or used is allowed.

  8. All activities must be pre-approved.  There are strict rules concerning the use of polish, face paints, tattoos, etc., and in most cases these are not permitted.

  9. Volunteer understands that if illegal drug use or excessive use of alcohol or other mind-altering substances is suspected, they will immediately be terminated from this Agreement.

  10. Volunteer must conduct themselves in a professional manner at all times.  Even though this is not a paid position, please arrive to commitments on time. 

Volunteer Background Screenings Agreement

I understand that Joy to the Kids, Inc. will utilize the services of a consumer reporting agency as part of the procedure for processing my application for volunteering.  I also understand if my application for volunteering is granted, Joy to the Kids, Inc. may obtain further information through subsequent investigations by a consumer reporting agency so as to update, renew or extend my volunteer opportunities.


I understand a consumer reporting agency’s investigation may include obtaining information covering up to the last seven years, regarding my credit background, references, character, past employment, work habits, education, general reputation, personal characteristics, mode of living, civil judgments, liens, as well as any information about my criminal conviction background consistent with federal and state law.


I understand such information may be obtained by direct or indirect contact with former employers, schools, financial institutions, landlords and public agencies or other persons who may have such knowledge.


I also understand that before I am denied to become a volunteer, based in whole or part, on information obtained in the report, I will be provided a copy of the report and a description in writing of my rights under the Fair Credit Reporting Act.


I understand if I disagree with the accuracy of any information in the report, I must notify Joy to the Kids, Inc. within five business days of my receipt of the report.  If I notify Joy to the Kids, Inc. within five business days of the receipt of the report that I am challenging information in the report, Joy to the Kids, Inc. will not make a final decision on my volunteering status until after I have had a reasonable opportunity to address the information contained in the report.


I hereby consent to this investigation and authorize Joy to the Kids, Inc. to procure a report on my background as stated above from a consumer reporting agency.

Release and Waiver of Liability Agreement

This Release and Waiver of Liability (the “Release”) is executed on the day of submission by (the “Volunteer” as designated in the "Volunteer Application" in the Volunteer Portal page of this website), for the benefit of Joy to the Kids, Inc., a Virginia nonstock corporation, and its directors, officers, employees, agents, contractors, volunteers, affiliates and successors and assigns (collectively, “Joy to the Kids”).


Joy to the Kids is engaged in the business of providing entertainment to hospitalized and/or ill children, which includes, but is not limited to, appearances and performances by individuals dressed in costume and other events and activities.


The Volunteer desires to provide volunteer services and engage in activities related to serving as a volunteer for Joy to the Kids (the “Activities”).  The Volunteer hereby freely, voluntarily, and without duress executes this Release under the terms below:


1. Release and Waiver

Volunteer does hereby release and forever discharge and hold harmless Joy to the Kids, from any and all actions, claims for relief, suits, liabilities, claims, and demands of whatever nature, either in law or in equity, whether known or unknown, and whether foreseen or unforeseen, which arise or may hereafter arise from or relate to the Activities.  Volunteer hereby waives any protections afforded by any statute or law in any jurisdiction whose purpose, substance and/or effect is to provide that a general release shall not extend to claims, material or otherwise, which person giving the release does not know or suspect to exist at the time of executing the release.  This means, in part, that Volunteer is hereby releasing any and all unknown future claims.


Volunteer agrees not to file any claim, charge, action or complaint concerning the subject matter covered by this Release.


Volunteer understands that this Release discharges Joy to the Kids from any and all liability or claim that the Volunteer may have against Joy to the Kids with respect to any bodily injury, personal injury, illness, death, or property damage that may result from or arise out of the Activities, whether caused by the negligence of Joy to the Kids or otherwise.


Volunteer also understands that Joy to the Kids does not assume any responsibility for or obligation to provide compensation, financial assistance or other assistance, including but not limited to medical, health, workers compensation, or disability insurance in the event of injury or illness in connection with the Activities. 


2. Indemnification

Volunteer agrees to indemnify and hold harmless Joy to the Kids from and against any loss, damage, claim, suit, liability, demand, cost and/or expense, paid or incurred by Joy to the Kids as a result of any act or omission of Volunteer, or asserted against Volunteer (including attorneys’ fees, court costs and disbursements) caused in whole or in part, by, or arising directly or indirectly out of the Activities.  The obligations of Volunteer under this indemnification shall apply to all matters except those arising solely from the gross negligence of Joy to the Kids. 


3. Assumption of Risk

The Volunteer hereby expressly and specifically assumes the risk of injury or harm in connection with the Activities and releases Joy to the Kids from any and all liability for injury, illness, death, or property damage in connection with, arising out of or resulting from the Activities.


4. Insurance

Volunteer understands that Joy to the Kids does not carry or maintain insurance for Volunteer’s injury, illness, death.


5. Photographic Release

Volunteer hereby grants and conveys to Joy to the Kids a royalty-free license and waives any personality rights Volunteer may have with respect to any photographic images of Volunteer and video or audio recordings of Volunteer made by Joy to the Kids during the Activities and understands that Joy to the Kids may use, copy, make derivative works of such photographs, images, and recordings in any promotional, marketing, or advertising materials (in whatever format or media) relating to Joy to the Kids or for any other purpose relating to the Business.


6. Other

Volunteer expressly agrees that this Release is intended to be as broad and inclusive as permitted by the laws of the Commonwealth of Virginia, and that this Release shall be governed by and interpreted in accordance with the laws of the Commonwealth of Virginia.  Volunteer agrees that if there is any dispute with Joy to the Kids, it will be resolved by binding arbitration in the Commonwealth of Virginia, based upon the rules of the American Arbitration Association and Virginia law.  Volunteer agrees that in the event that any clause or provision of this Release shall be held to be invalid by any court of competent jurisdiction, the invalidity of such clause shall not otherwise affect the remaining provisions of this Release which shall continue to be enforced.


By agreeing to the Joy to the Kids Terms & Conditions located on this page , the Volunteer is acknowledging they have read the Release and Waiver of Liability, Volunteer Background screening agreement and Volunteer Agreement Terms understands and agreed to all of its terms. Volunteer further acknowledges that the Release and Waiver of Liability, Volunteer Background screening agreement and Volunteer Agreement Terms is executed voluntarily, and with full knowledge of its legal significance. The Release and Waiver of Liability, Volunteer Background screening agreement and Volunteer Agreement Terms has been executed as of the date of your Volunteer Application Submission.

Joy to the Kids, Inc

PO Box 4184

Ashburn, VA 20148