EVENT LEADER AGREEMENT

Welcome to Vines Family Co.

This agreement is private and confidential. It must not be shared with anyone outside of Vines Family Co without prior permission from management.

This agreement may be amended or updated at any time. All team members are expected to comply with the most current version.

As an Event Leader, you represent Vines Family Co and are expected to uphold the company's values, standards and reputation at all times.

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## Confidentiality

Any information relating to Vines Family Co, its clients, suppliers, pricing, staff, procedures, bookings, training materials, recipes, business operations or future plans is confidential and must not be shared with any third party without prior permission from management.

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## Professional Conduct

All Event Leaders are expected to conduct themselves professionally at all times.

You must be respectful, professional, approachable and helpful when dealing with clients, guests, suppliers, venues, colleagues and members of the public.

Bullying, harassment, discrimination, aggressive behaviour, inappropriate language, intoxication, dishonesty or any behaviour that could damage the reputation of Vines Family Co may result in removal from future work opportunities.

Remember that while working at events you are the face of Vines Family Co.

Do not overstep your boundaries or make promises to clients without management approval.

Go the extra mile wherever possible. Positive reviews, recommendations and repeat business are essential to the continued growth of the company.

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## Colleagues' Commitments

You are responsible for paying your own National Insurance contributions and taxes where applicable.

All Event Leaders should hold a Level 1 Food Hygiene Certificate. Please inform management if you do not currently hold one.

All required training must be completed and kept up to date.

All Event Leaders must complete all required forms, assessments, reports and documentation accurately and on time.

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## Invoices

All invoices must be submitted weekly in accordance with company procedures.

Invoices and supporting receipts must be uploaded through the Team Portal by 12:00 noon each Monday.

Payments will be made on the last Friday of each calendar month.

Any expenses being claimed must be supported by a clear receipt showing the supplier, date, time and amount.

Failure to submit invoices on time may result in payment being delayed until the next payment cycle.

Please refer to the company Invoice Template when submitting invoices.

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## Training & Team Portal Requirements

All Event Leaders are required to keep their training, forms, assessments, reports, invoices, vehicle checks, damage reports, incident reports and other required documentation up to date through the Vines Family Co Team Portal.

Failure to complete required training or documentation may result in work opportunities being withheld until compliance has been achieved.

All damage reports, vehicle checks, incident reports, expenses, invoices and other required forms must be completed through the Team Portal within the required timescales.

Event Leaders are responsible for reviewing and accepting assigned shifts through the Team Portal. Failure to accept a shift may result in it being offered to another team member.

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## Availability & Communication

All team members should provide as much notice as possible regarding holidays and unavailable dates.

A minimum of two weeks' notice should be given wherever possible.

Event Leaders are expected to keep their availability up to date and respond to work-related communications within a reasonable timeframe.

Failure to respond to shift offers, booking updates, training requests or management communications may affect future work allocations.

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## Social Media & Marketing

Photos and videos may be taken at events for marketing purposes where appropriate.

At every event, Event Leaders are required to take photographs and videos showing:

• The unit setup

• The venue/location

• Food being prepared and served

• General event atmosphere where appropriate

All photos and videos should be uploaded in accordance with company procedures.

Failure to provide suitable photos and videos from an event without a reasonable explanation may result in a £20 administration charge.

Confidential information, client details, pricing information, private conversations or any content that could damage the reputation of Vines Family Co must not be shared on social media without prior approval from management.

# 1.1 Before Events

You should not wear your uniform to the yard. Please change into your uniform before arriving at the event to avoid unnecessary dirt or damage.

Hair must be appropriately covered using a Vines hat or hair net where required.

If you do not have a Vines uniform, please wear plain black clothing with no visible logos.

You are responsible for leaving on time and allowing sufficient additional time for packing, travel, traffic and unforeseen delays.

You are responsible for packing your horsebox, trailer, gazebo or equipment correctly and ensuring your pack list has been completed.

Before leaving the yard, you must ensure all equipment, stock, gas bottles, electrical equipment and accessories are accounted for and secured correctly.

All gas bottles must be securely fastened before travelling.

Fuel allowances are payable at:

• £0.30 per mile when towing a unit

• £0.25 per mile when transporting a gazebo setup

Fuel must be invoiced as "Fuel" and will be paid alongside your invoice payment.

Pizza ovens should be switched on approximately 30 minutes before service begins.

Fryers should be switched on approximately 45 minutes before service begins.

As Event Leader, you are responsible for managing any assistants attending the event with you.

Any questions from clients should be directed to you to ensure consistent and accurate communication.

Please brief assistants on what is expected of them before the event begins.

If you are running late, it is your responsibility to inform both the client and management as soon as possible.

You are responsible for all company equipment and supplies while they are in your possession and must treat them with care and respect.

Any loss or damage resulting from negligence, misuse, failure to follow company procedures or failure to exercise reasonable care may result in Vines Family Co seeking recovery of associated costs where legally permitted.

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# 1.2 During Events

You must provide the service agreed with the client and fulfil the requirements outlined on the booking form, whichever comes first.

Smoking, vaping, alcohol consumption or the use of illegal substances is strictly prohibited during events or while wearing company uniform.

While driving on behalf of Vines Family Co, speeding, aggressive driving, road rage, swearing at other road users, dangerous driving, using a mobile phone illegally or any behaviour that could damage the reputation of the company is strictly prohibited.

You remain personally responsible for any speeding fines, parking fines, toll charges, congestion charges or other driving-related penalties.

## Parking & Positioning

You should always position the unit, horsebox, gazebo or equipment in the location requested by the client wherever possible.

However, you must not position vehicles, trailers or equipment in any location that could reasonably cause damage to company vehicles, units, equipment, property or create a safety risk.

If the requested location is unsuitable, you should discuss alternative positioning with the client and contact management if required.

Ensure your parking location has been approved by the client where necessary.

Vehicles and units should be positioned safely and professionally.

Where appropriate, customer-facing vehicle windows should remain closed.

Pizza ovens should be positioned where they are protected from strong winds wherever possible.

At the start of every event, all food preparation and service areas must be cleaned and sanitised.

All sanitiser must be left on surfaces for a minimum of 5 minutes before wiping down.

Hands must be washed regularly and in accordance with food hygiene requirements.

Mobile phones should only be used for legitimate work purposes, such as communication with management or taking event photographs and videos.

Hair must be tied back and kept away from food preparation areas.

Jewellery should not be worn while handling food.

Fake nails must be covered with suitable gloves.

Strong aftershave, perfume or body sprays must not be worn during food preparation or service.

The menu board should be displayed correctly and personalised where appropriate, for example "Happy Birthday Lucy".

The serving hatch door should only be removed once everything is ready and service is about to begin.

The hatch door must then be stored safely behind the unit where it cannot fall or cause injury to customers.

The unit should remain clean, organised and presentable inside and out throughout the event.

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# Food Safety

All food handling must comply with current food hygiene regulations and training provided by Vines Family Co.

Food that is suspected to be unsafe, contaminated, incorrectly stored, out of date or outside safe temperature ranges must not be served.

Food preparation areas must be kept clean and sanitised at all times.

Hands must be washed regularly throughout service.

Hair must remain covered where required.

Cross contamination must be avoided at all times.

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# Accidents, Incidents & Damage

Any accident, injury, near miss, customer complaint, vehicle damage, equipment damage, theft, loss of property or food safety concern must be reported to management as soon as possible and no later than the end of the event using the appropriate reporting procedure.

Any damage, faults or missing equipment discovered before, during or after an event must be reported immediately.

Failure to report incidents may result in disciplinary action and may affect future work opportunities.

# 1.3 After Events

Leave all units, vehicles and equipment as you would wish to find them.

You are responsible for cleaning all equipment and units used during your event.

Failure to leave equipment and units in an acceptable condition may result in a £40 cleaning fee.

After each event, all equipment must be packed away efficiently, safely and correctly.

Units must be thoroughly wiped down inside and out.

Floors must be swept and left clean.

All food preparation surfaces must be cleaned and sanitised.

All rubbish must either be disposed of at the venue if agreed with the client or returned to the yard for disposal in the correct bins.

Please check the booking form for the client's waste disposal requirements before leaving the venue.

All remaining food, including pizza bases and ingredients, must be correctly dated and stored.

Food must be returned to the correct storage location as soon as possible.

Gas supplies must be turned off at the bottle itself and not solely at the appliance valve.

All items listed on the pack-down checklist must be completed before leaving the venue.

Before leaving the event, you must ensure all company equipment, stock, gas bottles, electrical equipment and accessories are accounted for and secured correctly.

All equipment must be packed securely before departure.

Any damage resulting from negligence, misuse or failure to follow company procedures may result in Vines Family Co seeking recovery of associated costs where legally permitted.

In the event of a breakdown, accident or unexpected delay after the event has finished, additional hours will not normally be payable.

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# 1.4 Returning to the Yard

When returning to the yard, please be respectful of neighbouring businesses, residents and other team members.

Noise should be kept to a minimum, particularly during unsociable hours.

Trailers should be reversed into suitable spaces that allow easy access for future users.

Horseboxes should be parked securely as directed.

Where applicable, horseboxes should be reversed towards the metal fence and parked as close as reasonably possible to reduce the risk of theft.

Units and vehicles should be parked as securely as possible.

Empty gas bottles should be removed and placed in the correct section of the gas cage.

All rubbish must be removed from vehicles and units.

Food must be stored in the correct fridge trailer, freezer trailer or designated storage location.

All food should be dated where required.

Paper plates, napkins, pizza boxes and similar consumables should be stored in a clean crate within the freezer trailer or designated storage location.

All washing up must either be completed and returned to your allocated storage area, taken home if agreed, or placed in the designated location ready for cleaning.

Gazebos, tables, sweet carts and additional event equipment must be removed from vehicles and returned to the storage trailer.

Electric boxes, battery packs and rechargeable equipment must be returned to charge where required.

All vehicles, trailers, chiller units, freezer trailers, fridge trailers, storage trailers and storage areas must be locked securely before leaving.

Trailer number plates must be removed and returned to the vehicle.

Vehicle keys must be returned to the designated key lock box.

Any receipts relating to purchases or expenses must be photographed before submission.

Receipts should then be uploaded through the Team Portal and posted through the designated letterbox where required.

Before leaving site, you must ensure all doors, trailers, vehicles, storage units and equipment have been secured correctly.

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# Client Complaints & Compensation

Where a client complaint, refund, compensation payment or financial loss arises as a result of negligence, misconduct or failure to follow company procedures, Vines Family Co reserves the right to investigate the matter and take appropriate action, including seeking recovery of associated costs where legally permitted.

All complaints must be reported to management as soon as possible.

No admission of liability should be made to a client without prior approval from management.

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# Liability

Full training, guidance and support are provided by Vines Family Co.

Vines Family Co is not responsible for accidents, injuries or losses resulting from negligence, misuse of equipment, failure to follow training, failure to follow food safety procedures or failure to follow company policies and procedures.

All team members are expected to exercise reasonable care when using company equipment, vehicles, trailers and machinery.

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# Final Reminder

As an Event Leader, you represent Vines Family Co at all times while working.

You are expected to maintain high standards of professionalism, customer service, food safety, cleanliness, presentation and communication.

By accepting work with Vines Family Co and confirming acceptance through the New Starter Form, Team Portal or any future company systems, you acknowledge that you have read, understood and agreed to comply with this Event Leader Agreement and any future updates issued by management.