Watering Roots Inc

Watering Roots is a nonprofit fundraising organization with a mission to provide fundraising opportunities to families so that children can participate in youth performing arts and sports. 

While Watering Roots does not designate members in accordance with section 3.01 outlined in its bylaws, we collaborate with families who volunteer their time and efforts. 

Watering Roots is solely managed and operated by its current Executive Board of Directors. 

All funds raised and donated are designated solely for the tax-exempt purposes of Watering Roots. 

The Watering Roots Executive Board of directors exclusively retains the authority to decide how all donations are utilized.

Eligibility for donations requires that the funds be raised on behalf of a person who is under the age of 21 and actively participating in a performing art or sport.

Watering Roots does not directly provide money, goods, or services to individuals.

These rules may be revised or modified at any time by the current Board of Directors.

General Guidelines:

Once the required Family Information form is completed, this agreement will be shared with the primary parent.

To begin volunteering with Watering Roots, a parent or guardian must complete the Family Information form and sign this agreement. We also request each family to make an Annual Family Donation, due at the time of application and by January 1st each following year.

Each completed Family Information form will be recorded as a distinct family unit. Family units include only individuals who reside in the household, either full-time or part-time.

Families that choose not to return to Watering Roots by January 1st will forfeit their ability to volunteer within Watering Roots, and any outstanding donations.

Individuals must volunteer with the intention of raising funds for youth sports and performing arts programs. 

Watering Roots determines what funds families will receive for the fundraising efforts they contributed.

Donations: 

Donation requests must be limited to expenses directly related to the designated youth’s participation in the specified arts or sports activity. All requested items must be purchased with the intent of being used by or for the child within that activity. Items should not be purchased for others or used primarily outside of the child’s arts or sports program.

Watering Roots will not issue donations requested for the following items (but not limited to): food, alcohol, gas, spectator tickets, or merchandise purchased for anyone other than youth athlete(s).

Individuals are required to submit their request through Google Forms.

All donation requests must include a detailed receipt or invoice.

Watering Roots will review your request within 10 business days. 

The approved request will be processed within 14 business days. 

Reimbursement donations must be submitted within 6 months of the purchase date. 

Families not returning to Watering Roots the following year should not submit requests after December 31st. 

Watering Roots retains the authority to deny any request that appears dishonest or lacks sufficient information. You will be notified if your request is denied. 

Please note that the Watering Roots board may not be available to process donation requests or respond to non–event day communications during major holiday weeks. Recognized holidays include Easter, Independence Day, Thanksgiving, Christmas, and New Year’s Day. Should additionally processing time be required outside of these periods, Watering Roots will provide formal notification of temporary unavailability via Band.

Privacy: 

Details of request will remain confidential. Access is limited to the Board of Directors and parents.

Volunteers understand and agree: 

- Treat all other volunteers and the Watering Roots Board of Directors with respect. 

- Follow all venue rules at which Watering Roots is signed up to fundraise, including dress code. 

- Join Band. 

All Band members should use their first and last name. Volunteers’ bio is required to read “WR- Primary Parent Name”. Without this information in the volunteer’s bio, donation requests cannot be processed. Any volunteers under the age of 18 must have (Y) next to their name to indicate young individuals who are not of age to serve alcohol. 

While the Watering Roots general chat in Band is available for

questions, comments, and concerns, please help maintain a

respectful environment by refraining from profanity and accusatory language. For sensitive or complex discussions, we require a private group chat be created, including all Board Directors, to facilitate a civil and constructive conversation. 

Watering Roots Board Directors reserve the right to deny individual volunteer participation, regardless of eligibility, if it is in the organization's best interests. 

Watering Roots Board Directors reserve the right to deny, terminate and/or suspend Volunteers at their discretion.

Fundraising/Concessions Agreement

Signing up, Tardiness and Cancellations:

- Signing up for events will take place in the Watering Roots BAND app.

- Volunteers will be on a first come, first serve basis.

- Tardiness must be communicated through the Band app by commenting on the event you will be late to and providing an approximate arrival time at least 96 hours before the event. 

- After three instances of tardiness without prior notice, or arriving later

than the specified arrival time, a $25 fine will be applied and subsequently allocated to the General Fund for each additional occurrence thereafter. 

- Most fundraising venues require a 72-hour RSVP. To ensure Watering

Roots can efficiently operate our assigned stand(s), any volunteer

cancellations made within 96 hours to a scheduled group arrival time will

result in a $25 fine. If you are able to find a replacement, the fine will be waived.

- The waitlist does not serve as a replacement. For example, if a

volunteer withdraws from an event less than 96 hours before the

scheduled group time—even if a waitlist exists—they will still incur the

$25 cancellation fee.

- Volunteers who fail to attend a scheduled event they’ve signed up (‘no-show’) for will incur a $50 fee.

*Football games, Orange and Blue events, and Special Concerts at the University of Florida require a minimum 8-day RSVP. To ensure Watering Roots can effectively staff our assigned stand(s), any volunteer cancellations made within 9 days of the scheduled event will result in a $50 fee, and a no-show will incur a $100 fee. However, if you are able to secure a replacement who volunteers on your behalf of your family unit, the fee will be waived.

Emergencies deemed reasonable will be taken into account when reviewing tardiness and cancellations.

All events-

- All volunteers are required to arrive promptly at the designated 'group

time' provided for the event. 

- All volunteers must wear the designated venue uniform. (This typically

includes black pants (some venues allow black/khaki shorts), sneakers,

a company-issued shirt and a hat (note: some venues may charge for

the hat and/or shirt) . 

- Everyone is expected to contribute to event preparation beforehand and assist with cleaning up afterward. 

- Volunteers are expected to stay the duration of the event, this includes weather delays and overtime. Leaving before the conclusion of an event will result in the loss of fundraising credit. 

- It is asked that volunteers do not leave an event until they are officially released by a Watering Roots Director or their designated stand lead. 

- When Watering Roots is scheduled for multiple stands at a venue, the Board of Directors will assign volunteer locations. Assigned locations are non-negotiable. Refusal to work at the designated stand will result in forfeiting your fundraising time and consequently a loss of fundraising credit. (Placement with family or friends is not guaranteed).

- Breaks are not required when fundraising but will be given when possible. 

- All cash tips should be given directly to a Board Director or the designated stand lead at the end of an event. 

Liability Waiver

Acknowledgment and Assumption of Risk 

I, the agreed volunteer, along with my family, affirm that we have voluntarily chosen to participate in the referenced volunteer activity or program. I acknowledge that this participation may involve risks, including, but not limited to, physical injury, illness, property damage, or other potential hazards. We willingly and knowingly assume all such risks—whether known or unknown—including those arising from the negligence of the organization or others, and accept full responsibility for our participation. 

Release and Waiver of Liability 

In consideration of being permitted to participate in the volunteer activity or program, I hereby release, waive, discharge, and hold harmless Watering Roots, its officers, directors, and other volunteers (collectively referred to as the 'Released Parties') from any and all liabilities, claims, demands, actions, or causes of action of any kind, arising out of or related to any loss, damage, or injury, including death, that may occur to me or my property. This release applies whether such incidents arise from the negligence of the Released Parties or otherwise, while I am participating in the volunteer activity or program, or while present on the premises where it is being conducted. 

Indemnification 

I agree to indemnify and hold harmless the Released Parties from any loss, liability, damage, or costs, including court costs and attorneys’ fees, that they may incur as a result of my participation in the volunteer activity or

program, whether arising from the negligence of the Released Parties or otherwise. 

Medical Treatment 

In the event that I require medical treatment while participating in the volunteer activity or program, I authorize Watering Roots Inc., its representatives, or designated personnel to seek medical assistance on my behalf. I understand that any medical care obtained will be at my own expense unless otherwise covered by my personal health insurance. I release and hold harmless Watering Roots Inc. and its representatives from any liability arising from the administration of medical treatment. 

Photographic Release 

I grant permission to Watering Roots Inc., its representatives, and authorized personnel to capture and use photographs, videos, or other media of me during my participation in the volunteer activity or program. I understand these images may be used for promotional materials, social media, website content, or other purposes related to the organization's activities. I waive any claims to compensation or ownership of the media and release Watering Roots Inc. from any liability related to the use of these images. 

This Waiver and Release Agreement shall be governed by and construed in accordance with the laws of the State of Florida. If any provision of this Agreement is deemed unenforceable, the remaining provisions shall remain valid and fully effective.