Company-Approved Activities and Waiver Procedures – ZenCX

Our organization encourages employees to participate in various company-approved activities that promote teamwork, wellness, and professional development. This guide outlines which activities require a waiver, how to submit requests to participate, and the process for obtaining waiver forms when necessary.

1. Overview of Company-Approved Activities

Activities That Do NOT Require a Waiver

These activities are considered low-risk and generally do not need additional documentation:

Online training sessions and webinars
Team meetings and brainstorming workshops
Volunteer events with minimal physical activity (e.g., community clean-up)
Office social gatherings and celebrations
Company-sponsored group discussions and book clubs

Activities That REQUIRE a Waiver

Some activities involve physical exertion, higher risk, or off-site participation. For these, a signed waiver is mandatory before participation:

Outdoor team sports (e.g., soccer, basketball, volleyball)
Fitness challenges and exercise classes (e.g., yoga, CrossFit sessions)
Adventure and recreational activities (e.g., hiking, ropes courses, ziplining)
Company-sponsored travel and overnight trips
Use of specialized equipment (e.g., climbing gear, boats, bicycles)

2. How to Submit a Request for an Activity

Before participating in any company-approved activity, employees should follow the steps below to ensure proper approval and planning:

Step 1: Identify the Activity

Confirm whether the activity you wish to join is listed in the company-approved activities. If unsure, consult your department manager or HR representative.

Step 2: Submit an Activity Request

Complete the Activity Request Form available on the company intranet or from your HR department.
Provide details such as activity name, date, location, and any special requirements.
Include the names of all individuals attending and their department or team affiliation.
Submit the form at least two weeks prior to the activity date to allow for adequate review and preparation.

Step 3: Await Approval

Your request will be reviewed by the relevant supervisor and HR team. You will be notified via email once your participation is approved.

3. How to Request a Waiver Form

If your chosen activity requires a waiver, follow these steps to obtain and submit the required documentation:

Step 1: Indicate Waiver Requirement on Activity Request

When submitting your Activity Request Form, check the box indicating that a waiver is required for your selected activity.

Step 2: Receive Waiver Form

Upon approval, you will be sent an electronic waiver form via email or provided a physical copy by your HR representative.

Step 3: Review and Sign

Carefully read all terms and conditions outlined in the waiver.
Sign and date the waiver. If you have questions about the waiver content, contact HR for clarification.

Step 4: Submit Waiver

Return the signed waiver to HR by email or in person at least five business days prior to the activity date.

Step 5: Confirmation

You will receive a confirmation once your waiver has been processed successfully. Participation in the activity will not be permitted without a completed waiver on file.

Additional Notes

Minors or employees under certain health restrictions may require additional approvals.
Participation in some high-risk activities may be limited or require additional safety briefings.
Keep copies of all submitted forms for your records.

For further assistance, please contact your HR department or activity coordinator. Staying informed and completing all necessary steps ensures a safe and enjoyable experience for everyone involved.