Frequently Asked Questions

 

Q.01　 Can I inquire about volunteer opportunities by telephone?

A.01　 We accept inquiries by email only.

*Please put ""Volunteer Recruitment for World Athletics Championships"" as a title of the email.

*Email: info(at)WATokyo25Volentry.com (*Please replace (at) with @)

*Please note that it may take some time to reply depending on the nature of your enquiry. Please note that we can only reply on weekdays.

 

Q.02　 Can I apply by post?

A.02　 We can only accept applications via the official volunteer website.

 

Q.03　 Are volunteer participants decided on a first-come first-served basis?

A.03　 Volunteers are not chosen on a first-come first-served basis. In the event of a large number of applicants, recruitment decisions will be based on requests for specific activities, locations and the number of days the candidate is available for.

 

Q.04　 When is the application deadline?

A.04　 The deadline is Monday, 16 December at 12:00pm JST.

Please apply as early as possible as we expect a high website traffic closer to the deadline.

 

Q.05  When applying, it says I need to register my email address, can I use the same email address to register family members too?

A.05　No, you must register an email address for each individual applicant.

 

Q.06　 Is there anything I need to prepare before starting my application?

A.06　 Yes. We require all participants to upload an ID photo so please ensure to prepare one in advance. Both color and black-and-white photos are acceptable, as are photographs taken with a smartphone or digital camera. Please note that the data size must not exceed 10MB and must be either JPEG or PNG format. The photo must be taken within the last six months and have no boarders. Ensure that in the photo you are facing the camera with no shadows or face coverings. Secondary use of official ID photographs such as passports and driver's licenses is not allowed.

 

Q.07　 What should I do if an error occurs when filling in the application form?

A.07　 If an error occurs, please change device (e.g. tablet to PC) or browser and try re-entering your information.

 

Q.08　 I entered my e-mail address but I did not receive an auto-reply e-mail with the application form link. What should I do?

A.08　 (1) Please set up your email settings so that you can receive emails from the volunteer entry enquiry desk.

(2) If you do not receive any emails in your normal folder, please check your spam folder.

(3) If you do not receive the application form link please re-enter your email address.

 

Q.09   How can will I know if my application is complete?

A.09   After completing your registration, you will receive an automatic reply with the details of your application. This completes your application. Please keep this email safe as it will not be resent.

 

Q.10  Can I inquire about or check the details of my application after it has been completed?

A.10  After completing your registration, you will receive an auto-reply email with the details you entered so please ensure everything is correct.

 

Q.11　Can I amend my application during the application period?

A.11　It is possible to amend your application during the application period. If you wish to amend, please send your name, date of birth and telephone number to the Volunteer  Enquiry Desk email address with the changes you wish to make.

 

Q.12　 Is it possible to amend my application after the application period?

A.12　 It is not possible to amend your application after the end of the application period.

If you need to amend any details, please send your amendment to below the Volunteer Enquiry Desk email address before the application deadline. Please put "Amendment of application" as the email title.

 

Q.13　 Will there be future opportunities available after the application period?

A.13　 No additional opportunities will be available so please apply before the deadline.

 

Q.14 　What should I do if I want to withdraw my application?

A.14 　 Please contact info(at)WATokyo25Volentry.com (*Please replace (at) with @) with your name, date of birth and telephone number with the title as ‘Application Withdrawal’. You will receive an email confirming your application withdrawal when accepted.

 

Application requirements/supplies

 

Q.01　 On what criteria are recruitment decisions made?

A.01　 We cannot give details about which criteria is used for recruitment. We are also unable to reply about the reasons for accepting/rejection individual applications.

 

Q.02　 How and when will I be informed if my application is successful?

A.02　Successful candidates will receive an email notification to their registered email address around March 2025.

 

Q.03　 What if I am not sure if I can coordinate my schedule?

A.03　 We ask all candidates to participate in volunteer activities for at least seven days and will take individual schedules into account.

 

Q.04　 Are volunteer referees recruited?

A.04　 Competition officials will be commissioned through the JAAF.

Any roles involved in the administration of the competition will be recruited through the Tokyo Athletics Association and the Kanto Student Athletics Federation.

Those who will support the event other than those mentioned above will be recruited as volunteers (e.g. operational support).

 

Q.05　 Are volunteers who work in specialised fields be recruited (e.g. hairdressers, nurses etc.)?

A.05　 The World Athletics Championship Tokyo 2025 Volunteer Programme does not plan to recruit volunteers in specialised fields.

 

Q.06　 I will not be 18 years of age by 1 April, 2007. Can I still apply?

A.06　 We are sorry, but we cannot accept applications from those who do not meet entry requirements.

 

Q.07　 Is there an upper age limit for volunteers?

A.07　 Of course not!

 

Q.08　 Can someone born on 1 April 2007, apply?

A.08　 Yes! People born on or before April 1, 2007 are able to apply. Those born on or after April 2, 2007, are not eligible.

 

Q.09　 Are there any nationality requirements?

A.09　 No, we accept applications from all nationalities as long as you meet the entry requirements.

 

Q.10　 What type of residence status is required for volunteering?

A.10　 Candidates with Japanese residency, short-stay visas, and those from visa exempt countries and regions are able to apply for volunteer opportunities. Visa exemptions are available for 71 countries and regions as announced by the Japanese Ministry of Foreign Affairs. Those from countries/regions that are visa exempt should obtain a short-stay visa (for tourism purposes) before entering Japan.

For more information, please refer to the website of the Japanese Ministry of Foreign Affairs.

http://www.mofa.go.jp/j_info/visit/visa/index.html

 

Q.11　 Can I apply even if I don't speak Japanese?

A.11　 Yes, given that you meet all other entry requirements.

 

Q.12　 Do I need to be able to speak any specific languages to apply?

A.12　 No, but depending on the activities, you might need to speak English, Japanese or another language. Please ensure to submit your language skills when you apply.

 

Q.13　 Can I apply if I have physical disabilities?

A.13　Yes, you can apply for a volunteer position if you have a physical disability as long as you meet the requirements. However, if your condition requires assistance, your caregiver will also need to register as a volunteer.

 

Q.14　 What happens if I cannot participate in the onsite training sessions?

A.14　 We recommend attending in-person to the on-site trainings. However, for those who are unable to attend due to unavoidable reasons, we will also offer online training. Further details will be provided at a later date.

 

Q.15　 Is participation in the trainings mandatory?

A.15　 Yes, you need to participate in all the training sessions (if a candidate is unable to attend on-site training due to unavoidable reasons, we can will take this into consideration). If you are unable to attend online training, you may be considered to have withdrawn from your volunteer duties.

 

Q.16　 Caregiver is participation in the trainings mandatory?

A.16　 Yes, you need to participate in all the training sessions (As for on-site training, we can take unavoidable reasons into consideration). If you are unable to attend, you may be considered to have withdrawn from participating as a volunteer. Thank you for your understanding in advance.

 

Q.17　 How many pieces of uniform will I receive, and do I need to return the uniform and other provided items after the Championships?

A.17　 Volunteers will receive at least two polo shirts, two pairs of trousers. Please keep them as souveniors to remember your time at WCH Tokyo 25!

 

Q.18　 Can I choose the size of my uniform? Can the size be changed after my application?

A.18    You will be asked for your approximate size at the time of application. It is not possible to change the size after application. Also, please note that it may not always be the size you want.

 

Q.19   Unfortunately I am no longer able to volunteer, but I received the uniform. What should I do?

A.19    Please send back your uniform to WCH Tokyo 25 at your own cost.

 

Q.20　 The recruitment guidelines state that food and drink or food and drink equivalents will be provided on the day of the activity, but is there a specific venue where this will be provided?

A.20　 Food and drink will be provided either by packed lunches or prepaid cards, depending on the venue.

 

Q.21   For how many hours of activity are meals provided?

A.21   Meals will generally be provided for activities lasting at 6 hours or more.

 

Q.22　 Do I need to get the insurance when volunteering? What is the scope of volunteer insurance?

A.22   Volunteer insurance will be taken out by the WCH Tokyo 25 Local Organizing Committee. Insurance coverage is based on the content of the contract and will mainly cover injuries during volunteer actitvites. Insurance cannot be applied in the event of failure to comply with the organisers' instructions and for any conduct deemed inappropriate by the LOC.

 

Q.23　 Does Tokyo 25 LOC arrange or provide assistance for accommodation?

A.23    Please arrange your own accommodation. Tokyo 25 LOC cannot offer assistance for accommodation.

 

Activities

 

Q.01　 When will the activities, days and times be decided?

A.01   Information on activities, dates and times will be notified around May 2025.

 

Q.02　 Can my volunteer activities be different to what I requested?

A.02   The location and the activities will be decided by Tokyo 25 LOC, and we might not be able to meet your request.

 

Q.03　 Can I drive to the training session or activity venues?

A.03　 We strongly advise you to use public transportation. It's the most convenient and time-efficient way to get to somewhere in Tokyo.

 

Q.04　 Do I need to present any ID to verify my identity?

A.04　 We are considering asking you to present your ID for identification purposes during training and other events. Please note that you may be asked to provide a copy of your ID card before participating in volunteer activities.

 

Q.05　 What should I wear during activities?

A.05　 You must wear provided uniform including shoes during the whole activity period.

 

Q.06　 I would like to be a volunteer leader. How can I apply?

A.06　 When recruiting, you will be asked to tick whether you are available to be a team leader. We will ask those who have ticked the box to take on a leadership role, based on their experience as a volunteer leader, the location of the activity, the nature of the activity, etc. Please note that we may not be able to meet your request.

 

Q.07　Do you take into account applicants languages skills and qualifications when determining their roles and location?

A.07　 Yes, we may use this information as a reference when deciding on which roles and locations best suit individual applicants.

 

Q.08    A question in the application form asks ‘would you like to drive a vehicle during the event?’. Will I actually have the opportunity to drive during the volunteer activities?

A.08  　There is a possibility that you may be given a driving role at the Japan National Stadium, transporting non-athletes and other event officials.

 

Q.09   Can I watch the competitions during breaks or after I’ve finished my duties?

A.09   Unfortunately you will not be able to watch the event with volunteer accreditation.  But if you have purchased ticket, you can certainly watch the competitions after your duties are finished for the day. However, we won't be able to accommodate requests to schedule your activities to allow for this to happen.

 

Q.10　 Is it possible to take photos during activities and post them to social media?

A.10　 You may post images as long as they were taken in areas that are accessible to the general public. However, please ensure that your activities are not disrupted and that you take into consideration the image rights of the people you are photographing.