Application Guidelines

The Saitama Marathon is looking for volunteers to help run the marathon. Let’s welcome runners with warm hospitality and help make the marathon a great success together! We welcome the participation of your family, friends, and colleagues. We look forward to your participation.

Click here to apply to volunteer.

If you are interested in applying to be a volunteer, please read the following application guidelines before applying.

Please note that applications cannot be accepted by postcard, telephone, fax, e-mail, or in person.

Out of service. Out of service.

If you are applying as a group, please create a “Group Membership List” before proceeding to the application form. (You will be asked to upload the “Group Membership List” data in the application form.)

group membership list

Competition and Activity Dates

February 12, 2024 (Mon/holiday)

Application period

Tuesday, August 29, 2023 (12:00) to Thursday, December 21, 2023 (23:59)

Admission Capacity

5,000 persons

If there are too many applications, we will hold a lottery. Please note that only those who will participate in the volunteer information session (only the winners) will receive an invitation to attend the meeting.

The number of openings is subject to change.

Application Unit* “Group Participation Privileges” are available based on the number of participants.

■Individuals (1)
Work with other volunteers.

■Groups (2-9 persons per group)
2 to 9 people who wish to participate in the same activity location and content.

■Groups (10 or more persons per group)
10 or more people who wish to participate in the same activity location and content

Application Requirements

■Those who are 15 years of age or older as of the date of the activity (excluding junior high school students; exceptions may be made for group or group participation). Exceptions may be made for groups or group participation.)

Activities for minors require written consent from a parent or guardian.

A consent form is only required for group/group participants who have an adult supervising them.

■Ability to work at the designated location and time on the activity date.

Activities will be prolonged and will be mostly standing.

The applicant must be able to participate in the volunteer information session designated by the Saitama Marathon Volunteer Secretariat (hereinafter referred to as the “Volunteer Secretariat”). The volunteers must be able to participate in the volunteer information session designated by the Saitama Marathon Volunteer Secretariat (hereinafter referred to as the “Volunteer Secretariat”).

■Native speakers of languages other than Japanese must be able to speak, read, and write Japanese on a daily basis.

■The volunteers must be able to participate in volunteer activities in compliance with the other precautions for volunteer participation set forth by the Volunteer Office.

Groups/organizations are required to select one representative to coordinate volunteer members.

Activity Area Map

Recruitment block, activity area, hours, and activities

Recruitment Block	Activity Area	Time (maximum estimated time of activity from the meeting)	Activities
Saitama (city) super arena	Saitama Super Arena (Main venue)	6:00 – 17:00	Baggage check, start lineup, Water supply for runners, course (roadside) organization, etc.
Shin-Toshin, Nakasendo, and Motomachi, Komaba	Shin-Toshin Area	7:30 – 13:00	Water supply to runners, Course (roadside) organization, distance markings, etc.
	Nakasendo Area	7:30 – 13:00
	Motomachi/Komaba Area	7:30 – 13:00
Komaba Athletic Park	Komaba Athletic Park (Finish line of the 8km section)	7:30 – 13:00	Baggage return, water supply for runners, etc.
Harayama, Nakao, Midori	Harayama/Nakao Area	7:30 – 15:30	Water supply to runners, Course (roadside) organization, distance markings, etc.
	Green Area	7:30 – 15:30
beautiful garden	Misono Area	7:50 – 15:00
Koshigaya (department store)	Koshigaya Area	8:10 – 14:30
Urawa, Chuo	Urawa Area	9:20 – 16:30
	Central Area	9:20 – 16:30

Scrollable

At the time of application, you will be asked to select your “1st to 5th choice” of available blocks. The decision on the activity area will be announced at the time of the Volunteer Information Session. Please note that due to the capacity of the block, you may be assigned to a block below or outside of your preference, and that we will not be able to cancel your application regardless of which activity area you are assigned to.

Activity hours vary depending on the activity and may be slightly earlier or later than the above hours.

Activities will be determined by the volunteer office.

Shuttle buses will be available for “Harayama/Nakao Area”, “Midori Area”, “Koshigaya Area”, “Part of Urawa Area” and “Part of Misono Area”.

Activities

The following is a partial list of activities, and you may be asked to cooperate in activities other than these.

• luggage storage

  

• water supply

  

• Organizing the course (roadside)

  

• distance indication

  

Supplied goods

Original staff wear
QUO CARD (500 yen)

No compensation, meals, or transportation will be provided.

Supplies will be provided at the volunteer orientation meeting.

If you are absent on the day of the activity, please return the supplied items. You will be responsible for shipping costs.

Supplied items are subject to change without notice.

About Staff Wear

As part of our commitment to the SDGs, we ask that you re-use them the next time they are used. We ask for your cooperation in storing the materials so that they will be available for the next time.

In the case of a group application
If each organization is willing to keep their own staff wear, they will receive a commemorative convention gift!

Group Participation Benefits

■Group A (group participation of 10 or more)

Special Offers

(1) Publication of “Organization Name” on the official website of the convention

■Group B (group participation of 20 or more)

Special Offers

(1) Publication of “Organization Name” on the official website of the convention
(2) Use stickers on staff wear to display “organization name”.

The Volunteer Office will make the sticker on the chest side.

Please make the sticker on the back side by each organization.

■Organization C (group participation of 30 or more)

Special Offers

(1) Publication of “Organization Name” on the official website of the convention
(2) Use stickers on staff wear to display “organization name”.

The Volunteer Office will make the sticker on the chest side.

Please make the sticker on the back side by each organization.

Free entry to the 4-hour team run section of the Saitama Marathon in Saitama Stadium (Sunday, November 19, 2011) (maximum 12 runners per team)

Applications must be received by Thursday, October 26, 2023.

One slot will be offered for every 30 people.

(4) One (1) free entry slot in the marathon section

One slot will be offered for every 30 people.

■Group D (group participation of 40 or more)

Special Offers

(1) Publication of “Organization Name” as a special cooperating organization on the official website of the convention
(2) Use stickers on staff wear to display “organization name”.

The Volunteer Office will make the sticker on the chest side.

Please make the sticker on the back side by each organization.

Free entry to the 4-hour team run section of the Saitama Marathon in Saitama Stadium (Sunday, November 19, 2011) (maximum 12 runners per team)

Applications must be received by Thursday, October 26, 2023.

One slot will be offered for every 30 people.

(4) One (1) free entry slot in the marathon section

One slot will be offered for every 30 people.

Volunteer Information Session

January 13 (Sat.), 14 (Sun.), and 20 (Sat. ), 2024
 Urawa Community Center
(11-1, Higashitakasago-cho, Urawa-ku, Saitama-shi, Saitama)
January 21, 2024 ( Sunday )
 Bunkyo University Koshigaya Campus
(3337 Minami-ogishima, Koshigaya City, Saitama Prefecture)

You are required to participate in one of the above days (about 2 hours) designated by the Volunteer Office.

Information on attending the volunteer information session will be sent by email or mail by late December.

In the case of groups or organizations, only the representative is required to participate.

The representative of the group or organization is requested to give a preliminary explanation to the members who will work together from the briefing session to the date of the activity, and to distribute supplies to the members.

The date, time, and venue of the briefing may be subject to change or addition.

Volunteer Schedule

Application
Applications open at noon on Tuesday, August 29.

↓arrow (mark or symbol)

■Volunteer Information Session

Information on attending the volunteer information session will be sent by email or mail by late December.

↓arrow (mark or symbol)

■ Attend a Volunteer Information Session

• January 13 (Sat.), 14 (Sun.) and 20 (Sat.), 2024
  Urawa Community Center
  (11-1, Higashitakasago-cho, Urawa-ku, Saitama-shi, Saitama)
• Sunday, January 21, 2024
  Bunkyo University Koshigaya Campus
  (3337 Minami-ogishima, Koshigaya City, Saitama Prefecture)

You are required to participate in one of the above dates (about 2 hours) designated by the Volunteer Office.

■Day of activity
The activities will take place on Monday, February 12, 2024 (holiday) in the respective activity areas.
Let’s make the convention exciting together!

Notes

Please read the following instructions if you wish to participate in volunteer activities.

Before application

• Cancellation after application due to personal reasons is not allowed.
• At the time of application, you will be asked to select your “1st to 5th choice” of available blocks. The decision on the activity area will be announced at the time of the Volunteer Information Session. Please note that due to the capacity of the block, you may be assigned to a block below or outside of your preference, and that we will not be able to cancel your application regardless of which activity area you are assigned to.
• Activity times vary depending on the activity and may be slightly earlier or later than the times given in advance.
• Activities will be determined by the volunteer office.
• Those who participate as runners on the day of the event are not eligible to apply for volunteer activities.
• The application form from the Internet is for computers or smartphones. Applications may not be accepted from cell phones other than smartphones.
• Please enter your e-mail address and mailing address correctly to avoid non-delivery of various notifications from the Volunteer Office.
  If you have set up a domain name to receive e-mails from ” “, “@s-kantan.com” and “@saitamasc.jp”, please disable this setting.
• If you do not receive a notification from the Volunteer Office, we will not confirm your registration.

After application

• Volunteer applicants will receive an invitation to participate in a volunteer orientation session by e-mail or mail. For those applying as a group or organization, participation information will be sent only to the representative.
• The notified briefing schedule, activity area, activities and participants cannot be changed.
• If you need to correct your address or other registration information, please contact the Volunteer Office.
• If you are unable to participate on the day of the activity due to unavoidable circumstances, please be sure to contact the Volunteer Office.

■Day of activity

• No late arrivals or early departures are allowed. Please be sure to arrive at the meeting time indicated and stay until the end of the activity.
• No proxy participation in volunteer information sessions or volunteer activities is allowed.
• There is no place to change clothes on the day of volunteer activities. Please come dressed in comfortable clothes in advance.
• On the day of volunteer activities, it is not permitted to wear clothing that is offensive to the law, public order, or morals, or that is inappropriate for a sporting event, such as clothing that makes runners or supporters feel uncomfortable or endangers them. If the organizers or the Volunteer Office deem the activity to be inappropriate on the day of the event, the volunteer may be asked to cancel the activity.
• There is no place to leave your luggage on the day of volunteer activities, so please keep it in your own safekeeping. The organizers and the Volunteer Office will not be responsible for any loss of valuables or luggage.
• The event is covered by indemnity insurance purchased by the organizer (at no cost to the individual). . In the event of an accident or injury, the insurance coverage will apply. Insurance coverage will be based on the terms of the contract, and will not apply in the event of failure to comply with the instructions of the organizer and the volunteer secretariat or in the event that it is deemed inappropriate.
  Death: 1,000,000 yen
  Residual disability: 4-100% of ¥1,000,000
  Inpatient/outpatient medical coverage: Amount of coverage varies depending on the number of days of inpatient/outpatient hospitalization.
• The organizers reserve the right to publish images, photographs, articles, and records of volunteer activities on television, newspapers, magazines, and the Internet, as well as the right to use the organizer’s name in the official program and other media prepared or published by the organizers. In addition, the names of the volunteers may be published in the official program of the event and other media prepared or released by the organizers.
• The tournament may be covered by various media outlets, and may be broadcast on television and streamed on the Internet.
• If you do not comply with these precautions or other rules for volunteer activities set forth by the event, or if you cause trouble for other volunteers or interfere with the operation of the event, or if the organizers and event management staff deem your activities to be unsuitable, you may be asked to stop your activities.

Handling of Personal Information

The organizer and the volunteer secretariat recognize the importance of personal information and will handle personal information as follows in accordance with the Act on the Protection of Personal Information and related laws and regulations.

Personal information handled
Name, date of birth, address, phone number, email address, emergency contact name and phone number

■Purpose of Use
In order to ensure the smooth running of the Saitama Marathon, the organizers and the Volunteer Secretariat will acquire personal information by fair and appropriate means and use it within the scope indicated below.

• Confirmation and communication of volunteer activity applications, communication of activity details, communication of information sessions, management of attendance and absences, delivery of related materials, and confirmation of registration information.
• Requests for questionnaires and reports for the purpose of facilitating volunteer activities
• Notification of relevant information for the purpose of improving services to volunteer activity participants, announcements from the volunteer office, information on the next convention, and other events related to the organizer.

■When providing the information to a third party

• When requested by the insurance company of the compensation insurance taken out by the organizer to provide the information
• When the management company of the facility to be used is required to submit a list of names for entry control when holding an explanatory meeting for security or disaster prevention reasons.
• When it is necessary to submit the information to related businesses and contractors within the scope of volunteer management

About the right to name

The right to use the name “Saitama Marathon” is granted only to official sponsors.

No naming rights are granted to organizations participating in volunteer activities. Please understand this in advance.

The use of the “Saitama Marathon” name or trademark by organizations participating in volunteer activities for advertising or PR purposes is prohibited.

However, this does not apply to items that have been approved by the organizer.

Example: ✖00 Corporation supports “Saitama Marathon

Contact Us

Saitama Marathon Volunteer Office
1-9-6 Higashi-Ikebukuro, Toshima-ku, Tokyo 170-0013, Japan
TEL: 03-6912-5075 Hours: Weekdays/10:00 – 17:00 (except Saturdays, Sundays and holidays)
E-mail: