Information on the orientation

We will be conducting orientation sessions, which include interviews, aimed at enabling participants to gain a sense of the atmosphere of the Olympic and Paralympic Games and to enhance teamwork.
From late January, we will be sending notifications to the e-mail addresses registered in Step 2 of the application form, and each applicant will be required to attend one orientation session, which will last for approx. 90 minutes ~ two hours.

Notice regarding Orientation Sessions

Please beware of phishing and other cybercrime sites

There are increasing incidents where users are guided to fraudulent websites by clicking on a link contained in an email or a social media site.
Please make sure not to accidentally access a fraudulent website on the Tokyo 2020 Games Volunteer My Page.
We recommend that you access your My Page from this website or you bookmark the My Page URL (https://volunteer.tokyo2020.org/).

Procedure prior to the orientation session

  1. An e-mail entitled ‘request to reserve a place on the ◇◆Tokyo 2020◆◇orientation session at (name of venue)’ will be sent.
  2. Please follow the instructions contained in the e-mail and reserve a place for your preferred date.
  3. An e-mail will be sent to you before your preferred orientation session detailing the procedure for the session for the appointed day.
  4. Please ensure you arrive on time at the venue at which your orientation session will take place.

* please note that you will not be permitted to enter the venue ten minutes after the session has begun.
* please also note that you will unable to enter the venue until 30 minutes before the session is due to begin.


Procedures for making a reservation for your orientation session (PDF:563KB)

Prior confirmation of attendance at orientation session

The following points will be checked at the orientation session.
Please ensure you complete these points before attending the session.

  • Proof of identity (Step 1 of the application form)

Log-in to My Page and click on ‘input and editing of application form’. Please check to ensure that there are no errors in the information you have input.
If you have not yet input required data, please ensure you complete all items relating to the proof of identity.
For the items ‘family name’ and ‘given name’ included in Step 1 of the application form, please use the same ‘family name’ and ‘given name’ as stated on the document you are using as your proof of identity.

One of the following documents must be shown as proof of identity.

  • Photograph for Step 1 of the application form

If all conditions regarding photographs have not yet been completed, please obtain a portrait photo of yourself, log-in to My Page and click on ‘input and editing of application form’, and change your photo on the item ‘photo registration and alteration’.

Please see below for image data requirements.
File format: JPG, JPEG, PNG, or BMP
File size: 50KB – 5MB

Digital Photograph Specifications

Basic requirements

  • Minimum of 480 pixels (width) and 600 pixels (height) after cropping the photo on the system;
  • JPEG (.jpg or .jpeg), Portable Network Graphics (.png) or Bitmap (.bmp) format
  • File size between 50 KB (kilobyte) and 5 MB (megabyte)
    ※Recommended size: between 50 KB (kilobyte) and 5 MB (megabyte)

Glasses and head coverings

  • You should not wear hats, large headbands/hair accessories, wigs, or other head-coverings (except for religious or medical reasons)
  • When a head-covering is worn for religious reasons, it must not obstruct your face line
  • The facial features from the bottom of the chin to the top of the forehead and both edges of the applicant’s face must be clearly shown
  • If you normally wear glasses then they can be worn, however the frames of the glasses should not cover any part of their eyes (glasses with heavy frames should be avoided)
  • Sunglasses and glasses with tinted lenses must not be worn

Photograph quality

  • Your photograph should not be edited or digitally altered in any way to improve appearance
    (including application of filters, adjustment/removal of backgrounds, adjustments to brightness/contrast, etc.)
  • Your photograph should be cropped to meet the dimension and style requirements outlined in this
    document and should not be squashed or stretched in such a way that the dimensions of the face are distorted

Expression

  • You should have a neutral facial expression, and their mouth closed;
  • You should have your eyes open and clearly visible
  • Your hair must not cover the eyes
  • You should not wear coloured contact lenses
  • You should stand/sit facing square to the camera, looking directly at the camera without tilting the head
  • Your full face must be visible

Style and lighting

  • You be the only person in the photograph
  • The photograph should show recent likeliness of the applicant; they should be taken within the last six months
  • Your photograph should have a plain white or light-coloured background
  • Your photograph should be in colour (not black and white)
  • Your photo photograph should not have reflections from the camera’s flash on the applicant’s face or glasses
  • The applicant’s face should take up 70–80% of the photograph
Approved Rejected Reason for rejection
Applicant must not have anything covering their eyes (sunglasses)
Applicant must face forward and not portrait style
Photograph must not be squashed or stretched so that the applicant’s face is distorted
Photograph must be in high resolution (should not be ‘pixelated’)
Applicant must have a neutral facial expression and mouth closed
Approved Rejected Reason for rejection
Applicant must be the only person in the photograph
Applicant must look into the camera
Photograph must be taken with uniform lighting, free from shadows, showing skin tones naturally
Photograph must not have filters or be digitally altered (enlargement of eyes)
Applicant must not have anything covering their eyes (hair)
Approved Rejected Reason for rejection
Photograph has been overexposed
Background must be white or light coloured
Applicant should have eyes open
Applicant’s face should take up 70–80% of the photograph
The photograph on the right side is the most common bad example that people tend to submit.
Please make sure to take a photograph that meets all requirements mentioned in this document.

Items to bring with you on the day of the orientation session

  • Proof of identity selected during registration
  • Writing materials
  • An item that can be used to confirm the barcode displayed on My Page

Schedule for orientation sessions

Dates (all dates are 2019) Prefecture Name of venue
From 9 Feb Tokyo TOKYO SPORTS SQUARE (to be held on five days each week during stated dates)
20–21 April Sapporo, Hokkaido Sapporo Social Welfare Center
4–5 May Rifu, Miyagi Prefecture Rifu Town Office(Pear Pal Rifu)
12–13 May Fukushima City, Fukushima Prefecture Active senior center
25–26 May Kashima City, Ibaraki Prefecture Kashima Sports Center
8–9 June Izu City, Shizuoka Prefecture Ikiiki Plaza
15–16 June Gotemba City, Shizuoka Prefecture Gotemba Civic Hall
28–30 June Nagoya City, Aichi Prefecture Aichi Civil Service Personnel Training Institute
6–7 July Toyama City, Toyama Prefecture Toyama City Gymnasium
12–16 July Osaka Osaka Social Welfare Guidance Center
20–21 July Hiroshima Hiroshima City International House
27–28 July Fukuoka Fukuoka City Hall
  • * Please note that the above-stated schedules may be subject to change
  • * Orientation sessions for persons residing outside of Japan will be conducted by video call between March and July 2019