VOLUNTEER TASKS

BRIEF DESCRIPTION OF THE VOLUNTEER ROLES

Fri 20:00-22:00

Position Objective Duties Requirements
Preparation Venue set up – Table and chair set up
– Platform set up
– Team number, chip, team number, etc.
– move equipments
– unload stuff from the van/truck.
none

Sat 7:15 – 9:30

Position Objective Duties Requirements
Team registration & Venue guide – Managing from smooth welcome and registration to safety start for the participants
– Guiding participants inside & outside the venue
– Work as the registration desk, group start handler and safety guidance – Need to be energetic: greeting, high-five
– Main task is to interact with teams
– Must arrive by 7:15 on day of event for briefing with entrance Leaders
MC’s – Event MC in the morning at the venue
for managing participants in order to
follow the event agenda properly
– Will work with music coordinator to entertain participants and give out information in between songs – Must be energetic and try to engage and interact with participants waiting during registration period (8:15-8:45)
– Must be bi-lingual with one person focusing on Japanese and
the other with English
– Must arrive at 7:15 for briefing with music coordinator
Music Coordinator – Making the people in the venue excited with nicely selected music – Organises music for registration period (8:15-8:45)
and block release (9:00-9:30)
– Must arrive at 7:15 for briefing with MC’s
– Music must be decided beforehand
Interpreter – To interpret the words of the speaker at the Opening Ceremony – Interprets speeches for opening ceremony
(Consecutive way of interpretation)
– Must be energetic and try to engage and interact with participants waiting during registration period (8:15-8:45)
– Must be bi-lingual with one person focusing on Japanese and the other with English
– Must arrive at 7:15 for briefing with music coordinator
Photographers – Taking photos or videos of teams & volunteers’ for good memories record & archive – Taking photos or videos of registrations, volunteers, teams
– Interviewing teams, volunteers, and VIP’s during registration period
– Photos/video and interviews: –
Teams from sponsoring companies
Teams in costumes
Volunteers
– Taking photos and filming atmosphere of Yamathon
– Must arrive at 7:15 for a briefing with Zain & Masaki
– Needs to capture the essence of Yamathon with both
photos and videos
– Need to wear ‘MEDIA’ team number
– Need to bring own camera + Memory card(s)

 

14:00 – 18:30

Position Objective Duties Requirements
Afternoon finish line volunteers/Venue guides – To guide finishers for safe finish
– To record the most accurate time
– To collect all chips and GPS devices
– to check photos from teams
– To calculate time/ranking and announce to teams
– To provide ice cream and support other venue attractions
– Greet, give crapping and cheer for the finishers to get best finishing experiences
– All greeters must shout out the number of the finishing team to the finish time recorders
– As finishing teams enter the finish line, finish time recorders must record the finish time.
– Make sure all the devices get returned at the desk
– Give a big smile and hand ice cream to the finishers
– Need to give excitement and
– Big cheers
– Good IT skills
– At least 1 bi-lingual person
-1 MC must be bi-lingual
Medical check – to quickly assess if a member of a team  needs water, food or any medical attention – Qualified doctor or nurse
– bi-lingual if possible
– Must have a plan of action in case of an emergency
Official photographers – to take official finishing photos at sponsorboards
– to take photos around the venue
– to take photos around the Yamanote Line
Social Media team – To maintain a connection with teams
during the event
– To update and post of the teams on the net while they are walking
– Post photos from photographers
– Provide the best SNS experiences for the teams
– Experience using social media a must
Other works – To keep teams energetic by providing
free ice cream
– To help Hospice attract teams to their event space
– Energetic volunteers to provide ice cream to teams
– Energetic volunteers to encourage teams learn more about organization we help
– Need to be energetic (Students would be a good fit for this role)

 

18:00 – 22:00

Position Objective Duties Requirements
Evening finish line support/Venue guide – To guide finishers or safe finish
– To record the most accurate time
– To collect all chips and GPS devices
– To check photos from teams
– To calculate time/ranking and announce to teams
– To provide ice cream and support other venue attractions
– All greeters Must shout out the number of the finishing team
– Record times, calculate rankings, announce ranking
– Make sure the chips and GPS devices are returned
– Congratulate finishing teams and encourage full-
Yamathon teams to continue
– Need to give excitement and
– Big cheers
– Good IT skills
– At least 1 bi-lingual person
-1 MC must be bi-lingual
Official photographers – To take official finishing photos at sponsorboards
– To take photos around the venue
– To take photos around the Yamanote Line
– Must have a professional camera
– the camera Must have flash equipment (if they do not have a flash, we can rent one)
– Provide special media bibs and vests
Social Media team – To maintain a connection with teams
during the event
– To update and post of the teams on the net while they are walking
– Post photos from photographers
– Provide the best SNS experiences for the teams
– Experience using social media a must
Other works – To keep teams energetic by providing
free ice cream
– To help Hospice attract teams to their event space
– Energetic volunteers to provide ice cream to teams
– Energetic volunteers to encourage teams learn more about organization we help
– Need to be energetic (Students would be a good fit for this role)

 

Mejiro 10:00 – 13:30

Position Objective Duties Requirements
Half Yamathon finish volunteers – To greet half-yamathon finishers 
– To collect all chips and GPS devices
– Record times of Half-Yamathoners & give ranking
– Greet, give crapping and cheer for the finishers to get best finishing experiences
– All greeters must shout out the number of the finishing team to the finish time recorders
– As finishing teams enter the finish line, finish time recorders must record the finish time.
– Make sure all the devices get returned at the desk
 – Need to be energetic
(Students would be a good fit for this role)
– May use pom-poms and cowbells
– Good IT skills (for time record)
– Must record the teams of those who lost or damaged their chips
– Need to be energetic when announcing half-Yamathon rankings
Photographers – Take official half-Yamathon finishing photos – Takes photos of half-Yamathon finishers – Must have a professional camera
– the camera Must have flash equipment (if they do not have a flash, we can rent one)
– Provide special media bibs and vests

 

Mejiro 13:00 – 17:00

Position Objective Duties Requirements
Half Yamathon finish volunteers – To greet half-yamathon finishers 
– To collect all chips and GPS devices
– Record times of Half-Yamathoners & give ranking
– All greeters Must shout out the number of the finishing team
– Record times, calculate rankings, announce ranking
– Make sure the chips and GPS devices are returned
– Congratulate finishing teams and encourage full-
Yamathon teams to continue
 – Need to be energetic
(Students would be a good fit for this role)
– May use pom-poms and cowbells
– Good IT skills (for time record)
– Must record the teams of those who lost or damaged their chips
– Need to be energetic when announcing half-Yamathon rankings
Photographers – Take official half-Yamathon finishing photos – Takes photos of half-Yamathon finishers – Must have a professional camera
– the camera Must have flash equipment (if they do not have a flash, we can rent one)
– Provide special media bibs and vests

 

BRIEF DESCRIPTION OF THE VOLUNTEER ROLES

Fri 20:00-22:00

Position Objective Duties Requirements
Preparation Venue set up – Table and chair set up
– Platform set up
– Team number, chip, team number, etc.
– move equipments
– unload stuff from the van/truck.
none

Sat 7:15 – 9:30

Position Objective Duties Requirements
Team registration & Venue guide – Managing from smooth welcome and registration to safety start for the participants
– Guiding participants inside & outside the venue
– Work as the registration desk, group start handler and safety guidance – Need to be energetic: greeting, high-five
– Main task is to interact with teams
– Must arrive by 7:15 on day of event for briefing with entrance Leaders
MC’s – Event MC in the morning at the venue
for managing participants in order to
follow the event agenda properly
– Will work with music coordinator to entertain participants and give out information in between songs – Must be energetic and try to engage and interact with participants waiting during registration period (8:15-8:45)
– Must be bi-lingual with one person focusing on Japanese and
the other with English
– Must arrive at 7:15 for briefing with music coordinator
Music Coordinator – Making the people in the venue excited with nicely selected music – Organises music for registration period (8:15-8:45)
and block release (9:00-9:30)
– Must arrive at 7:15 for briefing with MC’s
– Music must be decided beforehand
Interpreter – To interpret the words of the speaker at the Opening Ceremony – Interprets speeches for opening ceremony
(Consecutive way of interpretation)
– Must be energetic and try to engage and interact with participants waiting during registration period (8:15-8:45)
– Must be bi-lingual with one person focusing on Japanese and the other with English
– Must arrive at 7:15 for briefing with music coordinator
Photographers – Taking photos or videos of teams & volunteers’ for good memories record & archive – Taking photos or videos of registrations, volunteers, teams
– Interviewing teams, volunteers, and VIP’s during registration period
– Photos/video and interviews: –
Teams from sponsoring companies
Teams in costumes
Volunteers
– Taking photos and filming atmosphere of Yamathon
– Must arrive at 7:15 for a briefing with Zain & Masaki
– Needs to capture the essence of Yamathon with both
photos and videos
– Need to wear ‘MEDIA’ team number
– Need to bring own camera + Memory card(s)

 

14:00 – 18:30

Position Objective Duties Requirements
Afternoon finish line volunteers/Venue guides – To guide finishers for safe finish
– To record the most accurate time
– To collect all chips and GPS devices
– to check photos from teams
– To calculate time/ranking and announce to teams
– To provide ice cream and support other venue attractions
– Greet, give crapping and cheer for the finishers to get best finishing experiences
– All greeters must shout out the number of the finishing team to the finish time recorders
– As finishing teams enter the finish line, finish time recorders must record the finish time.
– Make sure all the devices get returned at the desk
– Give a big smile and hand ice cream to the finishers
– Need to give excitement and
– Big cheers
– Good IT skills
– At least 1 bi-lingual person
-1 MC must be bi-lingual
Medical check – to quickly assess if a member of a team  needs water, food or any medical attention – Qualified doctor or nurse
– bi-lingual if possible
– Must have a plan of action in case of an emergency
Official photographers – to take official finishing photos at sponsorboards
– to take photos around the venue
– to take photos around the Yamanote Line
Social Media team – To maintain a connection with teams
during the event
– To update and post of the teams on the net while they are walking
– Post photos from photographers
– Provide the best SNS experiences for the teams
– Experience using social media a must
Other works – To keep teams energetic by providing
free ice cream
– To help Hospice attract teams to their event space
– Energetic volunteers to provide ice cream to teams
– Energetic volunteers to encourage teams learn more about organization we help
– Need to be energetic (Students would be a good fit for this role)

 

18:00 – 22:00

Position Objective Duties Requirements
Evening finish line support/Venue guide – To guide finishers or safe finish
– To record the most accurate time
– To collect all chips and GPS devices
– To check photos from teams
– To calculate time/ranking and announce to teams
– To provide ice cream and support other venue attractions
– All greeters Must shout out the number of the finishing team
– Record times, calculate rankings, announce ranking
– Make sure the chips and GPS devices are returned
– Congratulate finishing teams and encourage full-
Yamathon teams to continue
– Need to give excitement and
– Big cheers
– Good IT skills
– At least 1 bi-lingual person
-1 MC must be bi-lingual
Official photographers – To take official finishing photos at sponsorboards
– To take photos around the venue
– To take photos around the Yamanote Line
– Must have a professional camera
– the camera Must have flash equipment (if they do not have a flash, we can rent one)
– Provide special media bibs and vests
Social Media team – To maintain a connection with teams
during the event
– To update and post of the teams on the net while they are walking
– Post photos from photographers
– Provide the best SNS experiences for the teams
– Experience using social media a must
Other works – To keep teams energetic by providing
free ice cream
– To help Hospice attract teams to their event space
– Energetic volunteers to provide ice cream to teams
– Energetic volunteers to encourage teams learn more about organization we help
– Need to be energetic (Students would be a good fit for this role)

 

Mejiro 10:00 – 13:30

Position Objective Duties Requirements
Half Yamathon finish volunteers – To greet half-yamathon finishers 
– To collect all chips and GPS devices
– Record times of Half-Yamathoners & give ranking
– Greet, give crapping and cheer for the finishers to get best finishing experiences
– All greeters must shout out the number of the finishing team to the finish time recorders
– As finishing teams enter the finish line, finish time recorders must record the finish time.
– Make sure all the devices get returned at the desk
 – Need to be energetic
(Students would be a good fit for this role)
– May use pom-poms and cowbells
– Good IT skills (for time record)
– Must record the teams of those who lost or damaged their chips
– Need to be energetic when announcing half-Yamathon rankings
Photographers – Take official half-Yamathon finishing photos – Takes photos of half-Yamathon finishers – Must have a professional camera
– the camera Must have flash equipment (if they do not have a flash, we can rent one)
– Provide special media bibs and vests

 

Mejiro 13:00 – 17:00

Position Objective Duties Requirements
Half Yamathon finish volunteers – To greet half-yamathon finishers 
– To collect all chips and GPS devices
– Record times of Half-Yamathoners & give ranking
– All greeters Must shout out the number of the finishing team
– Record times, calculate rankings, announce ranking
– Make sure the chips and GPS devices are returned
– Congratulate finishing teams and encourage full-
Yamathon teams to continue
 – Need to be energetic
(Students would be a good fit for this role)
– May use pom-poms and cowbells
– Good IT skills (for time record)
– Must record the teams of those who lost or damaged their chips
– Need to be energetic when announcing half-Yamathon rankings
Photographers – Take official half-Yamathon finishing photos – Takes photos of half-Yamathon finishers – Must have a professional camera
– the camera Must have flash equipment (if they do not have a flash, we can rent one)
– Provide special media bibs and vests

 

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