FAQ for Sponsors and Participants Firms

This page provides information for firms who are Sponsors or Participants of this year's event.

Please refer to the below FAQ for Sponsor and Participant firms.

  • For questions on the FIT Organising Committee or beneficiary organisations, please refer to the separate FAQ Page.

1. Sponsorship

1-1: What is the difference between sponsor firms and participant firms?

1-1: Sponsor firms can display their commitment to contributing to the local community by becoming a financial sponsor. In addition to having employees participate in the FIT run, sponsor firms can realize other benefits through FIT sponsorship such as improved brand recognition through the exposure of firm name and logo, providing an employee engagement opportunity, enhancement of CSR programmes through interaction with the beneficiary organisations.

Participant firms are those who do not financially sponsor FIT and only participate in the FIT event via their employees participation fees. Participant firms can join the run, however there will be no exposure of firm name or logo. Also, the external use of the FIT name and logo is not allowed. There are a number of firms that started to participate as a participant firm through the initiative of employees such as run enthusiasts, and then later considered switching to sponsors status after experiencing the FIT event.
Please also review the overview of sponsor benefits under Getting Involved.

2. Team Admin site / FIT Contact Person

2-1: Please advise how to login.

2-1: Go to http://teamadmin.fitforcharity.org/ and enter your firm’s user name and password. The user name and password is generated at the start of each year’s event registration and sent to the person registering. A new password is generated each year; please note that you cannot use last year’s password.

2-2: I don’t know the password.

2-2: A new password is generated at the start of each year’s event registration and sent to the person registering. If you cannot remember or locate your password, please contact sponsorship@fitforcharity.org to request a reissue.

2-3: Our firm’s FIT contact has changed.

2-3: Please update your firm’s contact on the Organisation page of the Team Admin site, then notify sponsorship@fitforcharity.org.
Only one email address can be registered per firm. You can register a group email in case you have multiple contact persons.

2-4: We have registered additional contact persons on the Contacts page of Team Admin; however, they do not receive email notifications.

2-4: Due to system limitations, only the person registered as Primary Contact will receive email notifications.

2-5: Our firm’s name or logo has changed.

2-5: Please update the relevant section on the Organisation page of Team Admin site, then contact sponsorship@fitforcharity.org. You can also register a company name to be used in marketing materials if different from your firm’s official name.

3. FIT Official T-Shirts and Company Logo

3-1: What does this year’s T-shirt look like?

3-1: The T-shirt design will be published on the Information site of FIT’s homepage as and when determined. Sponsor firm logos will be displayed on the back side of the T-shirt. Participant firms’ logos will not be displayed on the T-shirt.

3-2: How do we submit our firm logo?

3-2: Sponsor firms are requested to upload by the due date your firm's logo to the Organisation page of Team Admin site: Sponsor firms for both the T-shirt and website, Supporter firms only for the website. Please review the deadline on the annual schedule displayed on Team Admin Top. If there is no change in your firm’s logo there is no need to upload again; however, we still request you to contact sponsorship@fitforcharity.org to confirm. Click here to review last year’s logo.

For the website, please provide the logo in colour (RGB) as .jpg, .png or .gif data.
For the T-shirt, we use single colour printing. Please provide the logo in black and white as .eps or .ai (vector) data. We cannot accept CMYK, RGB, grey scale files.

The FIT Organising Committee cannot convert your logo file to single colour; please contact your firm’s branding team and provide the correct data. If the correct file is not received by the deadline, it will cause delay to the T-shirt delivery schedule for all firms. Your understanding and support is appreciated.

3-3: How do I apply for T-Shirts?

3-3: In previous years, we asked firms to enter the total number of T-Shirts you would like to order on the Team Admin site; however, this year we ask each participant to order the T-shirt via the dedicated FIT Charity Run 2020 app.

Please be aware that the T-Shirts are provided only to those who pay the donation (participation fee = JPY5,000 or more). There are no T-Shirts available for children who do not pay the participation fee. Also, as this year will be an online run, there will be no onsite T-Shirt sales on the event day as in previous years. All the proceeds will be donated to the charities we support.

3-4: Can T-shirts be ordered after the application deadline? What happens if participants decide to cancel their participation?

3-4: Due to production lead times, we cannot accept additional T-shirt orders after the deadline. Also, we cannot accept cancellations after the T-shirt order deadline. T-shirts will be shipped according to the numbers ordered by the deadline.
We would appreciate your understanding that costs are already incurred after the deadline.

3-5: Could you tell me the sizing for the T-Shirts?

3-5: T-Shirt size information will be available at the time of participants register.

4. Payment matters

4-1: How do I pay for sponsorship and participation fees?

4-1: The sponsorship fees must be paid to the bank account specified by FIT. This information will be available on the invoice provided to each Sponsor Firm by our Finance team. Participant fees, on the other hand, need to be paid this year by the participants themselves via the FIT2020 App. If your firm covers the participant fees either partially or in full, your participants will register for free using a payment exemption code; after the event, you will then make a summary payment for participation fees to the bank account specified by FIT.

4-2: We need an invoice for the sponsorship fee

4-2: We will send you an invoice in PDF once it is prepared by the finance team.

4-3: Will a receipt be issued?

4-3: A receipt for the sponsorship fee will be sent to the sponsoring company in PDF format as payments are confirmed. It will usually take one to two weeks to deliver the receipt, but it is possible that there may be some delays depending on the schedule of the finance team volunteers. If you require the receipt urgently, please contact us at treasury@fitforcharity.org after you make the transfer. If you wish to change the name to appear on confirmation of donation, please contact the Finance team (treasury@fitforcharity.org). We appreciate your early payment.

“Participation fee will in general be paid by participants and we plan to send an automatic payment confirmation via email. In case firms opt to collect all participant fees and make a summary payment, we can prepare a receipt on request. Please contact us at treasury@fitforcharity.org .

4-4: Are sponsorship fees or donations for FIT tax-deductible?

4-4: Since FIT is a voluntary organisation, the sponsorship and participation fee for FIT are not eligible for tax deduction.

5. Recruiting Participants in your Company

5-1: Are there any available marketing materials that can be used for recruiting runners and walkers in our company?

5-1: Information materials will be made available on the FIT website and shared in the organising committee meetings.
The design of the official FIT T-Shirt will be posted on the Information page of the FIT For Charity website as soon as finalised.
As this year’s event will be held online, there won’t be any volunteering opportunities this year.

5-2: Are friends and families of the employee eligible for participating the run and walk?

5-2: Families and friends of your firm’s employees are welcome to join. In the past, many participants joined the event with their families and friends, and FIT is widely recognised as an event at which families and friends can easily join and contribute to society. Please note that participating families and friends need to also register themselves and pay the participant fees via the dedicated app.

Also, FIT pays close attention towards running an accident-free event. Please be sure to share the precautions with your family and friends prior to attending the event. Please also ensure adults are responsible for their childrens safety.

5-3: Is there any insurance when joining?

5-3: As we will be holding this year’s event as an online run, the organiser will NOT take out accident and other insurances. FIT For Charity Run will not accept any responsibility for any injuries or illness, accidents resulting from participating in this event. Please review the “Team Waiver” and “Online Run Regulations” on the Team Admin site and ensure that your firm’s participants are made aware.

5-4: We would like to send volunteers from our company and have them work as a group; what kind of tasks do you have?

5-4: As this year’s event will be held as an online run, there will be no volunteering opportunities.

6. Other

6-1: In case I cant participate, will the participation fee be refunded?

6-1: No, the participation fee is part of the donation to the beneficiary organisations and will not be refunded. Please review the “Team Waiver” and “Online Run Regulations” on the Team Admin site and ensure that your firm’s participants are made aware.