CYDEF2026 Volunteer Recruitment Guidelines

Recruitment Guidelines

　The Organization for Cyber Defense Innovation (OCDI) will hold CYDEF2026 on Wednesday, December 9, and Thursday, December 10, 2026, at Iino Hall in Tokyo.

CYDEF is an international conference where representatives of government agencies, the military, academia, and industry from Japan and abroad share insights on cyber defense and build new partnerships. We are seeking volunteers to support the smooth operation of the conference.

Conference Overview

　・Event: CYDEF2026
　・Theme: National Resilience in the Age of AI
　・Organizer: Organization for Cyber Defense Innovation (OCDI)
　・Dates: December 9–10, 2026
　・Venue: Iino Hall & Conference Center
　・Address: 4th Floor, Iino Building, 2-1-1 Uchisaiwaicho, Chiyoda-ku, Tokyo
　・Expected attendance: Approximately 1,000
　・Languages: Japanese and English

Number of Volunteers

　We expect to recruit approximately 10–20 volunteers. If applications exceed the number of available places, selection will take into account applicants’ responses, language skills, availability, and relevant experience.

Schedule

　・Orientation: Early November 2026, online or at the venue
　・Venue preparation: Afternoon of Tuesday, December 8, 2026
　・Conference Day 1: Wednesday, December 9, approximately 8:00 a.m.–6:30 p.m.
　・Conference Day 2: Thursday, December 10, approximately 8:00 a.m.–8:30 p.m.

　Start and finish times may vary by assignment. Preference will generally be given to applicants available on both conference days, although participation on either day alone may also be considered.

Main Responsibilities

Under the direction of the conference secretariat, volunteers will primarily assist with:

　・Conference preparation, venue setup, and dismantling
　・Attendee check-in and distribution of name badges and materials
　・Greeting and guiding speakers and attendees from Japan and abroad
　・Operations in session rooms, waiting rooms, and registration areas
　・Microphone handling, timekeeping, and question-and-answer sessions
　・Management and distribution of conference materials
　・Photography, video recording, event documentation, and collection of surveys
　・Reception check-in and guest guidance
　・Other tasks needed to support conference operations
　・Assignments will be determined in light of each volunteer’s experience and language skills, as well as operational needs.

Eligibility

Applicants should:

　・Be available on December 8, as well as at least one of December 9 or 10, 2026
　・Have an interest in supporting an international conference and carry out assigned duties responsibly
　・Work cooperatively with the secretariat and other volunteers and respond flexibly to changing circumstances
　・Treat attendees with courtesy and care
　・Observe confidentiality, protect personal information, and follow venue rules
　・Be able to check and respond reliably to email and other communications from the secretariat
　・There are no restrictions concerning age, occupation, or field of study. Applicants under 18 must obtain the consent of a parent or guardian.

Given the nature of the conference, we may be unable to accept some applications. We may also be unable to provide individual reasons for a decision.

Helpful Experience and Skills

The following are welcome but are not required:

　・Ability to provide basic guidance in English or another foreign language
　・Experience supporting international conferences, academic meetings, exhibitions, or seminars
　・Experience in customer service, reception, or event operations
　・Skills in photography, videography, communications, or operating IT equipment

Meals, Attire, and Gifts

　
　・Meals: Lunch and other meals will be provided as appropriate to working hours.
　・Attire: Business casual, in principle.
　・Commemorative gifts: Volunteers will receive a CYDEF2026 T-shirt and coin.

How to Apply

Please apply using the form below by October 31, 2026:

　　　CYDEF2026 ボランティア応募フォーム / Volunteer Application

Selection and Notification

　　Applications will be reviewed based on the information submitted. Applicants will be notified of the outcome by email by approximately November 10, 2026. A brief online interview may be arranged if necessary. Successful applicants will receive further details separately.

Volunteer Guidelines

While volunteering, please:

　・Follow instructions from the conference secretariat and your assigned supervisor
　・Keep nonpublic conference information and personal information confidential
　・Obtain permission before photographing, audio recording, or video recording speakers, invited guests, or attendees
　・Obtain permission before posting information learned at the venue on social media
　・Refrain from political, religious, or commercial activities at the venue
　・Refrain from conduct that could harm the conference’s reputation or disrupt its operations
　・Notify the secretariat promptly if illness or other circumstances prevent you from participating
　・Volunteers may be asked to stop their activities if they engage in inappropriate conduct toward attendees or others.

Handling of Personal Information

　Personal information provided in an application will be handled in accordance with OCDI’s Privacy Policy. It will be used only as necessary for volunteer selection, assignments, communications, and the operation of CYDEF2026. It will not be disclosed to third parties without the applicant’s consent, except as required by law.

Inquiries

　CYDEF2026 Conference Secretariat
　Organization for Cyber Defense Innovation
　Email: Yokoso.cydef@cydef.org
　Website: https://cydef.net/

Supporting an international conference attended by experts from around the world offers an opportunity to engage with developments in cybersecurity, advanced technology, national resilience, and international cooperation. We look forward to hearing from motivated applicants.