PyCon JP 2025 Chair's Daily Report Back to Home

PyCon JP 2025 Organizing Members Training Materials

• Japanese version

Encouraging a Positive Experience

• Prioritize Your Well-Being
  • Avoid overexertion and maintain a healthy balance between event responsibilities and personal rest.
• Stay Healthy Physically
  • Look after your physical health so you can arrive in Hiroshima feeling your best.
• Have Fun
  • Embrace the enjoyment of your role; a positive and enthusiastic mindset will benefit both you and the event.

Acting Ethically and Responsibly

• Understand the PyCon JP Privacy Policy (sorry, only in Japanese)
• You have confirmed that you are not affiliated with any anti-social organizations.
• We have established a Code of Conduct to ensure a safe and enjoyable environment for all participants. The chairperson respects this code of conduct and strives to prevent inappropriate behavior in the activities of organizing members.

Security

• If any accounts or devices used by organizing team members for PyCon JP activities are lost, stolen, or compromised in a cyberattack, they must be reported to the chair team as an incident.
• If you have access to confidential information regarding PyCon JP 2025, even if you are not registered as an organizing member, please report any incidents accordingly.

Privacy

• Limit Data Collection
  • Collect only the personal information needed for the event’s operations.
  • Avoid gathering unnecessary details.
• Obtain Proper Consent
  • Ensure you have consent when collecting or using personal data.
  • Please note that parental consent may be required when handling the personal information of minors (individuals who are under the age of majority).
• Protect Personal Data
  • Safeguard all personal information you handle.
  • Use secure storage solutions, strong passwords, and access controls to prevent unauthorized access.
• Use Data for Intended Purposes
  • Only use personal data for the purposes stated in the policy (e.g., event registration, communication).
  • Do not share or sell it to third parties without explicit consent.
• Respect Data Subject Rights
  • Respond promptly to requests to update or delete personal data.
  • Follow the procedures outlined in the policy for handling such requests.
• Stay Compliant
  • Keep up to date with relevant laws and regulations (e.g., GDPR, local privacy laws), and ensure that all activities align with both the policy and legal requirements.

Respect for Cultural Backgrounds and Values

• Provide food options that accommodate religious practices (such as Halal) and cultural preferences (like vegetarian or vegan)
• Offer inclusive choices proactively
• Clearly label ingredients
• We will proactively discuss requests beyond meals (e.g., coffee, beer, or allergy accommodations).
• We will make sure that people from different cultural backgrounds feel included, not just in terms of food and drinks.

Additional Accommodations

• Language Support (Japanese & English)
  • We will strive to provide resources and assistance for both Japanese and English speakers.
• Childcare Services
  • We plan to provide on-site childcare services to support attendees with families.
• Disability Support
  • Requests for accessibility accommodations must be addressed with care.
  • Consult the chairperson before making any commitments or arrangements.

Writing

• Ensure Accurate Spelling of Proper Nouns
  • Always confirm the correct spelling of individuals’ names, organizations, and brands.
  • We will standardize our SNS hashtag to #PyConJP2025.
• Respect Intellectual Property
  • Cite sources properly and follow copyright or licensing guidelines when using third-party materials.
• Consider Your Audience
  • Use clear and appropriate language, tone, and style to communicate effectively and inclusively. Avoid language and stereotypes that assume a specific gender, culture, or background, and use words that make every reader feel included.
  • Additionally, pay attention to visual design elements such as text size, color scheme, and contrast to ensure that the information is easily readable for all readers.

Collaboration with the Chair Team

• The chair team will develop policies and continuously improve them based on feedback from all stakeholders, including the organizing members.
• Please consult with the chairperson promptly if you have any deficiencies or questions.

Understanding Check Quiz

Question 1: Privacy Policy

What is the correct response for organizing members when handling personal information?

• a) Collect as much information as possible and store it for future use, even if it is not immediately useful.
• b) Collect only the personal information needed for the event’s operations and obtain consent when using it.
• c) Share all collected personal information with all organizing members for business efficiency.
• d) Keep all personal information indefinitely, even if requested to delete it.

Question 2: Special Considerations

Which of the following is incorrect?

• a) Consider providing childcare services.
• b) Offer menu options that accommodate religious practices (e.g., Halal) and cultural preferences (e.g., vegetarian or vegan).
• c) Address accessibility requests immediately without consulting the chairperson.
• d) Provide resources in both Japanese and English.

Question 3: Security Incident Response

What should be done if a security incident involving confidential information occurs?

• a) Share the situation on social media and seek advice.
• b) Wait and see if the situation escalates.
• c) Report the incident to the chair team.
• d) Try to solve it yourself before reporting.