Food for Thought - FAQ (No Answers Provided) - PyCon JP 2025 Chair's Daily Report

Food for Thought - FAQ (No Answers Provided)

2025-05-25

日本語版

This is a daily report published personally by @nishimotz, Chair of PyCon JP 2025.

To Those Outside the Organizing Team

This article is not written to provide answers to questions.

Please understand that the respective team members of the organizing committee are responsible for answering questions.

If you have any questions, please use the “Contact Us” form on the official PyCon JP 2025 website.

To All Organizing Team Members

This “Frequently Asked Questions (FAQ) List” is a compilation of questions that we, the organizing members, anticipate might be asked by external parties interested in PyCon JP 2025 (such as attendees, sponsors, speakers, etc.).

We would like you to look at the questions in this list and think, “If I were asked this question, how would I answer it?”

Furthermore, we encourage you to discuss within your teams, “What should our team prepare to answer this question accurately?”

Examples of how to use this list:

Each team creates draft answers for relevant questions. “Our team should probably answer this question.”
Discuss answers to some questions in team meetings. “Discussing this question as a team should lead to a better answer.”
If you think of other potential questions, please let the Chair know.
Each team should consider providing answers to these questions as an FAQ or think about how to provide this information.

We hope this FAQ list will serve as a “food for thought” to help us all consider what is necessary to lead PyCon JP 2025 to success and what preparations we should make to create the best event together.

FAQ for Attendees

Q: When is the ticket sales period?
Q: How much do tickets cost?
Q: What is included in the ticket price?
Q: Is online participation available?
Q: Can you provide transportation and accommodation information for Hiroshima?
Q: What is a development sprint?
Q: I’d like to propose a theme for the development sprint. How can I do that?
Q: Will there be tutorial sessions?
Q: Is childcare service available?
Q: Are there any activities where parents and children can participate together?
Q: What is the Wi-Fi environment like?
Q: Do you accommodate dietary restrictions (vegetarian, halal, etc.)?
Q: What accessibility accommodations are available?
Q: Are there networking events for attendees?
Q: Is there a place to introduce communities?
Q: Can you tell me about the open space?
Q: Do you conduct a stamp rally for sponsor booths?
Q: Please tell me about how to receive and use participant name tags
Q: Can I get a T-shirt?
Q: Can I get a bag?

FAQ for International Attendees

Q: Do I need a visa to enter Japan? Is there any support for visa applications?
Q: Are announcements and signage at the venue available in English?
Q: Can I enjoy the conference if I only speak English? Can I ask questions to staff (organizing members) in English?
Q: Are there English subtitles or simultaneous interpretation for Japanese sessions?
Q: How can I get to Hiroshima from Japan’s major international airports (Narita, Haneda, Kansai, etc.)?
Q: Are there hotels near the venue that can accommodate English speakers?
Q: Where can I get SIM cards or Wi-Fi routers that work in Japan?
Q: Where can I exchange currency for Japanese yen? Are credit cards widely accepted?
Q: Are there any cultural customs or manners I should be aware of during my stay in Japan?
Q: What are the emergency contact numbers (police, ambulance, etc.)? Will they respond in English?
Q: Are there meal accommodations for religious reasons (halal, kosher, etc.) or vegetarian options (vegan, etc.)?
Q: Is there a refund policy if I cannot obtain a visa or enter Japan?
Q: Is there a refund policy if I cannot attend due to illness (such as infectious diseases)?
Q: How do you handle cases where the name on official identification (passport, etc.) differs from the preferred name for participation? (Regarding name matching for speakers, attendees, immigration procedures, travel support, etc.)

FAQ for Sponsors

Q: What are the sponsorship benefits and costs?
Q: When is the deadline for sponsor applications?
Q: Is there a patron sponsorship tier available?
Q: Can you provide information about sponsor booth placement and setup?
Q: What opportunities are there for appealing to and promoting to attendees?
Q: Are there special sponsorship tiers for local businesses in Hiroshima?
Q: What will be the size and placement of sponsor logos?
Q: Do you have any tips for running a booth for recruitment purposes?
Q: How many complimentary tickets are included with sponsorship?

FAQ for Speakers

Q: What is the period for talk submissions?
Q: What are the selection criteria for talk submissions?
Q: What are the presentation formats and session durations?
Q: Is travel support available?
Q: Is interpretation support available?
Q: What about the copyright of presentation materials?
Q: Will the presentations be recorded and published?
Q: Is there support for first-time presenters?
Q: Can you provide details about poster sessions?

FAQ for Press/Media

Q: How can I apply for media coverage and who is the contact person?
Q: Are there plans to distribute press releases?
Q: Are there press passes available for coverage?
Q: What are the guidelines for photo and video recording?
Q: Can you provide information about post-event report publication?

FAQ for Local Community & Hiroshima Stakeholders

Q: How will PyCon JP 2025 contribute to the local community?
Q: Are there programs that make it easier for local students and residents to participate?
Q: Are there opportunities for local businesses to collaborate with PyCon JP 2025 (besides sponsorship)?
Q: What considerations are being made for local residents (regarding noise, traffic, etc.) during the event?
Q: Will tourist information about Hiroshima be provided?

FAQ for Past PyCon JP Stakeholders

Q: Compared to previous PyCon JP events, what are the key focus areas or new initiatives for PyCon JP 2025?
Q: As a past attendee/speaker/sponsor/staff (organizing member), how can I contribute to this year’s PyCon JP?

FAQ for Future Pythonistas (Students & Beginners)

Q: I’ve just started learning Python. What can I gain from attending PyCon JP 2025?
Q: Are there opportunities for students to connect with the Python community?
Q: Can beginners also participate?
Q: Are there special programs for students?

FAQ - 1 Month Before the Event

Q: When will the final version of the timetable be published?
Q: Can I check in in advance? Will the reception be crowded on the day?
Q: Can you provide details about access to the venue (directions from the nearest station, parking availability, etc.)?
Q: Have the details of the social gathering (location, time, participation fee, dress code, etc.) been decided?
Q: Can you tell me more about the development sprint themes and how to participate?
Q: What should I bring on the day? (business cards, PC, writing materials, etc.)
Q: What kind of attire is appropriate? (casual, business casual, etc.)
Q: I’m coming from far away. Can you recommend accommodation facilities around the venue?
Q: Where can I check the latest information? (official website, social media, etc.)
Q: Can tickets be canceled or transferred?
Q: When is the deadline for submitting presentation materials? Are there format specifications?
Q: Please tell me the location and time for speaker reception on the day
Q: I’d like to do a final check of the presentation equipment (projector resolution, microphone type, etc.)
Q: Can I know in advance about the room for my session (size, screen size, etc.)?
Q: How do I process travel support reimbursements?
Q: When will I receive the final instructions for booth setup (loading time, location, precautions, etc.)?
Q: When and how will sponsor passes be distributed?
Q: Please tell me the shipping address and deadline for novelties and flyers to be distributed on the day
Q: I’d like to modify the content of the sponsor introduction page (website). Until when is this possible?

FAQ - On the Day of the Event (General)

Q: Where is the reception desk? What time does it open?
Q: What are the Wi-Fi SSID and password?
Q: Are there places where I can use power outlets?
Q: Is there a cloakroom? Can I leave my luggage there?
Q: Is there a space for nursing or diaper changing?
Q: I’m not feeling well. Is there a first aid room?
Q: I’ve lost something. Where should I inquire about it?
Q: What session is currently taking place? When does the next session start?
Q: Where can I get the materials for the session in this room?
Q: I’d like to ask the speaker a question. How should I do that?
Q: Where is the venue for the development sprint?
Q: Where is the venue for the social gathering? What time does it start?
Q: What is the official hashtag?
Q: Can I take photos or videos? Are there any precautions?
Q: I’d like to call a staff member (organizing member). How should I do that?
Q: Where can I buy PyCon JP merchandise?
Q: Are there convenience stores or ATMs nearby?

FAQ for Speakers - On the Day of the Event

Q: Can I still apply for a lightning talk?
Q: Where is the presentation venue? What time should I arrive?
Q: Can I rehearse or check the equipment before my presentation?
Q: How do I connect to the projector?
Q: Can I test the microphone?
Q: How can I check the remaining time during my presentation?
Q: How will the Q&A session after the presentation be conducted?
Q: How do I upload my presentation materials?
Q: Is there a speakers’ waiting room?
Q: What should I do if there’s a problem during my presentation?
Q: Is there a place for speakers to network with each other after presentations?

FAQ for Sponsors - On the Day of the Event

Q: Where is the sponsor booth located?
Q: What time can we start setting up the booth?
Q: What is the power capacity available at the booth? Can we borrow extension cords?
Q: Is internet connection (wired LAN or Wi-Fi) available at the booth?
Q: How should we handle the loading and unloading of materials?
Q: Where can we receive packages that were sent in advance?
Q: By what time do we need to dismantle the booth?
Q: Can we borrow additional chairs or tables?
Q: How should we handle trash from the booth?
Q: What areas can we access with sponsor passes?
Q: Are there any restrictions on distributing novelty items to attendees?
Q: If we have a sponsor session, where can we check the venue and start time?
Q: Where can we have lunch or take breaks?
Q: Is there a waiting room or storage area for sponsors?
Q: What are the emergency contacts or help desk locations if we have issues?

General FAQ

Q: When is the deadline for recruiting organizing members?
Q: Will there be volunteer recruitment for the event day?
Q: What are the contact information and role assignments for each team in PyCon JP 2025 (Program, Sponsor, Venue, etc.)?
Q: If I have questions or concerns about operations, which team or person should I contact?
Q: What is the Code of Conduct like?
Q: Can you tell me about the Privacy Policy?
Q: How is personal information handled?
Q: What is the response protocol for harassment incidents?
Q: What measures are in place to address online defamation and harassment?
Q: How are diversity considerations (language, etc.) being addressed?
Q: What is the response protocol for security incidents?
Q: Is wearing a mask mandatory at the venue? Is it recommended?
Q: Will masks be distributed at the venue?
Q: What ventilation measures are in place at the venue?
Q: What measures are being taken to prevent infectious diseases?

FAQ for Vendors & Contractors

Q: Can you explain the contract procedures and required documents?
Q: Are there deadlines or format requirements for submitting quotes?
Q: What are the payment terms (payment dates, payment methods, etc.)?
Q: Where should invoices be sent and what is the deadline?
Q: How are withholding tax and consumption tax handled?
Q: What is the procedure if there are changes to the contract or additional work arises?
Q: Who is the contact person on the PyCon JP 2025 side? What is the method of contact?
Q: What is the frequency and format of regular meetings and progress reports?
Q: When and in what format should necessary information (logo data, copy, technical specifications, etc.) be provided?
Q: What are the deadlines and delivery methods for deliverables?
Q: Are there any agreements regarding confidentiality of information learned during the course of work?
Q: Can you provide information about work locations, entry permits, and equipment loading/unloading procedures on the day of the event?
Q: What is the emergency contact system on the day of the event?
Q: Are there brand guidelines for PyCon JP (logo usage rules, etc.)?
Q: Can you share any past similar transaction records or examples from other events?
Q: Is there anything we (as vendors) can suggest to contribute to the success of PyCon JP 2025?

Update History

2025-05-28: Added question about name management
2025-05-27: Added content
2025-05-25: Initial publication