DrupalCon Nara Treasure Hunt Participation Terms and Conditions

日本語訳はこちらをクリックしてください / Click here for the Japanese translation

Event Date: November 16, 2025
Location: Nara, Japan

By registering for and participating in the DrupalCon Nara Treasure Hunt event (the "Event") organized by the Drupal Asia Steering Subcommittee of the Linux Australia Council (“Event Organizers”), I acknowledge and agree to the following terms and conditions:

1. Assumption of Risk

I understand and acknowledge that participation in this treasure hunt involves inherent risks, including but not limited to:

1. Walking through urban and potentially unfamiliar areas
2. Using public transportation
3. Interaction with the general public
4. Physical activity and potential injury
5. Getting lost or separated from my team
6. Weather-related hazards

I voluntarily assume all risks associated with participation and understand that no activity is completely safe.

2. Legal Compliance and Conduct

I agree to:

1. Obey all local laws and regulations of Japan and Nara Prefecture at all times
2. Conduct myself in a safe and responsible manner throughout the Event
3. Follow all traffic laws and use designated pedestrian crossings
4. Comply with all instructions from Event Organizers.
5. Respect private property and obtain permission before entering restricted areas
6. Not engage in any illegal activities or behavior that could endanger myself or others

3. Respect for Local Community

I commit to:

1. Be respectful and courteous to local residents, businesses, and visitors
2. Keep noise levels appropriate for the environment
3. Clean up after myself and leave no trace
4. Be mindful of local customs and cultural sensitivities
5. Not disrupt business operations or interfere with daily life in Nara

4. Nara Deer Protection and Interaction Guidelines

I acknowledge that Nara's sacred deer are precious cultural and natural treasures that have roamed the city for over 1,300 years and are considered messengers of the gods in Shinto belief. I agree to treat them with the utmost respect and follow these mandatory guidelines:

Feeding Guidelines:

1. I will only feed deer the official deer biscuits (shika senbei/rice crackers) sold by authorized vendors
2. I will never feed deer human food, bread, or any other snacks as these can make them seriously ill
3. I will not tantalize or tease deer by withholding food, holding biscuits out of reach, or by any other means

Safe Interaction Guidelines:

1. I will avoid touching or petting deer unnecessarily, as they are wild animals and may react unpredictably
2. I will keep a respectful distance when not feeding them
3. I will never corner, chase, or attempt to ride the deer
4. I will be especially cautious around deer with fawns
5. I will not use flash photography that might startle the deer

General Respect:

1. I understand that deer have right of way on all paths and roads in Nara Park
2. I will not litter in deer areas, as they may consume harmful trash
3. I will report any injured or distressed deer to park authorities immediately

I understand that any violation of these deer protection guidelines will result in immediate disqualification from the Event. The protection of Nara's beloved deer takes absolute priority.

5. Fair Play and Integrity

I agree to:

1. Participate honestly and not cheat or attempt to unfairly alter the outcome of the Event
2. Not share checkpoint information or solutions with other teams
3. Complete challenges using only permitted resources and methods
4. Report any rule violations I witness to Event Organizers immediately
5. Accept the decisions of Event Organizers regarding scoring and disputes

6. Health and Safety Requirements

I confirm that I:

1. Am able to safely participate in mobility-based activities for up to 4 hours (whether walking, using mobility aids, or other means of transportation)
2. Will carry a charged mobile phone and emergency contact information
3. Will stay with my assigned team members at all times
4. Will immediately report any injuries or emergencies to Event Organizers
5. Have disclosed any relevant medical conditions to Event Organizers

7. Insurance and Emergency Procedures

I understand that:

1. I am required by the Event Organizers to organise my own medical and/or travel insurance before taking part in the Event
2. I am responsible for my own medical expenses if injured during the Event (compensation may be provided to the extent Event Organizers are liable in accordance with article 8 (Release of Liability)).
3. Emergency contact information will be collected and may be used if necessary
4. Event Organizers will provide emergency contact numbers and procedures

8. Release of Liability

I hereby release, waive, discharge, and covenant not to sue the Event Organizers, sponsors, volunteers, and affiliated organizations from any and all liability, claims, demands, actions, or causes of action arising out of or related to any loss, damage, or injury that may be sustained by me during participation in this Event, unless such loss, damage, or injury is attributable to Event Organizers. If such loss, damage or injury are caused by Event Organizers’ intentional act or gross negligence, the Event Organizers shall be fully liable for compensation. On the other hand, such loss, damage or injury are caused by Event Organizers’ negligence that does not constitute an intentional act or gross negligence, Event Organizers’ total liability for compensation shall be limited to a maximum of JPY10,000.

9. Photography and Media

I consent to the potential use of my name, voice, and likeness in photographs, videos, and other media related to the Event for promotional purposes without compensation.

10.  Event Rules and Modifications

I understand that:

1. Event Organizers reserve the right to modify, postpone, or cancel the Event due to weather, safety concerns, or unforeseen circumstances
2. Event Organizers may change event rules, challenges, or scoring methods at any time during the Event without prior notice as needed to ensure the Event remains fair and fun for all participants
3. Rule modifications may be announced during the Event for safety or fairness reasons
4. Event Organizers may disqualify any team or individual team member at their sole discretion for violations of this agreement, unsafe behavior, or conduct detrimental to the Event
5. All decisions made by Event Organizers regarding rules, scoring, and disputes are final
6. No refunds will be provided for cancellations due to circumstances beyond Event Organizers' control
7. Event Organizers and volunteers are not able to participate as contestants in the Event

11. Prize Eligibility and Distribution

I understand and agree that:

1. I am responsible for ensuring that receiving a prize does not violate my employer's policies regarding gifts or awards
2. If I am not eligible to receive a prize due to employment restrictions or other reasons, I may still participate in the Event but may ask to forfeit any prize entitlement
3. Any prize awarded to my team must be split equally among all participating team members who are present at the Event conclusion
4. Team members who drop out or do not complete the Event before its conclusion will forfeit their portion of any team prize, and their individual prize portion will not be redistributed to remaining team members

12. Contact Information and Communication

I agree to:

1. Provide accurate contact information during registration
2. Check for event updates and communications prior to the event date
3. Respond promptly to any safety-related communications from Event Organizers

13. Personal Information

I agree that:

1. Event Organizers may use my personal information (including but not limited to name, date of birth, address, phone number, email address, photo of my face, and ID number, the same shall apply hereinafter.) for the following purposes
   1. Event administration and participation management:
      1. To register and verify participants for the DrupalCon Nara Treasure Hunt
      2. To assign team numbers and track team participation throughout the Event
      3. To maintain accurate records of who is participating for safety and organizational purposes
   2. Safety, emergency response, and duty of care:
      1. To contact participants or their emergency contacts in case of accident, injury, or emergency during the Event
      2. To provide relevant information to medical personnel or emergency services if required
      3. To fulfill our duty of care obligations and comply with insurance requirements
   3. Event communications and updates:
      1. To send important event updates, changes to rules, safety alerts, or cancellation notices before and during the Event
      2. To communicate checkpoint locations, time updates, and other operational information
      3. To notify winners and coordinate prize distribution after the Event
   4. Event documentation and promotion
      1. To create promotional materials, social media posts, and event reports about the Treasure Hunt
      2. To document the Event through photos and videos for DrupalCon archives and future event planning
      3. To share participant experiences and outcomes
2. Event Organizers can jointly use my personal information as follows
   1. Purpose of joint use:
      1. To coordinate event operations between all organizing entities and ensure consistent participant experience
      2. To facilitate safety and emergency response coordination across all event venues and checkpoints
      3. To enable sponsor fulfillment of prizes and recognition of winning teams
      4. To maintain unified participant records for insurance and liability purposes
   2. Scope of Personal Information for Joint Use:
      1. Name, team affiliation, and contact information (phone number and email)
      2. Emergency contact details
      3. Relevant medical information disclosed for safety purposes
      4. Photos/videos taken during the Event (for participants who complete the Event)
   3. Persons for Joint Use:
      1. Drupal Asia Steering Subcommittee members
      2. Linux Australia Council (as the parent organization)
      3. Designated event officials and volunteers
   4. Person Responsible for Managing Personal Information:
      1. Name: Michael Richardson
      2. Email: events@drupalasia.org
   5. Event Organizers may disclose my personal information to third parties in the following circumstances
      1. if such disclosure of personal information is necessary for the protection of the life, body, or property of a person and it is difficult to obtain the consent of such person;
      2. if such disclosure of personal information is necessary for improving public health or promoting the sound growth of children and it is difficult to obtain the consent of the person whose personal information is concerned;
      3. if such disclosure of personal information is necessary for cooperating with a state organ, a local government, or an individual or a business operator entrusted by such state organ or local government in executing the affairs required by laws and regulations, and if obtaining the consent of the person whose personal information is concerned is likely to hinder the execution of such affairs; and
      4. if it is required by laws and regulations.