It is important to read these regulations and bear them in mind during the party. Accessing the site implies that you know and accept them.
The party is an event which, despite being sponsored by various entities, is performed in association with the Organisation’s volunteers. Said volunteers, as Organisers, ensure the correct functioning of all aspects of the event. As such, they have to supervise the activities, the services performed and any aspect which could affect the users. Their work includes, not only that aimed at guaranteeing the rights of the participants, but also those activities which are aimed at ensuring that they fulfil the regulations which are detailed below. Each and every one of the Organisers have the authority and backing of the Organisation in order to carry out the actions which they deem appropriate in order to guarantee compliance with the regulations or the application of the corresponding sanctions. However, there is the figure of head of security who will be duly identified and who will ensure compliance with these regulations and will assist the user in the event of any problem.
Those persons who do not belong to the Organisation are not allowed to use the Organisation’s identification badges. Anybody who impersonates a member of the Organisation (wearing the characteristic T-shirt or in any other way) can be sanctioned.
Wearing the Organisation’s T-shirts from previous years, however they may have been obtained, is also prohibited.
The site where the event will be held is rented from third parties due to the suitability of their installations, their location, size and their access facilities. Although the Organisation shall at all times endeavour to meet the demands of the users, there are certain services which are beyond its scope and under the responsibility of the lessor. The relationship between the Organisation and the lessor is fluid and constant, and as such these demands are normally swiftly processed and met.
On the other hand, all of the material required in order to arrange the party has been rented to us. We trust that everybody will understand how important it is to leave all of the material in the same condition in which it is found.
OPENING HOURS AND ACCESS
The site shall remain open 24 hours a day during the event, and the participants (once they have been properly accredited) can come and go at any time of the day and night. The access points shall at all times be monitoring by security personnel. Both in order to enter and to leave you will have to show your participation credentials for security purposes.
However, the accreditation point has opening hours which can be consulted on the event’s webpage and it cannot be obtained apart from during these times.
The users attending the party will receive, at the time of accrediting, a personal and non-transferable identification badge which they must have with them at all time and always in a visible place.
The number associated to each accreditation is unique and identifies a specific participant, who is responsible for bringing personal identification at the time of accreditation. Third party accreditations cannot be used even if they are from the same group.
Said identification shall be used both to enter and to leave the site, and to move between the different areas of the event, and even to remain in the area assigned to the user. This identification can be requested by any Organiser or security personnel at any time in order to perform identity checks or, in extreme cases, if it is decided to eject anybody breaching the rules. It is therefore essential to keep said identification safe and intact during the entire party.
In the event that it is lost, you must go to the accreditation desk where the first time it will be replaced at no cost, cancelling the one that is lost. Any other losses will lead to the user incurring a cost of 15€.
Children under 6 years of age can access without registration (from 10:00 am to 10:00 pm). The father or mother must inform it and they will be given a special accreditation for the minor. The organization, for reasons of space and security, may limit the number of special accreditations for children under 6 years.
Improper use of the accreditation will be sanctioned by direct ejection from the event.
The Organisation shall not be responsible for the users’ behaviour towards other users, but it is assumed that there are certain minimum rules of civic behaviour between those attending. Treating others with respect and education, avoiding verbal and/or physical aggression, indecent behaviour or aggressive attitudes are all minimum parameters of coexistence. In the event that not even these minimum rules are respected, the Organisation can intervene in order to sanction those in infringement, proportionally to the attitude of the persons generating the conflicts. Common sense should be enough so that the coexistence is peaceful and satisfactory: respect the space of others, do not shout, minimum hygiene, both personal and in our assigned area, respect for colleagues, problems of vandalism, etc. In the event that the Organisation detects conflictive behaviour it will intervene to put it an end to it, and the situation could even arise where it has to request police intervention if the reprimanded individuals persist in their attitudes.
HYGIENE AND TIDINESS
A fixed station corresponds to each user for which they shall be responsible as regards its tidiness and cleanliness. Both during the event and at its end, each participant shall endeavour, within logical margins, to keep said space clean and tidy.
The corridors are transit areas and must not be obstructed nor the work tables and areas. In the event that stations are detected which hinder movement or whose hygiene is deficient, the Organisation shall ask their owner to clean and tidy them, and if such demands are not met, the appropriate sanctions shall be applied. Distributed throughout the pavilion are rubbish bins: throwing any waste which is generated into these is a minimum effort expected of the participants.
At the end of the party the participants’ stations will be checked and if they do not comply with this premise such participants may be denied any future participation at the event.
LOOKING AFTER THE MATERIAL AND THE INSTALLATIONS
During the event different material and services are made available to those attending. Their use must be as civic as possible. If vandalism is detected, the perpetrators will be stopped and immediately reprimanded by the Organisation. In extreme circumstances, the perpetrators will without hesitation be ejected and made to pay for the damage caused and a formal complaint may even be filed with the competent authorities.
The material is in good conditions for proper use and each one should check it to warn of any anomaly. The organisation is not responsible for any damage that may occur.
As well, the participant will be responsible for all the material introduced to the party site.
The Organisation shall provide a 230V socket to each user. This electricity socket meets all of the requirements necessary for their use and have been certified by the installer. All of the connections comply with the current law and are stabilised. As such, the Organisation is not responsible for the damage to the electrical devices which are connected to it.
In the event that any participant detects that they have suffered any theft, there is an action protocol which starts by notifying the Organisation’s head of security.
The Organisation shall use all means available in order to solve the incident in a satisfactory manner. This could lead to a formal complaint to the police which must be made by the user. In this case, the Organiser as lessee of the site will collaborate with the authorities providing them with all of the information available to it.
If the thief is identified using any method, the Organisation will immediately eject them, reserving the right to refuse them any participation in subsequent years. The ejection from the event does not substitute and is not incompatible with any legal complaint against the perpetrator by the victim.
The Organisation is not however liable for any theft which may occur during the event.
In the event that any participant losses any object, they must contact the Organisation’s head of security. The Organisation shall use all means available in order to solve the incident in a satisfactory manner.
In the event that the lost objects are found at the end of the event, their respective owners shall be notified, and if the owners are not known, they shall be kept at the Organisation’s premises for a maximum period of one month. If said objects are unclaimed and not collected after that month, the Organisation shall get rid of them in the manner it deems appropriate.
The Organisation is not however liable for any loss which may occur during the event.
SMOKING, DRINKING ALCOHOL AND TAKING DRUGS
The new laws ban smoking in any closed public space and therefore the Organisation has to comply with said law. Smoking is prohibited anywhere on the site except for the area authorised for such purpose (outside of the site), including electronic cigarettes. This prohibition includes not only the users’ area but also the café, bathrooms, corridors, dormitories, etc. Anybody found breaching this regulation will be sanctioned.
Equally, neither drinking alcohol nor taking drugs is allowed (nor of course their trafficking) within the site (which includes the dormitories and neighbouring areas), whatever their degree. If users are detected who, under the influence of alcohol or drugs, are causing problems, they can be reprimanded by the Organisation proportionally to the problems caused or the attitude of the person to be sanctioned.
The users must remain within the areas authorised for the event and must use the doors authorised for such purpose. As such, exit is prohibited via any other door except by authorised persons. These other doors (which remain open for safety purposes) lead to unsupervised vehicle transit areas or areas not allowed by the lessor with the corresponding risk involved by unauthorised personnel.
ELECTRICAL APPLIANCES AND OTHER DEVICES
The users’ stations have an electricity supply: one socket per participant. The participants can (and must) bring multiple sockets which allow for the connection of various pieces of equipment via a single socket. Said electricity supply is for the computer equipment which the participants want to bring, but under no circumstances for the use of electrical appliances, fans or other devices. The reason for this is that said machines could cause voltage problems which lead to a loss of the electricity supply to large users’ areas.
As such, the use of kitchen applied like toasters, sandwich-makers, coffee machines, kettles, irons, fridges, microwaves or any other device thus considered by the Organisation is prohibited.
The use of grills, barbecues, portable stoves or similar elements is not allowed.
As regards any device other than those mentioned above, the Organisation shall have discretion (in the person of any of its members) to classify them and their possible use in the users’ area: this decision shall be final. In the event that prohibited devices are detected, they shall be confiscated by the Organisation until the end of the event, and may also be accompanied by a sanction.
If in doubt, and before connecting any device, contact the Organisation’s head of security who will decide whether the device can be connected to the event’s electricity supply.
The participants are entitled to bring their own food and non-alcoholic drinks onto the site. In order to keep what you bring you can, if you wish, bring portable fridges taking into account the following restriction: food and drink refrigeration systems are not allowed which require electrical current, whatever type this may be: directly via the 220V, transformers, USB or through an energy source via the PC. As such only non-electrical portable fridges can be brought on site. Any other fridge can be used in the area prepared for such purpose in the eating area.
Any fridges which breach the above description shall be confiscated until the end of the event.
NOISE, SHOUTING AND LOUDSPEAKERS
In order to respect others, individual loudspeakers connected to the computers shall not be allowed. The only ambiental music allowed will be that provided by the Organisation through its general sound system. The participants must use headphones if they want to listen to music, films or sound effects of the productions on which they are working or of the games that they are playing. All loudspeakers found by the Organisation shall be confiscated and returned at the end of the event. This regulation also applies to the music equipment.
Many of the productions which take place during the party will be shown on the general screens. In respect and as a sign of education towards their authors, there must be silence while they are shown, and acts otherwise may be sanctioned by the Organisation.
As a general rule and particularly in the sleeping area, the participants must act in moderation, avoiding shouting, excessive noise, using horns, races and any other activity which could cause a nuisance to the other persons attending.
LASERS, SPOTLIGHTS, TORCHES AND PROJECTORS
Given the risk involved, lasers are not allowed to be used at any time during the event, whether they are portable, fixed or motorised. The same rule applies to spotlights. Any lasers or spotlights which are detected will be removed by the Organisation and returned to their owner at the end of the event. Despite the fact that there will at all times be minimum lighting in all of the areas, the participants can use torches to move around the site, provided that they are used responsibly, and flex-type lamps which provide lighting for the user’s station.
Projecting in areas of the site without the Organisation’s authorisation is also prohibited.
ROLLER-SKATES, SKATEBOARDS AND SCOOTERS
The only form of transport allowed on the site is walking. Neither roller-skates, skateboards, scooters, bicycles nor any other similar vehicle will be allowed. In the event that any participant is found using any of these, it shall be confiscated that the infringing party sanctioned. Some members of the Organisation, due to the nature of their work, do need to move around the pavilion using motorised or other vehicles. In such cases, said vehicles shall be duly identified as authorised by the Organisation.
In order to transport the equipment, each user can use, if they wish, carts, wheelbarrows, platforms with wheels and similar apparatus, but only during the set-up and dismantling process. Once the equipment has been installed, each user must put such apparatus away so that they do not take up unnecessary space and do not cause possible accidents.
It is absolutely prohibited to access the event site with shopping trolleys regardless of where they have come from.
Drones can not be flown, except in authorized places and times (if any).
SPACE FOR SPENDING THE NIGHT
The Organisation has prepared a space fpr sleeping that will be conveniently indicated. Each participant must take their own camping material (sleeping bag, sleeping mat, inflatable mat or tent), keeping the size suitable for the number of people who will use them.
Each participant is expected to be involved in the distribution of this space, aligning themselves to leave space for the evacuation paths marked on the floor, and shall not occupy this space and will avoid any group arrangement. The Organisation will be forced to ask those who fail to follow these indications to remove their equipment in order to avoid problems related to space.
Likewise, notwithstanding the above, tents that require anchoring ropes are expressly prohibited That is, only the self-assembling type will be admitted (tents can not be installed in the Gipuzkoa Encounter).
CHAIRS AND MATS
The Organization provides each user with a chair for the entire event. Anybody who wants can bring their own chair to be used in its place, but chairs that may obstruct or complicate the transit will not be allowed. Those who prefer the official chair shall take into consideration the following: If users are detected with various chairs, the organisation shall remove the extra chairs. It is possible that a chair may break: if this happens, its owner shall bring it to the Organisation so that it can be substituted for a new one. Any chair with a defect shall be withdrawn by the Organisation so that they cannot be accumulated.
The users’ areas are for the activities and for the use and enjoyment of the network; not for sleeping. As such, the use of hammocks, mattresses, airbeds, sofas, airmchairs and blow-up chairs within the party site is not allowed (which will be confiscated until the end of the event). Those who wish to sleep can do so in the sleeping/dormitory area.
STATIONS AND TRANSIT AREAS
Each registration gives the right to use a single station (provided that it has been granted in the prior registration process), duly identified and associated to the user. The sale of any product in the station and unauthorized areas is prohibited. It is prohibited to use other stations, occupy neighbouring stations and, particularly, the use of corridors or transit areas to “extend” the user’s station. When similar situations are noticed, the Organisation shall ask the user to withdraw to the assigned area and, if the request is disobeyed, shall proceed to sanction the infringing party as a result.
If the station is not occupied in 24 hours from the start of the event, it will pass into the ownership of the organisation, and can be granted to another participant.
Under exceptional circumstances, the Organisation can authorise an exception to this rule.
SOFTWARE AND PIRACY
Copying programmes not permitted under their licence, and music or other audiovisual material covered by copyright constitutes an offence. The Organisation neither condones nor sympathises with the illegal use of software or with its piracy and/or any breach of the copyright laws. The only type of software authorised to be copied via the event’s network will be work prepared by each of the groups and persons attending or that software which can be copied (Free Software, Shareware, Freeware, Free Music Licences, etc.).
Under no circumstances shall the event Organisation be responsible for the contents of the participants’ computer equipment or the files which may be shared, regardless of whether they were downloaded from the Internet during the event or were transferred to the network from its computers.
NETWORK EQUIPMENT AND COMMUNICATIONS INSTALLATIONS
The communication switches, light differentials, plugs, general wiring, optical fibre and other common installations can only be operated by the Organisation’s personnel. Any participant found trying to operate them will be sanctioned without any right to challenge, and may be ejected depending on the seriousness of the action.
The Organization provides each participant with a single UTP cable to connect to the communications network (you are not allowed to use various network cables for a single participation, or to change your cable for that of the neighbouring stations). If the cable corresponding to a user does not work or is a poor condition, the affected user must go to the Organisation’s networks cubicle in order to solve their problem as quickly as possible.
In the event that a participant wishes to use more than one piece of equipment connected to the communications network at the same time, they can use their own switches and routers. However, before doing so they must present said equipment beforehand to the Organisation (Networks department) for its approval, after which (if appropriate and after giving proper instructions to the user) they will be identified as “accepted”. All private communication equipment which is working and which does not have the corresponding validation identification will be confiscated until the end of the event and their owner sanctioned.
USE OF THE NETWORK
Both the local network and the Internet access are shared and must be looked after by all concerned. Any attempt to sabotage or harm their operation (network attacks, use of bots, generation of viruses, worms, DHCP servers, malware, etc.) which is detected by the Organisation will be sanctioned and the infringing party may even be ejected.
The Organisation is not responsible for the protection of the participants’ computer equipment and as such recommends the individual use of an antivirus and firewall software, and to patch the last updates for the operative systems. Neither is the Organisation responsible for not providing a continuous network service to the participants if such disconnection is due to unknown reasons or reasons not attributable to those responsible for its correct functioning.
There are various cubicles both for the heads of the different departments, and to provide the corresponding services: Networks, Servers, Screens, Games, Accreditations, Storage, etc. Only the Organisers are allowed in these areas. Any participant who is found in any of them without the express permission of those in charge of said area will be immediately ejected from the event.
In order to contact the Organisers who are in the different cubicles, for whatever reason, there are stairs outside of the cubicle which allows for fast and direct communication with the Organization.
AREAS AND ACTIVITIES
The regulations contained herein refer to the general behaviour of the participants, and each and every one of the Organisers will ensure their compliance. As such, any individual member of the Organisation will be authorised to apply the sanctions which they deem appropriate if they detect misdemeanours or breaches.
During the event there will be innumerable activities which are supervised and coordinated by persons from the Organisation who are in charge. These activities have specific regulations which must be known by all of those who wish to participate in them, and which will be managed by the respective leaders of each area.
COMPETITIONS AND PRIZES
In order to participate in the competitions with cash prizes you must have a participant station. You cannot take part in an official competition unless you have a station at the party which is occupied by a computer or console.
The “Activities and Competitions” area is excluded from this restriction.
Anybody who wins any material prize (i.e. not in cash) you must be present at the prize-giving ceremony in order to collect it. If you are unable to attend the prize-giving ceremony you can delegate the collection of the prize to a third party. Said person must provide a photocopy of the winner’s DNI (National Identification Document) and your own DNI (National Identification Document) and a duly drafted and signed authorisation from the winner which states both DNIs (National Identification Documents). Under no circumstances can the material prize be sent by courier.
If these requirements are not met the prize will pass into the Organisation’s assets for all purposes.
The cash prizes shall be subject to the relevant tax withholdings and will be understood included indirect taxes that will be applicable, if it exists. The cash prizes shall be paid by bank transfer. The necessary details must be sent by mail to the event’s Organisation in the indicated term within the 1 month after the end of the event (otherwise you will lose the right to receive the obtained economic sum).
In the event that the winner is not a resident in Spain the provisions of the corresponding Double Taxation Convention between Spain and their country of residence shall apply and the stoppages under the Convention shall be made. In the cases where said Convention establishes that the tax must be paid in the country of residence, the non-resident winner must provide the corresponding tax residence certificate issued by their country’s tax authorities, in order to prove that stoppages should not be made. Otherwise the corresponding stoppages shall be made. In the cases where there is no Double Taxation Convention between both countries, the provisions of the internal Spanish regulations shall apply.
The tax residence certificates which are presented will be valid for a term of one year from their date of issue and must be in Spanish. The certificate must expressly state that the winner is a resident as defined in the Convention.
The sanctions which will be applied in the case that the regulations are breached can be of various kinds and their severity will depend on the seriousness of the sanctioned infringement (the accumulation of minor sanctions may automatically lead to the application of a serious sanction). The Organisation can apply, starting with the less serious and ending with the most serious, the following actions or any combination of them:
- Private verbal reprimand to the infringing party.
- Public reprimand over the general megaphone system.
- Withdrawal of the network service for a variable period of time.
- Definitive withdrawal of the network services.
- Confiscation of the elements causing the breach of the regulations, which will be returned at the end of the event or at the time that the user decides to definitively abandon the site.
- Temporary withdrawal of the identification and expulsion of the infringing party from the site.
- Definitive withdrawal of the identification and expulsion of the infringing party from the site.
- Refusal to register the infringing party at later parties.
- Complaint filed with the competent Police authorities by the Organisation.
Any participant who has won any prize category and has infringed any of the regulations will lose their right to any prize as well as the corresponding sanction.
The Organisation reserves the right to refuse the participation of any person at this event and/or eject them, at any stage of the proceedings, in those cases where in the Organisation’s opinion any of their participants have incurred, for whatever reason, offensive conduct or conduct which is against the law, morals, public order or in any other way may harm its image or that of third parties.