TERMS AND CONDITIONS

Definitions (for clarification purposes only)

(The) organization
Cyber Saiyan,  Piazza Annibaliano 18, Rome, Italy – C.F.: 97958200582 – VAT: IT14669161003

(The) visitor
The first ticket holder uses the ticket to gain entrance to the event terrain and facilities and to register as such.

(The) purchaser
The person purchasing the ticket.

(The) event
RomHack Camp 2022, September 23rd to 25th 2022, Rome, Italy
Including but not limited to the conference (RomHack conference), presentations, workshops, labs and all the activities of the camp (RomHack Camp).

(The) camping
The event terrain, auditoriums and facilities at Flaminio village, via Flaminia 821, 00189, Rome, Italy.

(The) conference area
The enclosed area where the RomHack Conference takes place.

(The) ticket
The document containing a unique ticket id.

The RomHack Camp 2022 tickets are issued subject to the Terms and Conditions below. Please read the following Terms and Conditions carefully before submitting the Registration Form.

GENERAL

Confirmation or a booking or any payment by purchaser for any ticket, merchandise or voucher shall constitute acceptance of these terms and condition.

Purchases are not complete until full payment has been received. Ticket purchases will not be confirmed until the completed form and the correct payment is received and processed by the organization.

After a successful purchase the purchaser will receive an email containing the ticket.

It is the responsibility of the purchaser to check that the information provided whilst booking is correct prior to payment since mistakes or omissions cannot always be rectified.

TICKETS

Tickets give a right to attend the event. Tickets are refundable in case the event gets canceled, tickets are otherwise non-refundable. Tickets are transferable, with the caveat that a) any transfer of the ticket cannot separate the right to attend the event from the obligations in these terms and conditions, and b) the additional condition that any recipient of a transferred ticket accepts the risk of duplication of the ticket, in which case the first person that registers as a visitor with the ticket information can be the only registered visitor under that ticket.

Under exceptional circumstances it may be necessary for reasons beyond the control of the organization to alter the content, camping, or the date and timing of the event. Any ticket holder accepts the risk such alteration poses to them regarding travel arrangements and other expenses incurred by the ticket holder related to the event. An example of such an exceptional circumstance is the withdrawal of the organization’s permit for the event by the competent authorities for public health reasons (for example due to a pandemic such as the COVID-19 pandemic).

The organization shall not be liable for any cancellation of the event due to circumstances beyond its reasonable control including without limitation due to any force majeure, including industrial action, fire, flood, storm or tempest, disease, explosion, riot, civil commotion, earthquake, nuclear incident, pandemic (such as the COVID-19 pandemic), malicious damage or act of terrorism. This is considered a case of force majeure.

The organization will provide on its event website – https://romhack.camp – updates of all events, camping changes and cancellations if any. It is the responsibility of the purchaser and/or visitor to ascertain whether an event has been canceled and the date and time of any rearranged event. If the event is canceled or rescheduled, the organization will use reasonable endeavors to notify purchasers of the cancellation (in practice this means: the organization will use the e-mail address provided by the purchaser). Please note that the organization cannot guarantee that purchasers and/or visitors will be informed of such cancellation before the date of the event, especially not in cases in which the ticket has been resold and/or if the organization does not have an e-mail address relevant to the ticket holder.

The purchaser is obliged, in case the ticket is not for personal use, to make note of these terms and conditions (or at least a link to these terms and conditions) to any person that is receiving the ticket, including the obligation to notify any subsequent ticket holders. These terms and conditions apply to all visitors, regardless of whether they purchased the ticket themselves or not.

The purchaser and/or visitor is responsible for any loss, theft or damage to the ticket.

The organization reserves the right to cancel ticket bookings that it reasonably suspects to have been made fraudulently or that have been made by persons that have been expelled from earlier events organized by the organization and are considered a risk for RomHack Camp.

PRIVACY

Any data provided will be used to process transactions undertaken with the event and for internal administration and analysis only as well as for the purpose of organizing possible subsequent events. The organization does not sell, rent, trade or in any other way share the visitor’s personal information to third parties, unless required by applicable law or court decision. A privacy policy is available at https://romhack.camp/privacy-cookies-policy/ 

Email addresses will be used to send the ticket in digital form and make important announcements regarding the event and possibly future events. The retention period for these is defined in privacy policy. The data related to ticket sales will be retained for the time provided for current Italian regulations.

The foregoing notwithstanding, the event has cultural, journalistic and scientific significance. Therefore, the event is likely to be covered by news outlets and be part of scientific research. The organization’s code of conduct requires every visitor to ask consent from other visitors before photographing, videoing or otherwise recording them in a recognisable manner. However, the organization does not believe that a blanket prohibition on (audio)visual recordings and its full enforcement is compatible with the hacker ethic. It tries to address the tension between the fundamental right to privacy and the right to gather information in its code of conduct and by a prohibition on recording natural persons in a recognisable fashion without prior consent, but cannot guarantee that it will fully be adhered to by all visitors. Visitors must understand that other visitors are not necessarily under control of the organization and that the organization cannot be held liable for other visitors.

Furthermore visitors understand that they may be filmed, photographed and recorded as members of the audience. The resulting film footage, images and recordings may be used to promote the event and its activities in print, in the media and on websites. The organization will endeavor to inform visitors prior to the commencement of a presentation if filming is to take place and will also ensure that visitors’ faces will not be recognisable. To the extent the foregoing constitutes processing of personal data, the legal basis for this is the legitimate interest of the organization, the organization’s goals are to promote future editions of the event and otherwise make this public because of its cultural significance.

All personal data processed by the organization is managed in accordance with applicable Italian and European data protection and freedom of expression legislation.

EVENT

Any visitor is obliged to adhere to instructions regarding the proceedings of the event (including but not limited to instructions regarding safety or regulations) of the organization or any person appointed by the organization to give such instructions.

Any visitor must comply with all relevant statutes, safety announcements and regulations whilst attending the event. Breach of any of these conditions or any unacceptable behavior likely to cause damage, nuisance or injury shall enable the organization to eject the visitor from the event.

Any visitor must comply with the event’s code of conduct, as published on https://romhack.camp/code-of-conduct 

The ticket will allow one person (the visitor) entry to the event terrain. Upon entry and registration, the ticket will be invalidated and the visitor will receive a token to subsequently prove to the organization that they have paid. The visitor will, without reservation, show this token to any staff member asking to verify the token.

The visitor may bring equipment, as long as power consumption, noise production and other factors are within reasonable limits, understanding that there is always a risk in operating equipment on a field with an impromptu power infrastructure and network. The organization can not be held responsible for damage, theft or malfunction of the visitor’s equipment. Furthermore, the visitor shall indemnify the organization against damages to any third party caused by the damage, theft or malfunction of such equipment as well as damages caused to any third party by the visitor’s equipment.

The organization reserves the right to deny the usage of certain equipment if it considers the equipment an unreasonable risk to the camping, the terrain, its facilities, the organization and/or other visitors.

The organization operates a no smoking policy in all enclosed camping spaces, including but not limited to conference area, workshop & camping spaces, buildings, bungalows and tents.

The use of photographic and recording equipment for the purpose of registration of natural persons in a recognisable fashion without both their prior consent and a prior warning that such registration is about to take place is prohibited.

The organization is not liable for any damages beyond the price paid for the ticket by the purchaser. The foregoing limitation of liability does not apply in case of negligence or willful misconduct attributable to the organization and/or in case of personal injury.

Visitors shall comply with any regulations of the organization and the camping and any applicable statutory requirements.

ADMISSION

The RomHack Camp is hosted by Flaminio Village camping. The activation of the Camp ticket and the access to the Camp are bound to the check-in process that will take place at Flaminio Village’s reception.
Failure to register at Flaminio Village’s reception will prevent the Camp organization from admitting you into the Camp, with no possibility of ticket refund.

The organization reserves the right to refuse admission to the Camp facilities if the organizers believe the visitor can be a danger to the audience or themselves or can affect the enjoyment of the event (eg. due to being under influence of drugs or alcohol). A refund will not be given in such a situation.

The organization reserves the right to refuse admission to the visitors that breach any terms and conditions of the event. Likewise the organization reserves the right to eject a visitor from the event in case of a material breach of the terms and conditions of the event.

ACCOMMODATION

Visitors to the event are eligible for a tent space at the campsite for the duration of the event. Visitors will have to bring their own tent. Visitors accept that tent space is provided on a first-come, first-served basis and that they are not entitled to a specific camping spot on the camping terrain.

Visitors that reserved for a RV & Camper Van spot are eligible for a dedicated RV & Camper Van spot at the campsite for the duration of the event.

Visitors that reserved for a Bungalow are eligible for a dedicated Bungalow for the duration of the event.

APPLICABLE LAW

These terms and conditions are governed by the Italian laws. Any conflict or dispute arising from any contract based on these terms and conditions will be solely decided by the court of Rome, Italy.

If any provision of these terms is held to be invalid, illegal or unenforceable for any reason, such provision shall be severed and the remainder of the provisions will continue in full force and effect as if the terms had been executed with that provision omitted. Any express or implied waiver to perform any obligations under these terms will not prevent the subsequent enforcement of them. A person who is not a party to these terms has no right to enforce any of these terms.

The organization reserves the right to alter or amend these terms and conditions without prior notification. Purchaser will be notified of these changes through the email address provided during the registration process. Purchaser can notify the organization if Purchaser does not agree with the altered or amended terms and conditions within a two week period after this notification to be eligible for a refund. If no such notification is received by the organization, the purchaser and visitor(s) are bound by the altered or amended terms and conditions.