Health & Safety Policy

Version 2025.1

The goal of this policy is to outline general health and safety measures and recommendations, as well as procedures for reporting any incidents or injuries. To ensure the International HPC Summer School (“IHPCSS”) is a safe and welcoming event, every IHPCSS participant is expected to adhere to the guidelines presented below.

Accessibility

The IHPCSS organizers are committed to ensuring that the IHPCSS is accessible to all participants and will endeavor to provide accommodation and/or support to ensure that everyone can fully participate in the event.

If you require accommodation and/or support to attend the event, please contact us at any point before or during the event (see contact details in the Emergencies and Incident Reporting section below). IHPCSS staff will work with you to identify and implement appropriate accommodations and support.

Responsibilities and recommendations

IHPCSS organizers are responsible for

  • conducting a risk assessment prior to the event to identify any potential hazards or risks, and implementing appropriate control measures to prevent or mitigate any potential incidents;
  • providing a safe and healthy environment for all participants during the scheduled sessions;
  • ensuring that the event is accessible to all participants with disabilities;
  • evaluating all incidents/injuries and taking appropriate action in accordance with the established protocols and procedures;

All participants are required to

  • provide correct and up-to-date emergency contact details during registration and inform organizers in case of changes;
  • wear identification badges provided during the in-person registration process;
  • report any incident/injury that happened during the event to the IHPCSS organizers as soon as possible by contacting the persons listed in the Emergencies and Incident Reporting section below. Please note that it is important to report any incidents or injuries, no matter how minor they may seem, to ensure the safety and well-being of all participants;
  • inform the IHPCSS organizers (see contact details in the Emergencies and Incident Reporting section below) if they cannot attend the IHPCSS planned activities for any reason (medical or not)
  • take care of their own security and safety during the time not spent in the sessions;

All participants are recommended to

  • follow the health and safety protocols recommended by the local health authorities at the time of the event;
  • follow personal hygiene rules (e.g., use hand sanitizers, etc.);
  • not to attend any of the scheduled sessions if feeling unwell;
  • follow recommendations for international travelers;
  • have personal travel insurance.

Emergencies and Incident Reporting

Any medical emergencies or any health and safety-related injuries should be reported to the local organizers and representatives from each organizing partner:

  • All emergency services in Portugal: 112 
  • 24h Health Line (no emergency): 808 24 24 24
    The 24 Health Line provides triage, counseling and referral in situations of illness. The cost of the call is that of a call to the landline network.
  • Police tourist office: +351 218 804 030 (English speaking).
    This office is located at Restauradores Square (open 10am – 5:30pm). 
  • Police tourist office: +351 218 804 030 (English speaking).
    This office is located at Lisbon Cruise Terminal (open 8am – 11pm).
  • Police tourist office: +351 213 421 623 (English speaking).
    This office is located at Santa Apolónia (open 10am – 6pm). 
  • Poison Information Centre 800 250 250
    Available 24 hours a day, every day. The Poison Information Centre (CIAV) is a medical telephone consultation service specializing in toxicology. It provides timely and appropriate information to ensure a correct and effective response to poisoning incidents. Calls are free of charge.

In case of illness or emergency inside the IHPCSS venue please contact the organizer from your region – see the list below for the list of contacts.

Organizer contacts:

In case of illness or emergency, when outside of the IHPCSS venue:

  1. Call appropriate service:
    • 112 for any emergencies (ambulance, police and fire) 
    • 808 24 24 24 for non-emergency health advice
    • +351 213 421 623 for tourist Police (Lisbon Tourist Office | Santa Apolónia)
    • +351 218 804 030 for tourist Police (Lisbon Tourist Office | Restauradores Square)
  2. Contact Simon or Julie

Liability Waiver

The IHPCSS organizers require that any attendee or volunteer at the IHPCSS 2025 (the “Event”) review the following material prior to attending the Event.

Liability Waiver and Release of Claims

I acknowledge that I derive personal satisfaction and a benefit by virtue of my participation and/or attendance at this Event and I willingly engage in this Event. In connection with the exposure, infection, and/or spread of any pandemics at the Event, I hereby forever release, waive and discharge any and all liability, claims, and demands of whatever kind or nature against IHPCSS and its affiliated partners and sponsors, including in each case, without limitation, its and their directors, officers, employees, volunteers and agents (the “Released Parties”), either in law or in equity, to the fullest extent permissible by law. This waiver includes damages or losses caused by the negligence, fault or conduct of any kind on the part of the Released Parties. This waiver includes, but is not limited to, death, bodily injury, illness, economic loss or out of pocket expenses, or loss or damage to property, which I, my heirs, assignees, next of kin and/or legally appointed representatives may hereinafter accrue on my behalf, which arise or may hereafter arise from my participation in the Event.

Assumption of the Risk

I acknowledge and understand the following:

  • I hereby knowingly assume the responsibility of reviewing the Event venue’s safety protocols before deciding whether to attend the Event and acknowledge that the decision of whether to attend the Event is solely mine; and
  • I hereby knowingly assume the risk of injury, illness, harm and loss associated with the Event, including any injury, harm, and loss caused by the negligence, fault or conduct of any kind on the part of the Released Parties; and
  • I hereby knowingly assume the risk of any travel costs I may incur in connection with attendance at the Event, including, but not limited to, the costs associated with any mandatory quarantine regulations, canceled travel, etc.

Choice of Law and Forum

I understand that the law of Portugal will apply to this agreement and that the exclusive venue for any dispute arising out of this agreement shall be the district, high, or supreme courts in Portugal.

Organizer Commitments

Upon receiving an injury or incident report, or a health and safety-related query, the organizers will promptly evaluate the situation and take appropriate action in accordance with the established protocols and procedures, within an acceptable timeframe.

Review

The Health and Safety Policy will undergo an annual review and may be reviewed as needed in response to changes in legislation or organizational requirements. Following the review, any essential changes to the policy will be made and communicated to all relevant parties.

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