Health & Safety Policy

Version 2026.1

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 additional accommodations 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 or additional needs;
  • 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 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 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.

Emergency Contacts

The key emergency numbers in Australia are listed below. Any medical emergencies or any health and safety-related injuries should also be reported to the local organizers and representatives from each organizing partner – listed in the Incident Reporting section below.

All emergency services in Australia: 000  (fire, ambulance, police)

Triple Zero (000) is Australia’s main emergency service number. You should call 000 if you need urgent help from police, fire or ambulance services.

Telstra answers calls to the emergency service numbers 000 and 112 and transfers the call, and information about your location, to the emergency service you request.

You should only call 000 when:

  • someone is seriously injured or in need of urgent medical help
  • your life or property is being threatened
  • you have just witnessed a serious accident or crime

If a situation is not urgent, you should look up the number of your local police, fire or ambulance service.

If you can’t speak English you can call Triple Zero (000) from a fixed line and ask for ‘Police’, ‘Fire’, or ‘Ambulance’. Once connected you need to stay on the line and a translator will be organized.

  • Australia also has 2 other emergency service numbers, but they only work on some services:
    • 112 can only be dialed on a mobile phone
    • 106 can only be used with a teletypewriter (TTY) or a device for the deaf. 106 is a text-based emergency service number for people who are deaf, or who have a hearing or speech impairment
  • For Police assistance in Perth, call 131 444
  • For State Emergency Services (SES) assistance, call 132 500
    The SES has a wide range of roles including planning for and responding to floods, severe storms, earthquakes, road accident rescue as well as search and rescue.
    The emergency dashboard is available at https://www.emergency.wa.gov.au/
  • Poisons Line: 13 11 26
    The Poisons Information Centre has a 24-hour telephone hotline that provides poison information and toxicology advice for any individual or professional anywhere in Australia.

Incident Reporting

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:
    • 000 for any emergencies (ambulance, police and fire) 
    • 1800 022 222 for non-emergency health advice
    • 131 444  for Perth Police

  2. Contact Ludovic (first port of call), Simon or Julie; contact details will be distributed to school participants.

Liability Waiver

The IHPCSS organizers require that any attendee or volunteer at the IHPCSS 2026 (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 Australia 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 Australia.

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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