Safety Protocol

Scope

This protocol covers the EIA summer course. It covers the on-site weeks at the host universities. It also covers the online weeks before and after them. In 2027:

• Lisbon from 19 July to 6 August. All three weeks are on site at the University of Lisbon.
• Rome from 19 to 30 July on site at Università Campus Bio-Medico di Roma. Then one week online.
• London from 12 to 16 July on site at Bayes Business School. Then two weeks online.

It applies alongside the Code of Conduct and the rules of each host university.

In an emergency

• When you are safe tell an EIA staff member. Or call the EIA on-call contact for your city.
• If someone else is in danger and you cannot help safely call the emergency number. Stay on the line.
• In the UK call NHS 111 for urgent medical advice that is not an emergency.

Before you travel

Insurance

Travel and health insurance is not included in tuition. Your policy should cover medical treatment and emergency return home. It should cover your whole stay. That includes any days you add before or after the course.

EU citizens should also carry the European Health Insurance Card. It gives access to public healthcare in Portugal and Italy.

Entry documents

• Check the entry rules for your passport. The UK asks most visitors for an Electronic Travel Authorisation (ETA). EIA confirms the latest EU entry rules for each cohort.
• If you need a visa ask EIA for an invitation letter. Apply at least three months before you travel.
• Keep digital copies of your passport and insurance and travel bookings. Store them where you can reach them from any phone.

Health and accessibility and emergency contacts

• Tell EIA early about any disability or health condition or allergy. The same goes for any other need that could affect how you take part. Then support can be agreed before you arrive. You decide how much to share.
• Give EIA the name and number of a person to contact in an emergency.
• Bring enough of any regular medication for the whole stay. Bring a copy of the prescription too.

University cohorts

Faculty and risk offices that send a cohort get a written travel and support file. They get it before the agreement is signed. It covers:

• Accommodation. Where students stay and who checks the rooms.
• Emergency response. A plan for each city with contacts on call day and night.
• Insurance. Who buys cover and what it includes and what EIA carries.
• Accessibility. Support for disabilities or health needs agreed early.
• Visas. Invitation letters for students who need them.
• Named contacts. A coordinator at the university and one at EIA. Plus one in each city.

The home university keeps its own duty of care for its students. EIA works with the faculty lead on both.

During the on-site weeks

• EIA staff are at the venue for the whole program day. Each city has an emergency plan. EIA contacts are on call day and night.
• You get the on-call contacts for your city before the on-site week starts. You also get the venue's safety information.
• Follow the instructions of EIA and venue staff. That includes fire and evacuation procedures. Know the nearest exit.

Health and wellbeing

Program days run 8 to 10 hours. Building a company in three weeks is intense.

• Sleep and eat properly and take breaks. Nobody does their best work exhausted.
• July in Lisbon and Rome is hot. Drink water and use sun protection. Take heat warnings seriously.
• If you feel unwell or stressed or overwhelmed talk to an EIA staff member. It stays between you and the people who need to help.
• Look out for your teammates. If someone seems unwell say something.

Getting around the city

• Keep your phone and wallet and passport secure. Take extra care on public transport and in crowded tourist areas.
• Use licensed taxis or ride-hailing apps. This matters most late at night.
• Travel back from evening events with others. Let someone know where you are going.
• Know the address of your accommodation and of the venue. Keep your phone charged.

Social events

• Follow local law on alcohol. Illegal drugs are not tolerated at any EIA activity.
• Never leave a drink unattended. Do not let anyone leave alone if they are not well.
• Respect other people's boundaries. The Code of Conduct applies at every event.

Online weeks

• The Code of Conduct applies in online sessions and chats and shared workspaces. It applies there just as it does in the hall.
• Share personal data only as the program needs. Never share other participants' details or recordings outside the program.
• Report harassment or anything that makes you uncomfortable. Tell EIA staff or write to info@inacademy.eu.

Reporting incidents

Report any incident to EIA staff as soon as you can. That includes accidents and injuries and theft. It includes safety hazards and harassment. You can also write to info@inacademy.eu.

• EIA records the incident. We make sure the people affected get help. Then we follow up.
• We share information about an incident only with the people who need it to help. We also share it with the authorities where the law requires it.
• For university cohorts EIA informs the faculty lead as agreed in the travel and support file.

Your information

We use health and accessibility and emergency contact details only to keep you safe. We also use them to support you during the program. The Privacy Policy explains how EIA processes personal data.

Updates

We review this protocol before each cohort. We review each city's emergency plan at the same time. The date at the top shows the latest version. Send questions to info@inacademy.eu.