COVID-19 Management

Last update: 28/09/2021

NOTE: at the end of this page you can download the full version of ITF XV Covid Contingency Plan. It is highly recommended you read it.



International Tool Fair XV (ITF XV) is fully committed with your health and safety and hope you have a wonderful time during the activity days. You are about to participate in one of the few pan-European events that will take place in person in 2021. With this in mind, we have gathered important information on COVID-19 related topics, which you are requested to read attentively. We have also created guidelines you are requested to follow, at all times, prior and during the event.

ITF XV will count with a specialized support for COVID-19 related issues. This person is responsible for all information and procedures and will oversee the implementation of this security COVID Protocol. If you have any related question, you can contact him by email

 As you know by now, Coronavirus, has its own agenda (!) and the situation can evolve rapidly and dramatically. Therefore, all the information and guidelines provided are subject to continuous updates. Please check this page frequently!

Important notice: despite our effort to create and implement a safe environment, this will only be possible if participants are fully committed to it. Each individual is entirely responsible for checking the information, following the measures in place, and adopting the correct behavior.



Travel to Portugal from the European Union and Schengen Associated countries (Liechtenstein, Norway, Iceland, Switzerland) is permitted for essential and non-essential travel reasons.

 All passengers need to:

  • fill a Passenger Locator Card before departure to Portugal
  • hold an EU Digital COVID certificate OR a pre-departure negative COVID-19 test.

You are advised to check the latest information on-air travel regulations for Portugal on the IATA website, namely the list of countries allowed to travel to Portugal at any given moment.

 Do not forget:

  • Make sure you have valid insurance that covers activity dates, any other day spent in Portugal, or traveling. Note that this will not be reimbursed
  • Bring your European Health Insurance Card with you. If you do not have one, we advise you to apply for one. This is normally free of charge
  • Portuguese National Agency will not cover or reimburse PCR tests (linked with your travel – if applicable), quarantine costs, vaccines, costs related to hospitalization during and after the training, and other related costs.



If you have an EU Digital COVID certificate you will be allowed to enter Portugal, without being subject to further restrictions (testing or quarantine), at the condition that your certificate contains either:

  • Proof of vaccination;

  • Proof of recovery from COVID-19;

  • Negative the result to a COVID-19 test.

Both PCR and antigenic tests are accepted. Validity: 72 hours for PCR tests, 48 hours for RAT tests.

 (Arrival by road or train from Spain is possible without restrictions)

If you do not have an EU Digital COVID certificate you will be required for a pre-departure negative COVID-19 test.

Accepted tests:

  • PCR (taken within 72 hours prior to departure);
  • Rapid antigenic (taken within 48 hours prior to departure). Only Rapid Antigen Tests that are on the list agreed by the European Union Health Committee are allowed. Passengers who present tests that do not comply with the requirements must undergo a new test on arrival, at their own expenses, and must wait at the designated place inside the airport, until the result is notified

There are frequently doubts and confusions, when it comes to Covid testing. In simple terms, there are three categories of tests:

  • NAAT test: it identifies whether the actual COVID virus genetic material exists. This is the PCR testing where you would have a nasal pharyngeal swab or a pharyngeal swab taken. And then they look for the genetic material of the virus itself.
  • Rapid Antigen Test: is the second type of testing. This is when they try to identify one of the outer proteins of the viral shell or envelope.
  • Antibodies detection: the third type is to detect within the human body, whether they’ve developed antibodies. It looks for antibodies that are specific to the outer portion of the virus itself. So, it shows whether the individual has mounted an immune response or developed immunity towards that specific virus or to COVID.

Portuguese National Agency will not cover or reimburse costs with PCR or Antigenic tests related to travels. You need to check with your National Agency (the National Agency for Erasmus + Youth, in your country) or Regional SALTO RESOURCE CENTRE the rules related to these kinds of costs and reimbursements. The event’s Covid Manager can support you in finding suitable laboratories where you can be tested if you need. The payment should be done directly on the spot, so be prepared for it.

Important notice: Travellers from high-risk countries (with an incidence rate of 500 cases or more per 100,000 inhabitants in the last 14 days) must complete a 14-day isolation period after entry to mainland Portugal. Check your country status before departure. If this is the case, please inform immediately the COVID Manager of the event.



Use of facemasks

The use of face masks is mandatory in closed spaces. The use of masks is recommended in outdoor spaces if distance between people cannot be ensured. Children under 10 years old are exempted. Exemptions are available also for certified medical reasons.

 Physical distancing

In public places, a physical distance of 10 square meters of area per person and a distance of 2 meters between people is required. If you are into sports and decide to go for a run or cross fit session, the minimum distancing is 3 meters.


Shops and shopping centers are open without time restrictions. No more than 5 people are allowed per 100 square meters.

Restaurants, cafes and bars

It is mandatory to present EU COVID Digital Certificate or a negative test in meal service inside the restaurants, on Fridays from 7 pm, at weekends and on public holidays (the 5th of October is a public holiday in Portugal). Restaurants, cafés, bars, and pastry shops with no restrictions on opening and closing hours until 2 am. Limited to groups of 8 people inside and 15 people on a terrace.

Alcoholic beverages sale is prohibited in service areas or gas stations. The consumption of alcoholic beverages in outdoor spaces and on public roads is prohibited.



All participants will be requested to take a Rapid Antigenic Test upon arrival at the hotel venue (further instructions will be given closer to the arrival dates). This will be organized by the Portuguese National Agency. Participants will only be allowed to join the group and the activity upon confirmation of a negative result. Even though you might hold an EU COVID Digital Certificate, are fully vaccinated, or took a test prior to your flight, you will still be requested to take the test. Remember, vaccination does not protect 100% from infection. The event organizers are fully committed to creating a healthy and safe environment and have decided to add another layer of safety for the well-being of all participants.



The hotel you are staying in for the coming days has a “Clean and Safe” seal of approval which means it is compliant with hygiene and cleaning requirements for the prevention and control of COVID-19 and other possible infections. The requirements include: training of hotel employees, availability of information to all guests, disinfection of all surfaces employees and clients have contact with, spaces and offices aired regularly, Personal Protection Equipment (PPE) for all employees, a room to isolate people suspected or infected with COVID-19 virus, an internal protocol for cleaning and sanitation (towels and bed linen).

Please comply with all the visual hotel indications: queuing distance, maximum capacity when using lifts, specific doors for entering and exiting rooms or buildings, use of stairs, etc. Additional measures will be considered for workrooms and common areas. 

The use of masks in all enclosed spaces is compulsory. Three types of masks are allowed in the event: surgical, respirators (FFP2, N95), and certified social masks (fabric).



For security reasons, all rooms are individual. It is possible to give instructions to hotel staff on how often you want your room to be cleaned.



Workrooms will have a maximum capacity of participants at a given moment, depending on the size of the rooms and the possibility of respecting individual safety distances.

Workrooms will be aired regularly. Natural ventilation will be privileged.

Access corridors to working areas will be subject to directional constraints (one-way).

Chairs in the workrooms will be placed at a a minimum distance of 1.5 meters and cannot be moved, except for increasing the distance;

The use of microphones will require prior sanitization before use; person-to-person switching will be conditioned to prior sanitization with disinfectant wipes available in each room.

Before the beginning of each activity, the room designated will have outside:

  • Alcohol-based hand sanitizer;
  • Disinfectant wipes;
  • Surgical masks;


9. MEALS AND COFFEE BREAKS (provisional measures - will be updated)

Breakfast and other meals will follow the internal protocol of the hotel as defined in the context of the “Clean and Safe” hotel seal. Details will be updated upon confirmation of measures in place.

Dinner outside the venue will be organized with the presence of ITF XV guests only and in a dedicated structure.



Participation in Tool to Explore and Tool Workshops will be limited in the number of participants considering the rules and size of the rooms.

Local visits will have a limited number of participants adapted to the space and the shape of the project visited. Any transfers from the location will be done on foot, in small groups, or by special means reserved by the ITF XV.

An online booking system (website) for activities such as Tool to Explore, Tool Workshop, and Local Visits will allow you to reserve your participation in advance, but not to change the booked activities during the event, in order not to compromise the tracing system, in the event of detecting a positive case of COVID-19.



Random body temperature checks will be carried among participants and staff in order to increase early detection of COVID-19 symptoms. We request your compliance (and patience) with this procedure;



In the event of suspect cases, a prevention protocol will be immediately activated and applied. This will include isolation of person(s) involved, tracing of contacts, evaluation of nature of contacts (high risk or low-risk contact), and testing.

We request each participant of ITF XV to actively monitor its own symptoms. People with COVID-19 have had a wide range of symptoms reported – ranging from mild symptoms to severe illness. Symptoms may appear 2-14 days after exposure to the virus. Anyone can have mild to severe symptoms. People with these symptoms may have COVID-19:

  • Fever or chills
  • Cough
  • Shortness of breath or difficulty breathing
  • Fatigue
  • Muscle or body aches
  • Headache
  • New loss of taste or smell
  • Sore throat
  • Congestion or runny nose
  • Nausea or vomiting
  • Diarrhea

 If you suspect you have COVID-19, please report it immediately to any staff member.



Portuguese National Agency, through the venue’s COVID Manager will give you the needed support in case you have to take a test before returning to your country. If you are in that situation, you should contact him. We would like to highlight that the participants are fully responsible for their own Covid management and expenses that could result from this testing.   



We have compiled a list of relevant websites on COVID-19 related topics. Feel free to consult them. There are also relevant apps you could download and install on your phone.



Re-Open EU (Highly recommended)

  1. Google Play:
  2. App Store:

StayAway Covid

Available downloads: