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Standard Terms & Conditions of Service Provision
All services supplied by us are subject to contract. The contract is composed of the following terms and conditions, together with the applicable schedule for your event/booking.

These are the standard Terms and Conditions that act as a service level agreement with regards to testing.

Events Medics Ltd is located at 14 Leasingham Gardens, Bexhill on Sea, East Sussex, TN39 4DZ. Opening Hours: Monday-Friday 0900-1700

Definitions
The parties to this agreement are: Events Medics Ltd (hereinafter known as ‘the company’) And The person/persons/organisation named in the schedule (hereinafter referred to as the client)

 ‘Venue’ shall mean the premises or location at which the event is held

‘Operators’ shall mean staff or agents engaged by the company to fulfil the contract.

1.     Cancellation
Cancellation of this contract will only be accepted by the company if notice is given by the hirer, in writing. Where less than twenty-eight calendar days notice is given by the hirer, payment of a percent of the fee is required as outline below of the total contract value.

Less than 7 Days =100%, 7- 14 Days =50%, 15-28 Days =33%, , More than 28 days = No charge

In the event that your event is cancelled on the day, full charges remain payable.  We recommend you have cancellation cover in place.

2.     Non-Fulfilment
The Company shall not be held responsible for the non-fulfilment of this contract for the reasons beyond its reasonable control. This includes mechanical breakdown, unforeseeable equipment failure, and power failure at the venue, sudden illness, and ‘force majeure’ (including but not limited to; extreme weather, flood, and fire and lighting strike).

 Where we provide less services than booked due to issues beyond our control, you will not be charged for the service not provided, however there can be no claim for costs, damages, losses or compensation.

3.     Liability
The Company’s maximum liability under the contract (excluding death and personal injury) shall be limited to the value of the contract/booking,  unless related to negligence in the medical care.

4.     Public Liability Insurance
The Company carries public liability insurance, and all equipment used carries relevant safety standards and certification. Copies of relevant certificates are available on request.

 5.     Refreshments
Where the company’s operators are on site at the venue for longer than three hours the hirer is responsible for the provision of adequate food, refreshments, and welfare facilities for each operator reasonably to be present to fulfil the contract. If this is not provided, the charge will be added to our final invoice.

6.     Transport to Hospital
Where an NHS ambulance is called to site, it may be necessary for a State Registered Paramedic to travel with the patient if the receiving crew is not trained to the same standard as the paramedic. This will be at the discretion of the onsite paramedic. Where our ambulances transport to site, overtime will be charged if handover and return to the event site takes the crew beyond the booked time.

7.     Company Cancellation
The company may cancel at any time prior to the event. In the event of cancellation by the Company any deposit paid will be returned in full without interest, costs or damages, the contract shall be deemed cancelled and there shall be no further claim arising.

8.     Good Samaritans
Where our arrival is delayed due to our obligation to assist with incidents in the public domain, we will endeavour to arrive as soon as possible but there can be no claim for costs, damages, compensation.

9.     Event Cancellation
The Company cannot be held financially responsible for any event cancelled for any reason irrelevant of involvement.

10. Complaints
Any concern or complaint must be raised with the company at the time or if not possible, within 24 hours of the issue. Complaints can be made by emailing complaints@eventsmedics.co.uk A copy of our complaints procedure is available on request.

11.Equipment
The company will provide all equipment and consumables necessary to carry out the level of service booked.

Where client is to provide equipment or services such as electricity supply or medical area (tent, room etc) and fails to, we reserve the right to suspend our services but full charges will apply.

Where we are required to run ambulance engines for heat /light for testing, we will charge £20 per hour or part thereof for fuel per vehicle.

4x4s will come with off road trained driver only if booked as off road 4x4.

12. Welfare
Please ensure staff on site can obtain fresh, clean water as necessary and access welfare facilities such as toilets and break areas.  if these are not available, we will withdraw our staff but full charges will apply. 

Unless stated, for assignments over 6 hours a meal should be provided for the crew- this can be via meal tokens to onsite catering outlets.

13. Inadequate Welfare or On-Site Staff Safety Concerns
The company reserve the right to withdraw services but to levy full charges where adequate facilities are not available to enable us to carry out our duties or where the welfare or safety of our staff is at risk. Final decision rest with Events Medics Ltd.

14. Payment
The default position is payment of the full amount on booking, however Events Medics recognises that this is not always possible or appropriate and therefore other payment terms may be agreed on a case by case basis. If no agreement has been made in writing for alternative payment terms then Events Medics Ltd reserves the right to cancel the booking but still levy full charges.

15. Overdue Accounts
Accounts not settled within required date will be subject to interest charges plus a £50 administration fee per month per invoice. Where an invoice remains unpaid after 30 days after due (44 days from invoice date), in addition to charges referred to above, the debt will be passed for collection and 15% collection fees will be added to the sum due as well as any legal recovery fees, court fees, late payment interest or other costs.

16. Overtime
Where our crew are required to stay later than booked, charges per hour, to the nearest 15 minutes, will be charged as above as detailed in the quote.

17.Vehicle Access
 Constant vehicle access is required throughout the event to and from the site for the Company vehicles.  Which vehicles are permitted access is at the Company’s discretion and may include response or support cars as well as ambulances and medical support.

18. Event Cancellation due to Licensing Issues
Where an event license is not permitted or withdrawn by licensing authorities, cancellation fees will apply as (1) above

19. Operator Control
Operators remain under the control of the Company, not the event organiser and final decision rests with the Company. We will liaise with event and safety organisers, but control of our staff rests with us

20. Supply of Equipment
Where we are contracted to assist another medical provider, any equipment or drugs used, or not returned in good condition, will be charged.

21. Additional Resources & Services on Site
We may send greater resources than booked at our cost – whether staff or vehicles – you will only be invoiced for the agreed amount.

Start time booked by you the client is the time at which our crew will arrive on site. If you require our crews early to set up, please book this as the start time for our services.

We may send additional personnel to shadow/assist/train at our cost as we require.

Where the client asks our staff to undertake additional duties outside the scope of the grade of staff booked, we will charge the rate for the higher grade/cost. For example if a medic is asked to be covid supervisor too, we will charge at the COVID supervisor rate.

Where we are asked to provide testing or other extra services on site, these will be charged even if not mentioned on the original booking form.

22.Allocation of Resources/Staff
We provide services, not specific people.  We will allocate a skilled crew member of the grade and skill booked and reserve the right to amend crew allocations.

23. Quotation
The price quoted is for covering during the stated times. Additional charges will apply where you require us to stay later or arrive earlier due to last minute changes. Where you make a booking for period of shift time, there is no reduction in price if you stand down the crew earlier than the booked finish time.

Where inflation is at 5% or higher and national economy is increasing costs, we reserve the right to amend our prices giving no less than 7 days notice.

24. Equipment loss

If we are unable to recover items of equipment lost or used during the course of your event (Such as splints scoops or vac mats sent to hospital with patients) We reserve the right to add the cost of replacement equipment to the invoice.

25. Unsafe Staffing levels.

If on our arrival, or throughout the course of the event it becomes apparent that  the staffing level agreed upon with the client is inadequate due to larger than anticipated numbers or higher risk activities being undertaken that were not disclosed to us during the planning process then we reserve the right to call in more staff at the clients expense or withdraw cover. This will only ever be after discussion with the client if appropriate. The costs of any extra staff members called in due to omission or error on the part of the client will be added to the event invoice