Terms and Conditions

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This document details the terms of conditions of the services that Acute Medics provide

1. Booking Confirmation:

To ensure the provision of medical cover for your event, confirmation of booking must be received in writing, via email or SMS. Our online quote system Xero must be used to accept our quotation to guarantee the provision of medical cover. A quotation is not considered a binding offer until it has been accepted and written confirmation has been received. Once confirmation has been sent, you will be legally obligated to pay all sums owed unless you qualify for a refund under our cancellation policy.

A non-refundable booking fee of 50% must be received at least 14 days prior to the event. Payment for booking fees and final payments can be made via bank transfer. Please note that we do not accept cheques for amounts over £500.

2. Payment:

 In accordance with your quotation, the remaining balance for our services must be paid in full within 14 days of your event. Should you fail to make payment on time, a late fee of 10% of the remaining balance will be added to your total amount owed. For every 7 days that payment is outstanding, an additional 10% will be charged. You will be solely responsible for any legal or recovery fees incurred during the process of collecting the unpaid balance.

3. Cancellation:

If you need to cancel or modify your medical cover, you must notify us both by email and telephone. Unless otherwise agreed in writing as part of your quotation, the following cancellation fees will apply for late cancellations:

100% charge for cancellation notice of less than 7 days

50% charge for cancellation notice of 8 to 14 days

25% charge for cancellation notice of 15 to 29 days

No charge for cancellation notice of more than 30 days

4. Your responsibilities:

As the event organizer, it is your responsibility to conduct a thorough Risk Assessment for your event and provide copies of this assessment, relevant maps, and any other necessary information to AM at least 14 days before the event date. Additionally, you must ensure that there is sufficient security/police personnel on site to ensure the safety of our staff.

The times listed in your quotation will be the contracted times, and we reserve the right to leave the event at the scheduled finish time. If your event runs beyond the scheduled finish time, you must contact the duty manager at 07939 586474 to arrange for continuation of insured medical cover. Additional charges will apply for any additional medical personnel required to remain on site as outlined in your quotation. These charges will be calculated by the hour or part-hour and can be discussed with the duty manager.

If you provide a treatment area, you must ensure that it is clearly identifiable. The treatment area must be easily accessible, dry, covered and clean area. We can provide an adequate treatment area at an additional cost.

Please inform us whether you will or will not be able to provide refreshments for staff so that we can make provisions. If the event is over 10hrs food/meal vouchers must be provided. If these are not to be provided we can provide at an additional cost of £20 per member of staff per shift.

You must ensure that our emergency vehicles and personnel have free and clear access to and from the site of the event and adequate parking on hard standing for all vehicles. If parking is not available, we must be informed at booking.

You must ensure that all additional medical personnel at the event are made known to our personnel prior to the event commencing and that we hold clinical lead unless otherwise agreed in advance.

You must adhere to any request to suspend the event if warranted due to necessary treatments. 

Your event staff should be made aware of where the first aid post, personnel and / or ambulance(s) are located, to assist any requests from any participants or spectators as to our locations.

Should the event be of such size that you are using maps or plans, our personnel should be provided with them. It is your responsibility to ensure an appropriate system / route of communication is made known to us.

 It is your responsibility to ensure that an adequate location strategy is in place, such as the use of "what3words" (w3w), to enable quick and efficient location of casualties and personnel.

You are responsible for ensuring that all the necessary licenses to operate your event have been obtained and we as  your medical services provider will provide medical cover based on the assumption that you are in possession of such licenses.

Failure to comply with the requirements of this contract may be treated by us as a fundamental breach of this Agreement, in which case we shall be entitled to immediately terminate our services but this will not affect our rights to be paid for our services (whether performed or not).

It is your responsibility to ensure that you have an adequate level of medical cover at any one time.

5. Our responsibilities:

We will provide medical services at your event to the level of cover you require. For example: If you require first aid cover only, we will only provide basic first aid. Our personnel will only provide medical assistance to the limit of their trained capability. Our services are provided subject to individual limitations, and should not be viewed as a substitute for any need for registered nurses, doctors or paramedics at the Event (unless these staff has been specifically requested, booked and provided by us).

We may carry out our own risk assessments, but these are for our own purposes. You remain fully responsible for your event.

It may be necessary for our personnel to leave the event to obtain further medical care for any person we are treating. In the event of a life-threatening emergency, AM frontline ambulance will be used to transport where available. 

However, we will not be held liable if this results in the event needing to be halted due to lack of coverage. We recommend that you have adequate coverage in place to ensure that the event can continue if some of our personnel are required to leave the site with a patient.

In the event that the AM crew and vehicle are required to transport a patient to the hospital and the crew is held at the hospital past their contracted event finish time, an additional charge of £85 per hour will apply.

In non-life-threatening emergencies, patient transportation will be at the discretion of the event organiser. We recommend that you arrange appropriate "Event Cancellation Insurance" as we will not accept any liability for any loss you may incur.

Neither we nor our personnel shall be liable under any circumstances, for any damages to land or property in the event of access being required to a casualty or to allow egress from a site.

Neither we nor our personnel shall have any liability to you or any third party, for any loss, expense or damage of any nature, suffered or occurred arising from any breach of any condition of the Agreement, or any negligence or any breach of statutory or other duty or in any other way in connection with performance, or purported performance of or failure to perform the Agreement.

Nothing in this contract shall be taken to exclude liability to any patient for death or personal injury resulting from our (or our personnel's) negligence.

We shall not be liable for any failure in performance of any of our obligations under the Agreement caused by factors outside of our control (including but not limited to fire, storm, flood, traffic delays etc.).

6. Information provided to and by Acute Medics:

It is our policy that if we determine that a suitable level of cover cannot be agreed or if the event poses an unacceptable risk to our staff, we reserve the right to not proceed with our services. However, it is the responsibility of the event organiser to ensure that the requested level of cover meets all statutory regulations and requirements for the event.

We provide our services based on the assumption that the details provided about the event are accurate and correct. If there are any changes to these details, such as the level of resources needed, duration, time or location of the event, we reserve the right to revise our fees or reconsider our acceptance of the event. If upon arriving at the event, our senior member or team leader deems the event to be larger or higher risk than stated on the booking form or correspondence, we reserve the right to withdraw from the event. In such cases, we will make every effort to inform the contact person of the reasons for withdrawal. If we must withdraw from the event, full charges will apply for the resources provided and we accept no liability for any loss incurred as a result of the event's termination.

In regards to information about individuals treated by Acute Medics personnel, we will only provide this information upon request from legal representation or with written consent from the individual in question, and it is always subject to the Data Protection Act 1998.

7. Complaints:

Any complaints or disagreements regarding our services or our personnel should be taken up with our team leader at the Event. If the issue cannot be resolved, complaints must be in writing to:

Make your email out for the attention of the Clinical Director at: shaz.bentley@acutemedics.co.uk

Acute Medics

Dragon Film Studio 

New Road 

Pencoed 

CF35 5NQ

8. General:

Each party will ensure that all confidential information received from the other, remains confidential subject to any disclosure required by law (when full consultation will take place between the parties prior to disclosure).

If you are subjected to the Freedom of Information Act 2000, then you agree that before disclosing any information about us, you will consult with us in order to consider if any exemptions to disclosure may be applied.

Each party confirms that it owns or has all the necessary rights in the use of all intellectual property in relation to the services which are subject of the Agreement (and the related catalogues / literature) and each acknowledges that such intellectual property shall remain property of, or the rights in the use shall remain with the original party, unless otherwise agreed in writing between the authorised representatives of each party.

If any clause or part of this Contract is found by any court, tribunal, administrative body or authority of competent jurisdiction to be illegal, invalid or enforceable then that provision will, to the extent required, be served from this Agreement and will be ineffective without, as far as possible, modifying any other clause or part of this Contract and this will not affect any other provisions of this contract which will remain in full force and effect.

The parties to this Contract do not intend that any of its terms will be enforceable by virtue of the Contracts (Rights of Third Parties) Act 1999 by any person not a party to it.

No failure or delay by either party to exercise any right, power or remedy will operate as a waiver of it nor will any partial exercise preclude any further exercise of the same or of some other right, power or remedy.

The Agreement may only be varied or amended in writing and signed by the parties specifically referring to this clause stating that the Agreement is varied in the manner specified.

The Agreement into which these terms and conditions are incorporated contain all the terms which the parties have agreed in relation to the subject matter of this Agreement. Nothing in this clause shall be taken to exclude liability for fraudulent misrepresentation.

Nothing in the Agreement or any arrangement contemplated by it shall constitute either party o partner of the other nor shall the execution, completion and implementation of the Agreement confer on any party any power to bind or impose any obligations to any third parties on the other party or pledge the credit of the other party.