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These Terms and Conditions apply to event medical services provided by Acute Medics Ltd ("Acute Medics", "AM", "we", "us") to the person, organisation or company booking our services ("the Organiser", "you").
By accepting a quotation or otherwise confirming a booking, you agree to these Terms and Conditions.
To secure medical cover for your event, our quotation must be formally accepted through our Xero online quotation system or otherwise confirmed in writing by Acute Medics Ltd.
A quotation does not constitute a confirmed booking until it has been accepted and confirmation has been issued by Acute Medics Ltd.
Once a booking has been confirmed, you will be responsible for payment in accordance with these Terms and Conditions, including any applicable cancellation charges.
Personnel, vehicles and equipment are allocated specifically to your event and availability cannot be guaranteed until the booking has been confirmed and any payment due at that stage has been received.
Unless alternative payment terms have been agreed in writing by Acute Medics Ltd, full payment must be received no later than 14 days prior to the event.
For bookings made within 14 days of the event, full payment is required at the time of booking.
For larger events or bookings made significantly in advance, Acute Medics Ltd may require a 50% advance payment to secure the booking, with the remaining balance payable no later than 14 days prior to the event. Where applicable, this will be detailed within the quotation.
Alternative credit arrangements may be agreed in writing for established account customers.
Where payment has not been received by the applicable due date, Acute Medics Ltd reserves the right to release allocated personnel, vehicles and equipment and/or withdraw from the booking. Any applicable cancellation charges will remain payable.
Acute Medics Ltd reserves the right to charge statutory interest and recover compensation and reasonable debt-recovery costs in relation to overdue commercial debts where permitted by law.
If you need to cancel or make significant changes to your medical cover, you must notify Acute Medics Ltd as soon as reasonably practicable by email or telephone.
Unless alternative cancellation terms have been agreed in writing, the following cancellation charges apply:
Where payment has already been received, any refund due will be calculated in accordance with the cancellation charges above.
Where costs have been incurred specifically for your event which cannot reasonably be recovered or cancelled, these costs may also remain payable where agreed or permitted under the booking.
The medical provision detailed within our quotation is based on the information supplied by the Organiser and Acute Medics Ltd's assessment of the event's medical requirements at the time of quotation.
Our recommendations may take into account factors including, but not limited to, expected attendance, event type, participant and spectator profile, activities undertaken, venue and terrain, alcohol provision, event duration, access and egress, anticipated risks, proximity to NHS services and relevant industry or event guidance.
If the Organiser requests a reduction or alteration to the recommended level of medical provision, Acute Medics Ltd reserves the right to review whether the revised provision remains safe, appropriate and operationally acceptable.
Where Acute Medics Ltd considers that a requested reduction would result in an inadequate or unsafe level of medical provision, we reserve the right to decline the requested change and/or withdraw from providing medical cover for the event.
Where a reduced level of provision is accepted at the Organiser's request, this will be confirmed in writing. The Organiser acknowledges that the provision differs from that originally recommended by Acute Medics Ltd and accepts responsibility for their decision to proceed with the reduced level of cover.
The Organiser must notify Acute Medics Ltd as soon as reasonably practicable of any significant change that may affect the medical requirements of the event. This includes changes to expected attendance, event activities, timings, venue, alcohol provision, participant profile, risk assessment or other relevant risk factors.
Such changes may require the medical provision and associated charges to be reviewed.
Acute Medics Ltd reserves the right to require additional medical resources where information provided before the event, or circumstances identified on the day, materially alter the assessed medical requirements of the event.
The Organiser remains responsible for the overall management, safety and risk assessment of the event.
The Organiser must provide Acute Medics Ltd with relevant information reasonably required to plan the medical provision, including copies of the event Risk Assessment, site plans/maps and other relevant event documentation where requested.
Where practicable, this information should be provided at least 14 days before the event.
The Organiser is responsible for ensuring that:
Where Acute Medics Ltd has been appointed as the event medical provider, our designated clinical or medical lead will coordinate the medical response provided by Acute Medics Ltd. Any wider command arrangements involving other organisations should be agreed in advance.
The Organiser must cooperate with any reasonable request to suspend or modify event activity where this is necessary to facilitate emergency medical treatment or protect patient or staff safety.
The attendance times stated within the quotation are the contracted service times.
If the event is expected to continue beyond the contracted finish time, the Organiser should contact Acute Medics Ltd as soon as possible to request an extension of medical cover.
Continuation beyond the contracted finish time is subject to personnel availability and cannot be guaranteed.
Additional time will be charged at the applicable hourly or part-hour rate.
Where an Acute Medics ambulance and crew transport a patient to hospital and are detained beyond their contracted event finish time, an additional charge of £90 per hour or part thereof may apply.
The Organiser should advise Acute Medics Ltd whether refreshments will be available for personnel.
For shifts exceeding 10 hours, suitable food or meal provision should be made available to personnel.
Where this is not provided, Acute Medics Ltd reserves the right to charge £20 per member of staff per shift to provide appropriate subsistence.
Personnel must also be provided with reasonable access to drinking water and suitable toilet and welfare facilities throughout the event.
Acute Medics Ltd will provide the personnel, equipment and resources confirmed within the accepted quotation.
Our personnel will provide treatment within their individual qualifications, competencies and scope of practice.
The level of service available will depend upon the resources booked. First aid or responder-level provision should not be regarded as a substitute for registered healthcare professionals where a higher level of clinical provision is required.
Acute Medics Ltd may undertake its own operational and clinical risk assessments. These do not replace the Organiser's responsibility for the overall event Risk Assessment and event safety arrangements.
All clinical decisions regarding patient assessment, treatment, referral and transportation will be made by the attending healthcare professional in accordance with their professional responsibilities, scope of practice, clinical judgement and the patient's needs and consent where applicable.
Where appropriate, NHS emergency services or other suitable healthcare services may be requested.
Where an Acute Medics ambulance is available and appropriately staffed and equipped, it may be used for patient transport where clinically appropriate and operationally authorised.
It may be necessary for Acute Medics personnel or vehicles to leave the event while accompanying or transporting a patient.
The Organiser is responsible for ensuring that the level of medical provision booked is sufficient to accommodate reasonably foreseeable temporary reductions in on-site resources where continuity of the event is required.
Acute Medics Ltd will not be responsible for the suspension or interruption of an event resulting from medical personnel or vehicles being required to provide necessary patient care or transport.
We recommend that Organisers consider appropriate event cancellation and/or disruption insurance.
Our quotation and medical provision are based upon the information supplied by the Organiser.
The Organiser must ensure that information supplied to Acute Medics Ltd is accurate and must notify us of any material changes.
Where information supplied is inaccurate, incomplete or subsequently changes, Acute Medics Ltd reserves the right to revise the required medical provision and associated charges.
If, on arrival or during the event, our senior clinician or Team Lead determines that the event is materially larger, different or higher risk than described, we may require additional resources or changes to the event's medical arrangements.
Where an immediate and significant risk to patients or personnel cannot reasonably be controlled, Acute Medics Ltd reserves the right to withdraw personnel or services.
We will make reasonable efforts to explain the reasons for any such decision to the Organiser.
The Organiser must provide, so far as reasonably practicable, a safe working environment for Acute Medics personnel.
Acute Medics Ltd reserves the right to withdraw personnel from any situation where they reasonably believe there is a serious or imminent risk to their safety, including violence, threats, unsafe environmental conditions or other uncontrolled hazards.
Where services are suspended or withdrawn because of circumstances attributable to the event or Organiser, this will not automatically entitle the Organiser to a refund.
Where emergency access to a patient is reasonably required, the Organiser must facilitate appropriate access for medical personnel and vehicles.
Acute Medics Ltd will take reasonable care when accessing event sites but will not be responsible for unavoidable damage arising from reasonably necessary emergency access, except where liability cannot lawfully be excluded.
Nothing within these Terms and Conditions excludes or limits any liability which cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence.
Subject to applicable law, Acute Medics Ltd will not be responsible for losses arising from circumstances outside our reasonable control or from inaccurate, incomplete or withheld information supplied by the Organiser.
The Organiser remains responsible for the management and operation of the event and for ensuring that appropriate event insurance is in place.
Acute Medics Ltd will not be liable for failure or delay in performing its obligations where this results from circumstances beyond our reasonable control.
Such circumstances may include, but are not limited to, severe weather, flooding, fire, major traffic disruption, road closures, civil emergencies, acts of government or other events which could not reasonably have been anticipated or avoided.
Where possible, we will notify the Organiser and take reasonable steps to minimise disruption.
Acute Medics Ltd will process personal and patient information in accordance with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018.
Patient information will only be disclosed where there is a lawful basis to do so, including where the patient has provided appropriate consent or where disclosure is required or permitted by law.
Medical records remain confidential and will not ordinarily be supplied to an event Organiser simply because they commissioned the medical services.
Each party will take reasonable steps to protect confidential information received from the other party, subject to any legal or regulatory requirement to disclose that information.
Any concerns regarding our services should, where appropriate, initially be raised with the Acute Medics Team Lead at the event so that we have an opportunity to resolve the matter promptly.
Formal complaints should be submitted in writing for the attention of the Director:
Acute Medics Ltd
Dragon Film Studios
New Road
Pencoed
CF35 5NQ
or by email to:
shaz.bentley@acutemedics.co.uk
We will acknowledge and investigate complaints in accordance with our complaints procedure.
If either party is subject to the Freedom of Information Act 2000 or other applicable disclosure requirements, the parties will, where legally permitted and reasonably practicable, consult regarding confidential or commercially sensitive information before disclosure.
All intellectual property belonging to either party before the Agreement will remain the property of that party unless otherwise agreed in writing.
If any provision of these Terms and Conditions is determined to be invalid, illegal or unenforceable, that provision will be treated as severed to the minimum extent necessary without affecting the remaining provisions.
No person who is not a party to the Agreement shall have any right to enforce its terms under the Contracts (Rights of Third Parties) Act 1999.
A failure or delay by either party to exercise a contractual right will not constitute a waiver of that right.
Any variation to the agreed services or these Terms and Conditions must be agreed in writing by an authorised representative of Acute Medics Ltd.
Nothing within the Agreement creates a partnership, joint venture, agency or employment relationship between Acute Medics Ltd and the Organiser.
These Terms and Conditions and any dispute or claim arising from them shall be governed by the laws of England and Wales, and the parties submit to the jurisdiction of the courts of England and Wales.