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Whether you need swift and safe medical repatriation or reliable on-site medical teams for your event, we've got you covered!

Get in touch today for a personalised quote or to discuss how we can assist you with any other medical services.

Reach out now – your safety is our priority!

Contact Us

  • 01744 735310
  • Enquiries@northwestmedicalsolutions.co.uk
  • Unit 42, Gerards Park, Saint Helens, WA10 1FZ

Event Medical Cover Terms and Conditions

V2.0 October 2025

1. DEFINITIONS

1.1 ‘Company’ means North West Medical Solutions Ltd (NWMS).
1.2 ‘Customer’ means the person, firm, or organisation ordering or purchasing Services from the Company.
1.3 ‘Contract’ means the agreement for the provision of Services by the Company to the Customer.
1.4 ‘Order’ means any request for Services submitted by the Customer to the Company.
1.5 ‘Services’ means the subject matter of the relevant Order or Contract, including but not limited to event medical cover, ambulance provision, or related clinical services.
1.6 ‘Event medical cover’ means the provision of any first aid, ambulance, paramedical, nursing, or medical cover by the Company in any combination and at any skill level.
1.7 ‘Terms’ means these Terms and Conditions of Service.
1.8 ‘VAT’ means Value Added Tax at the prevailing rate.

2. ACCEPTANCE OF EVENT MEDICAL COVER BOOKING

2.1 A Contract is formed when the Customer agrees to use the Company for the provision of Services (for example, by email acceptance of a quotation or written confirmation).
2.2 Acceptance by the Company incorporates these Terms, and the Customer shall be deemed to have accepted them unless the Customer notifies the Company in writing of any objections within seven (7) days of the date of acceptance.
2.3 No conditions or terms stipulated in any other communication or document shall amend or exclude any of these Terms unless expressly agreed in writing by the Company.

3. EVENT MEDICAL COVER REQUIREMENTS

3.1 Event medical cover requirements will be calculated in accordance with the HSE Event Safety Guide and any other relevant national guidance.
3.2 Any deviation requested by the Customer from these recommendations shall be the sole responsibility of the Customer.
3.3 The Company reserves the right, acting reasonably and in accordance with professional standards, to refuse or withdraw Services if it deems the level of medical cover requested or provided to be unsafe or inadequate.
3.4 During an event, if additional medical cover is required beyond the initially agreed level, the following escalation process will apply:
  • Green: The Company will discuss with the Customer the need for additional staff and agree on an action plan.
  • Amber: If the Customer refuses, and the Company deems the additional resources essential for safety, the matter will be escalated to the on-call Company Director.
  • Red: If unresolved, the on-call Company Director will liaise with the local NHS Ambulance Service management and, where required, the Health and Safety Executive (HSE).
  • Purple: If all efforts fail, the Company reserves the right to terminate Services with immediate effect. Such termination will be reported to the Police, NHS Ambulance Service, and any other relevant bodies.
3.5 The HSE Event Safety Guide and the Company’s recommendations are advisory and do not replace the need for ongoing risk assessment and adjustment of medical cover levels.

4. EQUAL OPPORTUNITIES

4.1 The Company operates an Equality and Diversity Policy.
4.2 The Customer must not make any remarks or take any actions deemed offensive or discriminatory on the grounds of sex, race, religion, age, sexual orientation, or disability.
4.3 Offensive language or behaviour will not be tolerated.

5. HEALTH & SAFETY

5.1 The Company and Customer shall comply with the Health and Safety at Work etc. Act 1974 and all associated regulations and guidance.
5.2 The Customer must maintain adequate health and safety provisions at all times to ensure the safety of all persons, including Company staff.
5.3 The Company retains the right to refuse to enter or operate within any environment it deems unsafe.
5.4 In the event of an unsafe incident, Company personnel will conduct a dynamic risk assessment and liaise with emergency services (e.g., Fire and Rescue) to ensure a safe working environment.

6. PRICES

6.1 Prices are based on the Company’s current pricing policy but may be amended prior to the commencement of a Contract.
6.2 All prices are exclusive of VAT, which shall be charged at the prevailing rate.
6.3 There is no minimum charge for event medical cover unless otherwise stated in the quotation.

7. MILEAGE AND TRAVEL

7.1 Quotations for event medical cover include all reasonable travel expenses and, where necessary, accommodation.

8. PAYMENT TERMS

8.1 Payment is required within 30 days of the invoice date or prior to the commencement of the event, whichever occurs first.
8.2 Any variation to these payment terms must be agreed in writing by the Company at the time of booking.
8.3 The Company reserves the right to charge interest on overdue payments at 8% above the Bank of England base rate, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.
8.4 All invoices will include VAT at the prevailing rate. VAT invoices will be provided in accordance with HMRC regulations.

9. CANCELLATIONS

9.1 All cancellations must be submitted in writing.
  • More than 21 days before the event – No charge.
  • Between 21 and 10 days before the event – 25% of the total invoice will be charged.
  • Less than 10 days before the event – 100% of the invoice cost will be charged.
9.2 Reductions in staffing or resource levels within 10 days of the event will be treated as a cancellation and charged accordingly.

10. INTELLECTUAL PROPERTY

10.1 All intellectual property rights in the Services or arising from the Contract remain the property of the Company unless otherwise agreed in writing.
10.2 The reproduction of any Company materials, publications, or documents is prohibited without prior written consent.
10.3 The Customer shall indemnify the Company against any claims arising from the use of specifications or materials provided by the Customer.
10.4 Any photographs, videos, or materials produced by the Company during events remain the property of the Company unless otherwise agreed in writing.

11. WARRANTY AND LIABILITY

11.1 Except as expressly stated in these Terms, all warranties, conditions, and terms implied by statute or common law are excluded to the fullest extent permitted by law.
11.2 Except in cases of death or personal injury caused by the Company’s negligence, the Company’s total liability shall be limited to the invoiced value of the Services provided.
11.3 The Company shall not be liable for any consequential loss or damage, including loss of profit, revenue, or opportunity, arising out of the supply of Services.

12. INSURANCE

12.1 The Company holds the following insurance as standard:
  • Public Liability Insurance: £10 million (aggregate)
  • Medical Malpractice and Professional Indemnity Insurance: £10 million (aggregate)
  • Employer’s Liability Insurance: £10 million (aggregate)
12.2 Proof of insurance can be provided upon request.
12.3 The Customer must ensure it has appropriate public liability and other relevant event insurances in place. The Company accepts no liability for losses arising from the Customer’s failure to obtain such cover.
12.4 The Company strongly recommends that the Customer obtains event cancellation insurance.

13. DATA PROTECTION

13.1 The Company shall comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 in handling personal data.
13.2 Personal data will be processed only for legitimate business purposes, such as administration, service delivery, and compliance.

14. FORCE MAJEURE

14.1 The Company shall not be liable for any delay or failure in performing its obligations due to events beyond its reasonable control.
14.2 Such events include, but are not limited to, acts of God, flood, fire, pandemic, war, terrorism, industrial disputes, supplier failure, or government action.

15. INSOLVENCY OF THE CUSTOMER

If the Customer:
(a) becomes insolvent, enters administration, or bankruptcy proceedings;
(b) has property seized or a receiver appointed; or
(c) ceases or threatens to cease trading;
then, without prejudice to any other remedy, the Company may cancel the Contract or suspend performance without liability. Any unpaid sums for Services provided shall become immediately due.

16. LAW AND JURISDICTION

16.1 These Terms and any Contract shall be governed by and construed in accordance with the laws of England and Wales.
16.2 Both the Company and the Customer submit to the exclusive jurisdiction of the courts of England and Wales.