In this agreement DCEM refers to DC Event Medical Ltd and 'You', 'Your' refers to the party contracting with DCEM. During the continuance of the Agreement into which these terms and conditions are incorporated (the 'Agreement'), DCEM shall supply our services and You shall purchase the same subject to these terms and conditions. Definitions in the Agreement shall also apply in these terms and conditions.
In the event of any conflict between these terms and conditions and other terms of the Agreement, those other terms of the Agreement shall take precedence.
1. Level of cover
By signing this agreement, You agree to DCEM providing the quoted level of event medical services to your event for the specified dates and times.
You agree that DCEM has used the information provided effectively to assess and provide the safest level of cover possible for the event you are holding.
2. Cancellation by you
If you wish to cancel your request for our attendance at Your event or change the date or times of the Event, You must send us an email and telephone us.
1. Cancellations received 7 days or less prior to the event will incur a full charge.
2. Cancellations of between 8-21 days prior to the event will incur a 50% charge.
3. Cancellations of between 22-29 days prior to the event will incur a 25% charge.
4. Events cancelled over 30 days prior to event will incur no charge.
2.1 Cancellation by us
DC Event Medical LTD reserves the right to cancel cover up to and including 5 calendar days before the event. The reasons the senior managers may wish to withdraw the offer of cover could be due for reasons including but not limited to:
• Unsatisfactory planning
• Poor communication
• Failure to provide deposits
• Unsafe requests
o Declining minimum level of cover
• Failure to return paperwork
• Failure to provide risk assessments, mapping, event plans etc
• Failure to approve Medical Management Plan
• Unsatisfactory SAG meetings
In the event of DCEM cancelling attendance due to failure of the organizer / SAG / Event Team. Any deposit paid will be non-refundable as stated above unless previously arranged.
3. Deposit
DCEM reserves the right to take a 50% NON-REFUNDABLE booking deposit upon acceptance of any quotation over £1000. This deposit is payable to DCEM no less than 14 days before your event. Failure to comply may result in DCEM cancelling their attendance.
4. Payment
Payment is to be made by BACS or Credit/Debit card. Cheques are not accepted. Payment should be made within 30 days from the last day of the event. An invoice will be sent on the last day to the email address we have on file. If you wish this to be sent to another email address, please let us know as soon as is practicable.
Please Note: Invoices are subject to change until the closure of the event. This could be due to a number of reasons including but not limited to: Dynamic Operational Changes, Major Incidents, Sickness and Necessary Alterations.
5. Late payment
Invoices must be paid within 30 calendar days of the last day of the event, unless previously agreed in writing. All invoices that fall overdue are subject to an increase by 10% per week overdue for a maximum of 12 weeks from the due date (3 months) at which time further action will be taken via debt collection authorities and civil courts if required. Payment plans are available upon request on a case by case basis.
If no payment is received after an invoice falling 30 days overdue, this will permanently prevent you or your company/event being able to place bookings with DC Event Medical in the future.
6. On site
You agree to have adequate space for DCEM to set up a medical treatment centre (at least 4mx4m) and space for service vehicles / staff vehicles to be parked, You also agree that there will be sterile access to the event for DCEM and NHS vehicles at all times during operational hours. This includes set-up and break down.
You also agree for there to be adequate toileting and hygiene facilities on site for staff to use and wherever possible these must be for the sole use of DCEM staff.
7. Before the event
At least 14 days before the event (if possible), You agree to send all relevant documentation including risk assessments, maps, communication documents and SAG minutes to the DCEM Booking and Planning Team for incorporation in our event management plan.
At least 7 days before your event (where possible), DCEM agrees to send a completed and comprehensive event management plan, this will include all policies, insurances, deployment schedules, shift schedules, staffing levels and all other relevant medical management information for your event.
8. During the event
In the unlikely event of a life-threatening situation occurring in the vicinity of Your event, our staff at Your event may be requested to respond (subject to reduced first aid provision remaining at the event). Should this occur, DCEM reserve the right to leave the event without notice. We accept no liability for any losses You may incur due to the termination of the event, should the cause be due to Our full or partial withdrawal.
9. During some larger events, especially in town centres, this may be at the request of the Local Ambulance Authority. In the event of staff having to attend an emergency call off-site, the duty manager or event controller will make notification to the event organisers as soon as is practicable.
10. Should the event be of such a size that You are using, maps, plans and or radio equipment, Ourpersonnel should be provided with them. It is Your responsibility to ensure an appropriate system/route of communication is made known to Us.
11. Complaints:
Any complaints or disagreements regarding our services or our personnel should be taken up with the DC Event Medical LTD event manager at the event. If the issue cannot be resolved, all complaints must be made in writing to the Managing Director of DC Event Medical LTD, 4 Falcon Close, Fareham, Hampshire, PO16 8PL.
12. Proper Law and Jurisdiction
The Agreement is governed by and is to be construed in accordance with the laws of England and Wales and each party hereby irrevocably agrees to submit to the exclusive jurisdiction of the Courts of England and Wales