Contacting us.
How to contact us: Once you have submitted an enquiry using the online booking form on our website you will receive a quotation (the "Quote") containing contact details.
Booking First Aid Cover for your Event
Duration of this contract: This contract is effective from the time we send you a booking confirmation email until the event has taken place.
If we cannot accept your booking: If we are unable to accept your booking, we will inform you of this and will not charge you for the First Aid Cover. This might be for a number of reasons (but not limited to) where:
(A) We already have committed our resources for another event or purpose so we will not be able to fulfill your request on the date you have requested; or
(B) we do not consider the First Aid Cover that you have requested to be adequate for the size of your event OR we have not received adequate information to enable to asses a safe level of cover for the event. If this happens, we will explain our rationale and suggest what we consider to be a suitable level of cover.
We are unable to accept your booking until we have both agreed a safe level of cover.
Your responsibility to book a suitable level of First Aid Cover for your event: You acknowledge that:
(A) you are solely responsible for booking a safe level of first ai
d cover for your event and
(B) you are solely responsible for carrying out a satisfactory Risk assessment for your event
We will carry out our own risk assessment and produce an event medical plan in relation to the First Aid Cover, but these are for our own purposes only and not to be relied upon by you for any reason, other than for providing correct cover.
Making changes to your booking:
(A) your right to amend your booking if you wish to increase your First Aid Cover, you must contact us as soon as reasonably practical. If we can support your request, we will update the agreed price and anything else affected by the request. The amendment will only become effective upon written confirmation from you, stating that you are happy with the changes and happy to proceed.
(B) our right to amend your booking: If we become aware in advance of the event, of information that means the level of cover agreed in your quote is inappropriate, we can only continue if the level of cover is revised. We will advise you in writing as soon as practical if we have any reason to believe we are unable to provide the cover at the original level agreed.
Our obligations to you
Before the event:
(A) we will ensure that our personnel are appropriately trained and insured to deliver the agreed First Aid Cover in compliance with The Purple Guide/Event Forum & Care Quality Commission regulations where necessary and appropriate; and
(B) we will provide the agreed number of Personnel for your event
During the Event:
(A) we will appoint an event lead for your event
(B) we will provide the agreed number of Personnel for your event
(C) we will use reasonable endeavors to ensure our Personnel follow HS&E rules and regulations that you have made us aware of at the venue for the Event
(D) we will provide First Aid Cover at the Event with due care and skill in accordance with good practice in first aid delivery and, where we provide ambulance services, in compliance with Care Quality Commission regulatory requirements
(E) the event lead will manage the deployment of our Personnel. They are responsible for the health, safety, and welfare of our Personnel and have a legal obligation to them under relevant legislation, and;
(F) our Event Lead will work with other agencies in the interest of the safe ad effective delivery of the event whilst retaining overall management of our Personnel
After the event:
We will remove all our equipment from the Event premises in a timely manner, save where arrangments have been made with you to store equipment, and;
Your obligations to us
Before the event
(A) you must provide all information requested by us, and return this at least 10 working days before the event
(B) should the event be of such size that you are using maps and plans you must provide our Personnel with them and other information and documentation we reasonably request as soon as practicable but in any event of at least 10 working days prior to the event. You are responsible for providing us with an appropriate system and/or route of communication. If you have asked us to provide this communication equipment in the order form, arrangements will be made to facilitate this in advance of the event. Irrespective of the supply of hardware or Personnel for communications, you remain responsible for facilitating the appropriate route and/or system where necessary for effective communication in the interest of the safe delivery of the event
(C) if you are providing radio equipment this must be checked, in working order and available for us to collect upon arrival on our first day on site
(D) you are responsible for ensuring that our event lead can communicate with you/your key event contacts at all times throughout the event
(E) you must invite us to meetings, briefings, and/or site visits that you deem useful for us to be involved in to assist in the safe delivery of our first aid cover
(F) you must have appropriate insurance cover in place, including adequate event cancellation insurance
(G) you are responsible for (A) obtaining all necessary licenses and permits needed to operate the event and (B) ensuring that you comply with all terms and conditions of those licenses
(H) you must notify us in advance if you anyone (in addition to REM Ltd) to provide medical cover / first aid services. It is your responsibility to provide instructions on how we will work with third parties to provide cover at your Event; (a) you must make all event staff and contractors aware of (b) the location of the designated treatment area, any first aid posts and/or any ambulance and (c) how to notify our personnel of any requests for assistance (d) you must allow us reasonable access to the event site ahead of the event start time in order for us to set up. You must inform us of any access issues as soon as practicable prior to the event. Where additional labor is required to facilitate access to the Event site, we may add Additional charges to the invoice.
(K) as the organiser of the Event, you are responsible for ensuring that a satisfactory risk assessment has been carried out for the event and any necessary safeguards implemented. You must provide us with a copy of your risk assessment and Risk Management Plan at least 10 working days prior to the event and;
(I) you must ensure that your event has a designated treatment area. You must provide us with a site plan showing the location of the designated treatment area, showing us access and egress routes, at least 10 working days prior to the event. Where (a) you are unable to provide a designated treatment area or, (b) we do not deem the designated treatment area to be satisfactorily safe, private or accessible; or (c) we deem the scale of the event requires more than one designated treatment area,
we will discuss this with you prior to the event and will charge you for the cost of providing an alternative treatment facility (the details and cost of which will be set out in the invoice as Additional Charges)
During the event
(A) you must ensure that we have free and clear access and egress to and from each designated treatment area and the event site at all times, and if we are providing vehicles as part of the First Aid Cover, ensure that there is adequate parking spaces for our vehicles;
(B) you must keep the event site free from hazards or anything that may prevent or hinder us from delivering the First Aid Cover
(C) you must have sufficient signs on display to allow individuals to easily fine designated first-aid treatment areas
(D) you must communicate with our event lead to ensure they are ready for the event to open and
(E) you must adhere to any reasonable request to stop the event while treatment takes place
After the event
At our request, you must provide us with feedback in a format that we consider appropriate
Where we might not be able to provide first aid cover at the event
Suitable level of first aid cover: We rely on the information you provide us to determine a suitable level of First Aid cover. If your event is larger in size or a higher risk than indicated by the information you have previously provided, the event lead will inform you whether we will either:
(A) immediately suspend the First Aid Cover and charge you the agreed price: OR
(B) increase the level of First Aid cover and amend the agreed price to reflect the first aid cover we deliver at your event
Leave the event to obtain additional medical care for event participants: It may be necessary for our Personnel to leave the event in the following (unlikely) circumstances: (a) in order to obtain additional medical care for any person they are treating. We accept no liability should this mean that the event has to cease due to a reduction of First Aid cover OR (b) where there is a life-threatening situation occurring in the vicinity of the event, any ambulance at the event may be requested to respond (subject to reduced first aid provision remaining at the event).
In either of these circumstances, we reserve the right to leave the event at any time. 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.
Stopping the event early: in the unlikely event of a declared major incident occurring elsewhere within the UK, we reserve the right at any time prior to the event or during the event to cancel our attendance at the event if we conclude that other demands for our services must take precedence. Where possible, we will inform you of cancellation due to a major incident as soon as practicable. In the event of cancellation due to a major incident, we will (a) not charge you for the full amount owed under the invoice; (b) issue a partial refund in respect of any times not completed under the invoice.
Acceptance of all events is subject to the availability of staff: In the unlikely event that insufficient Personnel are available for an event, every reasonable effort will be made to locate resources from elsewhere, including the use of third-party contractors (approved by our quality assurance team). Should adequate resources remain unavailable, we will let you know with at least 48 hours written notice that we intend to provide significantly reduced resources. We accept no liability for any losses you may incur due to the cancellation or reduction of the event.
Payment & Charges
We will invoice you: Once we have agreed that we will cover your event, we will raise an invoice for the full amount of the agreed price (and, where applicable, any additional charges). This invoice is payable within the time frame set out in your invoice. Unless we agree otherwise with you in writing, we only accept payment by bank transfer to the account details set out in the invoice.
If we do not receive payment on time: You must pay the final remaining amount specified on the invoice 30 days before the first day of your event (By arrangement 7 days before an event. Failure to pay under these arrangments will result in medical cover being withdrawn) For any payment received after this date we will charge interest on the sum owed from the due date for payment. We may also decide not to provide any First aid Cover at your event. If you owe us monies under and outstanding invoice, we reserve the right to decline your event until your account is settled with us.
If your event runs past the finish time: You must inform the event lead as soon as possible about any likely overrun to the event. Whilst we will endeavor to accommodate your new requirements, you acknowledge that we are only obliged to provide first aid cover up to the finish time set out in the quote. If you inform us regarding any likely overrun, our event lead will decide and confirm that either:
(A) we can continue to provide First Aid cover past the agreed finish time. The event lead will confirm the newly agreed finish time. The event office will subsequently advise you of any additional charges incurred. These will be included in the invoice OR
(B) We are unable to provide First Aid cover past the new finish time (in which case will continue to provide cover up to the agreed finish time)
Our personnel at the event: IF we encounter staff shortages, we may engage additional personnel, third-party contractors, or a lower number of higher-grade staff. For events where the duration is greater than either (i) five hours or (ii) the period initially set out in the original quotation
(A) We reserve the right to charge you (including for any increased overtime rates) more staffing costs and will advise you of such costs as soon as practicable.
(B) our personnel may be entitled to breaks (to be decided by our event lead)
Insurance
Insurance cover for REM Ltd: We will have in place, for your event:
(A) PLI cover in the insured sum of at least £5 million in the aggregate, and
(B) Professional Indemnity Insurance to the sum of £5 million in the aggregate
Insurance cover you must have in place:
(A) PLI cover in the insured sum of at least £5 million in aggregate to mirror our obligations and
we strongly recommend you have a suitable level of cancellation insurance
Patient Information
We may at our discretion provide you with information requested by you in order to assist you in complying with your reporting obligations under RIDDOR 2013 for work-related injuries and such information may include patient personal data. We will not provide you with any personal data of patients treated by us without evidence that this is with their consent.
Following the event: We will provide you upon request with information regarding the services we have provided at the event which will be in summarised form, in order to protect patient confidentiality.
If you receive a request for patient information from another person, you should ask them to request this from our Data Protection Officer directly by email at info@responseeventmedics.co.uk
If there is a problem
Complaints
(A) if you wish to raise a concern about the serviced you gave received under this contract please inform the event lead OR
(B) if a patient is unhappy with the treatment we provided, further information is available at www.responseeventmedics.com or the patient can contact us directly at info@responseeventmedics.co.uk
Disputes
(A) Witness statements: All requests for witness statements should be referred to the event lead of the event or administration officer thereafter.
(B) In the event of a dispute arising out of or in connection with the agreement, including limitation, any questions regarding its existence, validity, or termination, we both agree to discuss the dispute in good faith and seek to reach a resolution as soon as practicable
(C) If within 20 working days of the dispute arising and a solution has not been reached, the matter will be escalated to senior management within our organisation who will seek good faith to reach a solution as soon as practicable
(D) If we are unable to resolve the dispute, no part of these terms and conditions will prevent either party from starting or continuing legal or court proceedings at any time in order to pursue or preserve any rights or remedies (whether provided by law, equity or this agreement).
Limitation of liability.
(A) we do not exclude or limit liability for death or personal injury caused by our negligence or fraudulent misrepresentation but, subject to this and the requirements of the law, our liability to you in contract, tort or otherwise for any damage or loss, liability, or costs or expenses suffered under the agreement or otherwise will be limited as follows:
(i) Our liability for loss or damage to land or property belonging to you or any other person caused by an act or omission of our personnel, employees, agents or contractors will not exceed £5000
(ii) our liability for all other loss or damage suffered by you in any 12-month period and caused by an act or omission of our personnel, our agents, or contractors will not exceed the total of the agreed price (where applicable) any additional charges which are paid by you:
(iii) you agree that we will not be liable in any way for any loss of profits, nor will we be liable for any indirect consequences or special loss or damage arising from our provision of the first aid cover or your benefit from the first aid cover
(iv) we will not be liable for any delay or failure to comply with our obligations where the failure is caused by fire. flood. inclement weather, strikes, industrial action, pandemic, government action, or any other reason or circumstances beyond our reasonable control; and
(v) we will not accept liability for any loss that you incur in relation to cancellation which could have been covered by cancellation insurance.
(B) Unless the law provides otherwise (and excepts as a result of a breach by us under our obligations under this contract or our negligence or where we are otherwise liable at law for such damage, loss, liability or expenses) and without prejudice to our other rights and remedies, you will indemnify is against all or any of the following:
(i) any and all damage, loss, liability or expenses which we may suffer or incur as a result of a claim by a third party and
(ii) all costs and expenses (including inquiry agents, debt collection agents, and legal costs on a full indemnity basis) incurred or sustained by us in enforcing any terms of this contract.
How to end this contract
How to end our contract with you: This contract is valid for the purpose set out above, but either of us can end the contract earlier in the following circumstances:
(A) in the event of insolvency or equivalent financial event: Where either of us suffers distress or execution or commits any act of bankruptcy or becomes insolvent, or enters into an agreement or composition with any of our creditors or if a receiver or administrator is appointed over the while or any part of our business or assets then, without prejudice to our other rights and remedies, we may each terminate this contract immediately upon sending written notice to the other person.
(B) If you have not paid us on time: Where you have not paid us within 30 days of the date of the invoice or event date (whichever is sooner), we reserve the right to
(i) declined to cover your event until your account is settled with us
(ii) terminate the agreement immediately upon sending you written notice
(iii) refuse First Aid cover at any other events you have booked with us or any other event you might request in the future.
(C) If you do not have a valid license or insurance
Whilst we each agree to try to resolve any dispute between us, either of is us able to terminate the agreement immediately upon sending written notice to the other person if we have been unable to agree to a resolution within 20 working days of the dispute arising.
If you wish to reduce or cancel the first aid cover: You should inform the administration officer in writing as soon as possible. Depending on how long before the event notice is given, some or all of the agreed price and any additional charges may be payable, as follows:
(A) where written (inc email) notice is given at least 30 days in advance of the event, no cancellation fee will apply.
(B)where written (inc email) notice is given at least 15 days in advance of the event (but less than 30 days), a 60% of the agreed price and any applicable charges will be payable
(C) where written (inc email) notice is given at least 7 days in advance of the event (but less than 15 days), 75% of the agreed price and any applicable charges will be payable and
(D) where written (inc email) notice is given less than 7 days before the event 100% of the agreed price and any applicable charges will be payable.
NOTE: Notice to cancel by telephone is not acceptable.
Upon termination, we will issue an invoice requiring you to pay the relevant element of the agreed price any any additional charges owed to us (whether we have provided you with first aid cover or not).
Other important terms
Authority to enter the agreement: IF you enter the agreement on behalf of another person, you warrant that you have the appropriate and necessary authority to enter the agreement on behalf of that other person and to bind that other person to the terms of the agreement
Amounts due under the invoice: All amounts due and payable under the invoice are payable in full.
We may transfer this agreement to another person. We may transfer, sub-contract, assign, or novate all or any of our rights and obligations under the agreement (in whole or part) to another organisation or person on our approved partner's list, details of which may be provided on request. We will notify you when we plant to do this.
You need our consent to transfer your rights to another person: You may only transfer, sub-contract, assign, or novate your rights and obligations under the agreement to another person if we agree to this in writing.
No other person has any rights under this contract. A person who is not a party to this contract has no right to enforce any terms of the contract, other than any person or organisation whom you give a guarantee or other security.
If a court finds part of this contract illegal, the remainder will continue to be in force. If any clause or part of this agreement is found by any court, tribunal, administrative body, or authority of competent jurisdiction to be illegal, invalid, or unenforceable then that provision will, to the extent required, be served from the agreement and will be ineffective without, as far as is possible, modifying any other clauses or part of the agreement and this will not effect any other provisions of the agreement which will remain in force and effect.
Even if we delay enforcing, or don't enforce our rights, we still have the right to enforce them later. If we do not insist immediately that you do anything you are required to do under these terms, or if we delay in taking steps against you in respect of your breaking this contract, that will not mean that you do not have to do those things to prevent us from taking steps against you at a later date.
This is our entire agreement with you. These terms together with the terms set out in the quote and our written confirmation to you of coverage constitute the entire agreement relating to First Aid Cover. You acknowledge that you have not relied on any statement, promise, representation, assurance, or warranty made or given by or on behalf of us which is not set out in these terms and that you will have no claim for innocent or negligent misrepresentation or negligent misstatement based on any statement in the agreement.
These terms are governed by English law. These terms are governed by (and are to be interpreted in accordance with) the laws of England and Wales. The English and Welsh courts will have exclusive jurisdiction for any disputes arising out of this contract.
Our right to amend this document: We reserve the right to amend and update these terms and conditions periodically.