EVENT MEDICAL ASSESSMENT & COVERAGE REQUEST

EVENT MEDICAL ASSESSMENT & COVERAGE REQUEST
It is best to give REDSTAFF Medical at least 2 to 4 weeks notice before your event so that we can adequately plan our coverage and recruit our personnel.

No obligation: completing this form doesn’t commit you to a booking. The more details you share, the more precise (and cost-efficient) our recommendation can be. We may recommend improvements if we spot gaps.

This form will take approximately 10 minutes to fill.
It allows all relevant information to be captured, and is faster than an email.

Every event’s risks and medical needs differ: our pricing reflects manpower, equipment, and the level of clinical care required. If you share your event details, we can work out the most cost-effective coverage so you won't overspend.
Your Contact Information
Your Name*

First NameLast Name
Your email address*
example@example.com
Phone Number*
For secondary contact (or clarifications)
Name of Organisation*
Company / School / Society / Agency / Individual
Billing Address (for invoicing)*

Street Address (Block and Street)

Unit Number and Building Name (if any)

Neighbourhood/RegionState / Province

Postal Code
How did you hear about us?*

Saw/Interacted with us at an eventReturning clients / event organisersSocial Media (e.g. Instagram, LinkedIn, etc.)Search Engines (e.g. Google, Bing, etc.)Referred from a colleague / friendFrom a namecardFrom a procurement platform (e.g. TenderBoard, etc.)Contacted by us (cold-emailing, cold-calling)
Is this engagement subject to escalated approval?*

Yes (my own school / committee / management)Yes (separate client entity that engaged me)No
Event Assessment
It is best to give us at least 2 to 4 weeks notice before your event.

Urgent requests made < 5 calendar days will be subject to a 10% surcharge on the total quoted amount.
Your Event Information
Event Name*
Date(s) of Event*
Event Location (RESCINDED)*
If a route, enter in the Start Point for participants. If multiple locations, explain in the following text box.
Event Location(s)*
If your event involves multiple venues, please specify the main gathering point. If your event has movement to different locations, please send us the route / layout map too.
Start Date (RESCINDED)*

DayMonthYear
Date
Hour MinutesAM/PM Option
End Date (RESCINDED)*

DayMonthYear
Date
Hour MinutesAM/PM Option
Event Description*
(What will actually happen? E.g. activities, flow, duration, environment)
Files relevant to the event: such as event proposals, images, timetables, layout, routes, maps, etc.

Submitting layout maps helps us optimise medical coverage.
Cancelof
Who is the contracting client for this engagement?*

Same as requestor / event organiser (myself)Separate client entity (please specify)
Minimum Deployment Requirement

To ensure the safety and well-being of event attendees and personnel, REDSTAFF Medical requires a minimum deployment of two first aiders (or higher accredited personnel) per event that includes or exceeds the participant count of 100 participants.

This minimum deployment is essential for proper first aid coverage and to ensure a prompt response to any medical emergencies that may arise during the event.

For events ≥ 100 people or events involving children/infants, we require at least 2 personnel, including at least one paramedic or nurse.
Estimated number of participants at any time in your event*
Participant numbers are treated as upper limits for resourcing purposes unless otherwise agreed in writing
Are there any VIPs or special needs participants in your event?*

VIPsSpecial NeedsNone
Age range of participants*

Elderly (aged 65 years and up)Midlife (41 to 64 years old)Adults (25 to 40 years old)Youths (17 to 24 years old)Children (1 to 16 years old)Infants (less than 1 years old)
Age Disclaimer

Events with the presence of: children (1 years to 16 years old) and/or infants (below 1 years old), we will quote at least one Paramedic or Registered Nurse so that paediatric emergencies can be managed appropriately.

This is to ensure that medical emergencies involving these populations can be suitably managed according to the provider's scope of practice.

For events ≥ 100 people or events involving children/infants, we require at least 2 personnel, one of which will be the paramedic or nurse.
Do any of these activities appear in, or describe your event? Choose all that apply.*

🔴 Sports: Contact (e.g. rugby, soccer, futsal, wrestling)🔴 Sports: Combat (e.g. fencing, judo, taekwondo)🔴 Sports: Projectile (e.g. badminton, baseball, archery )🔴 Sports: Endurance (e.g. marathons, high intensity fitness)🔴 Sports: Obstacles (e.g. Spartan Race, Tough Mudder, Parkour)🔴 Sports: Adventure (e.g. orienteering, hiking)🔴 Sports: Self-propelled (e.g. bicycles, skateboard, rollerblade)🔴 Sports: Occurring on active unclosed roads with vehicular traffic🔴 Sports: Weights (e.g. weightlifting, powerlifting)🔴 Sports: Performances (e.g. gymnastics, acrobatics, cheerleading)🔴 Sports: High Elements (e.g. rock climbing, high ropes course)🔴 Sports: Motorsports (e.g. go-karting)🔴 Sports: Amazing Race // Running Man🔴 Sports: Aerial (e.g. FPV drone racing)🔵 Open Water: Watercraft: Jet Skiing, Powerboating🔵 Open Water: Swimming, Long-Distance Swims🔵 Open Water: Diving, Freediving, Scuba Diving🔵 Open Water: Kayaking, Canoeing🔵 Open Water: Sailing, Kite Surfing, Bodyboarding🔵 Closed Water: Water Park Activities, Pool Swim/Activities🟢 Social: Small-Medium Concerts (est. attendees <1,000)🟢 Social: Large Music Festivals, Concerts🟢 Social: Nightlife Entertainment, Raves, Party🟢 Social: Gatherings (e.g. public, market, activism, tours)🟢 Social: Cultural & Religious Activities🟢 Social: Team Building Games⚫ Business: Corporate Events⚫ Business: Meetings, Conventions, and Exhibitions⚫ Business: Film & Media Production⚫ Business: Temporary Industrial or ConstructionOther
How would you grade the combined risks posed by the event's activities?*

1

2

3

4

5

6

7

1 is Safe, 7 is Extreme
Do any of these risks appear in your event? Choose all that apply.*

Fire: Pyrotechnics, fireworks, cooking, open flamesHot Weather: Outdoor settings, long durations, lack of hydration/shadeAlcohol: Serving and/or consumption within event groundsCrowds: Queues, confined spaces, or high participant concentrationTraffic: Active roads, moving vehicles, or nearby parking/transport activityElectrical or Mechanical: Temporary power setups, stage lighting, machinesUneven Terrain: Temporary flooring, stages, cables, wet floors, outdoor trailsAnimals: Live animals or animal performancesPublic Order: Potential crowd agitation or intoxicated behaviourNoneOther
Has this event (or similar past editions) had medical incidents?*

No, never beforeFirst time eventYes (please describe briefly)
Are there any known constraints we should be aware of?*

Budget limitationsSpace constraintsClient / venue requirementsPrior government approvalFixed manpower capNone
Medical & First Aid Coverage
Services Offered

Medical & First Aid Coverage

We will provide first aiders and/or medics to cover the activities throughout the duration of your event. Inclusive of medical supplies (medical bags, AEDs, oxygen)

Medical Consultancy & Risk Assessment (Event Medical Plan)

We will perform a safety and medical risk assessment and draft a suitable medical plan. This plan will ensure that there are measures in place that are compliant with relevant regulations and standards, and that all foreseeable medical needs are appropriately met. It is an added service.

Event Safety Ambassadors (non-medical)

Friendly ambassadors that keep a lookout for your participants, watching out for at-risk individuals, whilst being engaged in the activities of your event. They offer a comfortable yet discreet option for participants to approach.

Medical Chaperones

If you have at-risk participants or VIPs in your event (e.g. elderly, terminally ill), we can provide medical chaperones to escort and attend to them.
What services would you require from REDSTAFF Medical? *

Medical & First Aid CoverageEvent Safety Ambassadors (non-medical)Medical Chaperones for participants/VIPs
What is most important to you about having medical coverage?*

On-site medical response (and reduce ambulance transfers)Regulatory / venue complianceMinimising reputational riskCost controlParticipant confidence / public image
Which level of coverage do you feel best matches your event?*

Standard: Balanced and cost-effective setup (First Aiders and Paramedics/Nurses)Comprehensive: Full medical team (Paramedics, Nurses, and/or Doctor)Unsure — please let REDSTAFF recommend
If your event includes children (1–16 y/o) and/or infants (<1 y/o), we will quote one Paramedic or Registered Nurse so that paediatric emergencies can be managed appropriately.

You’ve earlier indicated that children/infants will be present.
A paramedic or nurse will be included in the quotation.
Do you require a written medical coverage plan for internal approval?*

YesNoNot sure yet
What medical personnel do you expect from REDSTAFF for your event?*

First AidersParamedicsNursesDoctorsI don't know, let REDSTAFF assess
What this includes
Selecting an Event Medical Plan means engaging REDSTAFF Medical in a consultative capacity in addition to on-site coverage support.

This includes review of past incidents (where applicable), site recce and/or layout walkthrough, identification of event-specific medical risks, and a written medical coverage recommendation that organisers commonly use for internal approval and documentation.

Consultancy may be conducted remotely or via scheduled inperson sessions, depending on event complexity.

A minimum lead time of four (4) weeks before the event is best.

All recommendations, pricing, and resource allocations are based on the information submitted by the Client at the time of assessment. No fees apply unless the quotation is approved. Additional costs only arise if the agreed scope or timeline changes.

A scope change includes (but is not limited to) material differences between submitted details and actual event conditions, including: participant or spectator numbers exceeding declared estimates; additional activities, zones, or risk exposures not disclosed; changes in event duration, layout, or environment; and/or introduction of third-party vendors or programmes affecting medical risk and response. REDSTAFF Medical reserves the right to revise staffing, skill mix, equipment, and controls; and re-price services proportionately to reflect the revised scope.
Is there an AED inside, or nearby your event venue?*

Yes, my location has an AEDYes, my location is near an AED (<400m)No, there is no AED within 400mI don't know
The selections above help us understand your event’s anticipated medical infrastructure needs. The equipment will be leased to you at our prevailing rate. All additional items will be itemised and fixed in your quotation; the amount quoted is final (no hidden or variable charges) unless you later change the agreed scope.

However, following our risk assessment, REDSTAFF Medical may include certain essential equipment or infrastructure to ensure compliance with safety standards and adequate medical response capability.

For example, a scoop stretcher may be required for high-elements or obstacle events, while a first aid tent or room may be necessary for large or multi-day events.

Any such additions will be communicated and reflected transparently in your quotation prior to confirmation. No costs are incurred until you formally approve the quote.
Ambulance Standby

REDSTAFF primarily provides on-site medical teams.

Through our experience and statistics, 98% of all injured cases do not require urgent evacuation via an ambulance. But if needed, we partner with an external Ambulance Provider for ambulance support in events. This ambulance(s) serve as an evacuation asset and may be recommended after our clinical risk assessment.

Final configuration is subject to REDSTAFF’s medical risk assessment and resource availability. Selecting “No ambulance” does not remove our right to recommend one for higher-risk activities (e.g., contact/combat sports, water-based events, motorsports). If you decline a recommended ambulance, the organiser accepts the residual risk.
Will you need an ambulance to standby in your event?*

YES - Emergency Ambulance(s) with REDSTAFF’s partnerNO - no ambulance required (just REDSTAFF's medical team only)NO - I am engaging my own ambulance(s) from external providersI DON'T KNOW - I need REDSTAFF's advice on the requirements
Number of Ambulances*
Name of Private Ambulance Company*
Ambulance's POC Name & Contact Number*

NameContact Number
By engaging your own external ambulance provider, you agree to appoint REDSTAFF Medical as the operations & clinical lead in your event, and agree to put the ambulance(s) under the direction of REDSTAFF Medical.*

I understand and agree
Just to be upfront about some Terms...
(see full T&Cs before submitting):

Minimum booking: 3 hours per engagement.

Request ≠ acceptance: Engagement is confirmed only upon issuance and Client acceptance of our Quotation, and is subject to availability and safety assessment.

Quoted Service & Price: All recommendations, pricing, and resource allocations are based on the information submitted by the Client at the time of assessment.

Risk-led coverage: Staffing, skill mix, and equipment are set by REDSTAFF based on risk assessment and may differ from organiser requests. Personnel operate within scope of practice.

Consultation & safety controls: Higher-risk events may require consultation or minimum controls. If required measures are declined, services may be limited or declined by us.

Right to refuse/withdraw: REDSTAFF may refuse or suspend services if safe, clinically adequate coverage cannot be achieved.

Client duties: Provide a safe workplace, suitable facilities and access, stewarding/security, welfare provisions, required permits, and disclose other medical providers or material changes.

No guarantees: Medical services reduce risk but do not guarantee outcomes.
Additional Info / Free text box (Optional)
Use this space for any extra remarks or clarifications not covered above.

Would you require any of these medical infrastructure from REDSTAFF Medical? Select those that apply (leave blank if not needed)

	Quantity
Wheelchair(s)
Collapsible Stretcher(s)
Scoop Board with Spinal Immobilisation Set
Medical Response Vehicle(s)
First Aid Tent(s) - Outdoor Event
First Aid Room(s) - Indoor Event

Should be Empty:

EVENT MEDICAL ASSESSMENT & COVERAGE REQUEST

Your Contact Information

Event Assessment

Medical & First Aid Coverage