Terms and Conditions

Event Medical Cover Provided by EAS Medical

1. Introduction

  1. In these Terms and Conditions, the terms we, our and us (in bold type and regardless of case) refers to Essex and Suffolk Medical (Chris Gordon-Wilson), a proprietary business of Chris Gordon-Wilson, a sole trader in the UK.  “Essex and Suffolk Medical Services”, “Essex and Suffolk Medical” and “EAS Medical” are trading names of Chris Gordon-Wilson T/A Essex and Suffolk Medical. 

  2. The terms you and your (regardless of case) refers to the party contracting with us.  The term principal (regardless of case) refers to Chris Gordon-Wilson, who can be contacted via our website, www.easmedical.com.  

  3. The term team or team members (regardless of case) refers to our personnel, who are First Aiders, Ambulance personnel and any other medical professional or non-professional who is sent to your event on our behalf.

  4. In these Terms and Conditions, some passages are underlined.  This is to draw your attention to important clauses.

  5. During the continuance of the services into which these Terms and Conditions are incorporated, we shall supply our services and you shall adhere to the same, subject to these Terms and Conditions.  In the event of any conflict between these Terms and Conditions and other terms of any other agreement provided by us, those other terms shall take precedence.

  6. These terms and conditions are updated from time=to=time, please read them, in full, prior to accepting each quote from us. Version details can be found at the end of this page.

2. Orders for First Aid services at your event

  1. All orders for us to provide services at your event must be placed by you using either the online booking facility available on our website, www.easmedical.com, or via interaction with the principal.  You are required to supply as much information as possible about your event upon request, to enable us to adequately risk assess your event.

  2. We cannot guarantee that any particular request for us to provide services will be accepted.

  3. We will only assume contractual liability once we have accepted both written confirmation that our services meet your requirements and payment from you.

3. Charges

  1. The charge for our service is as per the invoice which accompanies these Terms and Conditions.  You have received a verbal or written quotation from us prior to this.

  2. Adequate time must be allowed for our team to take rest breaks.

  3. Once at the event, regardless of the duration, the finish time specified when booked shall be considered as the finish time of the event.  If the event continues beyond this finish time, we reserve the right to leave at the specified finish time.  Any possible overrun must be discussed with our team at the event as soon as possible.  The decision to stay is at the discretion of our team.  Where team members are willing to remain at your event, you will be charged for the additional time at the same rate, which can be calculated by dividing the total fee by the number of hours booked, plus an additional £15 per team member.

  4. Any invoice sent after the event is due on the date of sending and should be paid immediately.

  5. We shall not provide any refund if your event finishes earlier than planned for any reason.

  6. If you wish to cancel your request for our attendance at your event, you must give us written notice at least ten days before the event.  If such notice is not given, then a charge of the full fee will be made.  Email notification is acceptable as written notice.

  7. If you wish to change the date and/or times of your event, you must communicate these changes to us in writing with as much notice as is possible.  We cannot guarantee to be able to cover your event where we are already fully booked for the new date or time period but will work with you this should the case arise.  Email notification is acceptable as written notice. We reserve the right to cancel our attendance at your event if less than 10 days’ notice is given. In this case, we shall treat this as a request to cancel and clause 3-6 shall apply.   

  8. Receipt of an invoice may be treated as our acceptance to cover your event.  Payment is due ten days before the event takes place.  We accept cash, cheque and electronic payments, (BACS, Faster Payments).

  9. Payment of our invoice confirms your acceptance of our fees, these Terms and Conditions and any other conditions imposed.

  10. Although no additional charges are made for equipment or consumables used, we may ask for a voluntary donation from patients for minor treatments.

  11. If you owe us monies from outstanding invoice(s) we reserve the right to decline to cover any of your events until your account is settled with us.

4. Your responsibilities

  1. As the Organiser of the event you retain full responsibility for ensuring that a satisfactory Risk Assessment has been carried out for the event and that the Risk Management Plan has been executed.

  2. You must ensure that the event is appropriately policed, so that our team members do not find themselves in threatening situations.

  3. At outdoor events, we will provide a treatment tent.  You must ensure that an area for this tent is left in a prominent position.  At all indoor events and if you wish to provide a treatment area, it must be clearly defined, in a dry, covered, clean and private area.

  4. You must ensure that we have free and clear access and egress to and from the site of the event for our team membersand vehicles.

  5. You must ensure that inclusion of other medical personnel at the event is notified to us in advance of your event and that they are introduced to our team on arrival.  Where more than one supplier is required, it is important for all the providers involved to be aware that they will be working alongside other organisations and agree, in writing, that this is acceptable.  There will need to be very clear written roles and responsibilities, as well as which provider is covering which area and who is to be the senior medical officer (or similar title) for the event.

  6. You must adhere to any reasonable request to stop the event while treatment takes place.

  7. Your event staff must be made aware of where the first aid post, personnel and ambulance are located to assist any requests from participants or spectators.

  8. If your event is of such a size that you are using maps, plans or radio equipment, our team should be provided with them.  It is your responsibility to ensure an appropriate system of communication is made known to us.

  9. You are responsible for ensuring that all necessary licenses and permits to operate the event have been obtained and for compliance with all conditions associated with such licences and in respect of all relevant legislation, regulations or similar.  Failure to comply with the requirements of this clause may be treated by us as a fundamental breach of these Terms and Conditions and will entitle us to immediately terminate the event.  This will not affect our right to be paid, whether services have been performed or not.

5. COVID-19

  1. As the Organiser of the event you retain full responsibility for creating and acting upon a COVID-19 safety plan.

  2. We will endeavour to fit into your COVID-19 safety plan. 

  3. Our team will adhere to strict PPE requirements whilst at your event, in a manner proportionate with current NHS guidelines. We are unable to provide additional PPE for people not in our team.

  4. We will screen patients for COVID-19 before they enter our treatment area, however we do not provide an event-wide screening service.

  5. If your event is affected by unforeseen COVID-19 related restrictions, we guarantee to provide a no-fuss date change, for no additional fee if at least 10 days notice is given. 

6. Our responsibilities and limitations

  1. We will provide First Aid services at your event in a manner proportionate with good industry practice.

  2. We will carry out a risk assessment in relation to the medical provision, but this is for our own purposes.  You remain fully responsible for your event.

  3. Our team will manage our own deployment. 

  4. It may be necessary for our team to leave the event, in order to obtain further medical care for any person they are treating.  We accept no liability should this mean that your event has to cease due to such a reduction of first aid cover.  We will work with you when booking our services to ensure this does not happen.

  5. In the unlikely event of a major incident occurring in the vicinity of your event, any ambulance or team at your event may be requested to respond by a statutory service.  Although we reserve the right to leave your event, any response will made by our team will ensure minimal disruption. 

  6. 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.  You are advised to arrange appropriate “Event Cancellation” insurance.  We will not accept liability for any loss which you incur in relation to cancellation which could have been covered by such insurance.

  7. Neither we nor our team members shall be liable under any circumstances, for any damage to land or property in the event of access being required to a patient or to allow egress from a site.

  8. Neither we nor our team members shall have any liability to you or any third party, for any loss, expense or damage of any nature, suffered or occurred arising from any breach of any condition of these Terms and Conditions, or any negligence or any breach of statutory or other duty or in any other way in connection with performance or purported performance of or failure to perform.

  9. Nothing in these Terms and Conditions shall be taken to exclude liability for death or personal injury resulting from our or our team’s negligence.

  10. We shall not be liable for any failure in performance of any of our obligations caused by factors outside of our control.

7. Information provided to and from us

  1. If, in our opinion, a suitable level of cover cannot be agreed, or your event appears to put our team or any other person or party at an unacceptable risk of injury or illness, we reserve the right not to proceed with our services.  It remains your sole responsibility as the event organiser to ensure that the level of cover requested complies with all statutory regulations and requirements laid down by any governing body.

  2. Acceptance of all events for the provision of our services is made on the understanding that the details of the event submitted to us are accurate and correct.  If we are notified of changes to these details, such as levels of resources, duration, time or location of the event, we reserve the right to revise our fees, or to reconsider our acceptance of the event.  If upon arrival at the event, our team consider the event to be larger or of a higher risk than stated when booked, we reserve the right to withdraw from the event.  In such circumstances all reasonable effort shall be made to advise the event organiser of the reasons for withdrawal.  Should it be necessary at this stage to withdraw from the event, full charges will apply, and we accept no liability for any loss you may incur due to the termination of the event in such circumstances.

  3. Personal information of any person treated by our team will only be provided upon a request by legal representation and/or by written consent of the individual concerned, all subject at all times to the General Data Protection Regulations 2018.  Upon request, we will provide you with a summary of patients treated, and in the event of reportable injuries or illnesses under RIDDOR or other legislation, we will provide you enough details to make a referral to the relevant authority.

  4. Personal information, where written on paper, will be stored in a locked cabinet.  Electronic paperwork is stored in a secure, UK hosted, cloud computing environment.  All stored personal data is only accessible by the principal.  Personal information will be kept in line with our data retention policy.

8. Complaints

  1. Any issue which arises whilst at your event should be discussed with our team in the first instance, as soon as reasonably practical. 

  2. In the event that a complaint regarding our services or our team members, cannot be rectified by our team at your event, it should be taken up with the principal during or immediately after the event and in all cases before our team depart. 

  3. Please report any disagreements with our team to the team principal during or immediately after the event and in all cases before our team depart. 

  4. We shall log, investigate and act upon any complaint received, regardless of how small or trivial it may appear. 

9. General

  1. All parties will ensure that all confidential information received from the other, remains confidential, subject to any disclosure required by law (when full consultation will take place between the parties prior to disclosure).

  2. If you are subject to any Freedom of Information Act (2000) request, then you agree that before disclosing any information about us, you will consult with the principal in order to consider if any exemption to disclosure may be applied.  You will also provide us with a copy of the request and any subsequent disclosure.

  3. If any clause or part of these Terms and Conditions 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 severed from these Terms and Conditions and will be ineffective without, as far as is possible, modifying any other clause or part and will not affect any other provision which will remain in full force and effect.

  4. No failure or delay by either party to exercise any right, power or remedy will operate as a waiver of it nor will any partial exercise preclude any further exercise of the same or of some other right, power or remedy.

  5. These Terms and Conditions may only be varied or amended in writing and signed by the parties specifically referring to this clause and stating that agreement is varied in the manner specified.

10. Version details

  1. Version 1.7

  2. Issued 01/03/22.