What these terms cover

This document sets out the terms and conditions under which we will provide Event Medical Cover to you. The services to be provided, along with the applicable fees, are detailed in the accompanying “Quote.” Together, these terms and conditions and the completed Quote constitute the binding contract between you and us (the “Contract”).

This Contract will become legally effective only after:

You have confirmed your acceptance of the Quote; and
We have issued written confirmation that coverage is in place.

Definitions and Interpretation

In these Terms and Conditions, “you” and “your” refer to the organisation you represent. “We,” “us,” and “our” refer to Coast Medic Ambulance Ltd, a company registered in England and Wales under company number 14293838. Our registered office is located at Tremough Innovation Centre, Penryn Campus, Penryn, Cornwall, TR10 9TA.

Defined Terms

In this document, the following terms shall have the meanings set out below:

“Additional Charges”

Any fees specified in the Invoice, payable by you in addition to the Agreed Price, for services or equipment not included in the scope set out in the Quote for your Event.

“Agreed Price”

The total fee stated in the Quote for the provision of Medical Cover.

“Designated Treatment Area”

An area designated by you for the treatment of patients. This area must be easily accessible by us and must be covered, dry, heated, ventilated, well-lit, clean, secure, clearly sign-posted, and convenient for both our Personnel and patients.

“Event”

The specific event at which we are contracted to provide Medical Cover.

“Event Medical Plan”

A document outlining procedures and arrangements to ensure safe, effective, and resilient on-site medical services, while minimising impact on local NHS resources.

“Events Office”

The administrative team within our organisation responsible for managing your booking.

“Event Site”

The physical location, including all buildings and premises, where the Event is held, as specified in the Quote.

“Medical Cover”

Medical services provided at your Event by our Personnel, including medical assessment, treatment, or support.

“Invoice”

The invoice we issue to you following your return of the completed Quote Form.

“Interest”

Interest charged on overdue payments at an annual rate of 4% above the base lending rate of Barclays Bank PLC, accruing daily and compounding quarterly until full payment is received.

“Major Incident”

As defined in the Joint Emergency Services Interoperability Principles (JESIP).

“Medical Debrief”

A report provided upon request, summarising medical activity and statistical data from your Event.

“Quote”

The form provided by us detailing the scope of services, required information, and the Agreed Price for Medical Cover at your Event.

“Personnel”

Includes (i) our employees and volunteers, and (ii) any third-party contractors engaged by us to provide Medical Cover at your Event.

“Risk Assessment”

A written document identifying potential hazards and associated risks, along with the measures in place to eliminate or mitigate those risks.

“Coast Medic Lead”

The member of our Personnel designated to lead and manage Medical Cover at your Event and serve as your primary point of contact. Contact details will be provided upon request and may be updated at our sole discretion.

Contacting us

Booking Process

Booking Medical Cover

How to Book Our Service

Upon submission of an enquiry through the online booking form on our website, you will receive a quotation (the “Quote”) outlining the scope of services and associated costs. Following receipt of the Quote, you may contact us for further assistance or to discuss the details by telephone at 01326 755120 (Option 2) or via email at bookings@coastmedic.org.uk.

Duration of Contract

This Contract shall take effect from the date and time we issue a booking confirmation email to you. It shall remain in force until the Event has concluded and full payment of the final invoice has been received and cleared into our bank account, unless terminated earlier in accordance with Clause 12.

Where we cannot accept your booking

If we are unable to accept your booking, we will notify you in writing and you will not be charged for any Medical Cover. We may be unable to accept your booking for various reasons, including but not limited to:

(a) Our resources have already been allocated to another event or purpose on the date you have requested; or

(b) We believe that the level of Medical Cover you have requested is insufficient given the size or risk profile of your Event, or we have not received sufficient information to determine an appropriate and safe level of cover.

In such cases, we will provide you with our reasoning and recommend a suitable level of Medical Cover. We will not confirm your booking or enter into a binding Contract until both parties have agreed upon a safe and appropriate level of Medical Cover.

Your booking reference number

When we accept your booking, we will assign a booking reference number. You will need to quote this whenever you contact us.

Suitability of Cover Booked

You acknowledge and agree that:

(a) You are solely responsible for ensuring that an appropriate and safe level of Medical Cover is booked for your Event; and
(b) You are solely responsible for conducting a comprehensive and satisfactory Risk Assessment for your Event.

While we may conduct our own Risk Assessments and prepare an Event Medical Plan in connection with the Medical Cover we provide, these documents are prepared solely for our internal use. You may not rely on them for any purpose, including but not limited to health and safety compliance, insurance, or event licensing.

Amendments to Bookings

Your Rights to Request Amendments

If you wish to increase the level of Medical Cover for your Event, you must notify us as soon as reasonably practicable. If we are able to accommodate your request, we will update the Agreed Price and any other affected terms accordingly. Any such amendment will only take effect once we receive your written confirmation agreeing to proceed with the revised terms.

Our Rights to Require Amendments

If, prior to the Event, we become aware of any information indicating that the Medical Cover specified in your Quote is inadequate or inappropriate, we reserve the right to revise the required level of cover. In such cases, we will notify you in writing as soon as reasonably practicable. We will only be able to proceed with your booking if you agree to the revised level of cover and any corresponding adjustments to the Agreed Price.

Our Commitments

Before Your Event

(a) we will ensure that our Personnel are appropriately trained and insured to deliver the agreed Medical Cover in compliance with Care Quality Commission regulations where necessary and as appropriate; and
(b) we will provide you, upon request, with written confirmation that we have appropriate insurance cover in place.

During Your Event

(a) we will appoint a Coast Medic Event Lead for your Event;
(b) we will provide the agreed number of Personnel for your Event;
(c) we will use reasonable endeavours to ensure our Personnel follow health and safety rules and regulations that you have made us aware of at the venue for the Event;
(d) we will provide Medical Cover at the Event with due care and skill in accordance with good practice in medical provision delivery and, where we provide ambulance services, in compliance with Care Quality Commission regulatory requirements;
(e) our Coast Medic 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 Coast Medic Event Lead will work with partner agencies and other stakeholders in the interest of the safe and effective delivery of the event whilst retaining overall management of our Personnel.

Following Your Event

(a) we will remove our equipment from the Event premises in a timely manner, save where arrangements have been made with you for you to store equipment, and;
(b) we will, upon request, provide you a with a Medical Debrief.

Event Organiser Obligations

Before the Event

(a) you must provide all information requested by us, and return this to us at least 10 working days before the Event;
(b) should the Event be of such a 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, 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 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 our Coast Medic Event Lead can communicate with your key Event contacts at all times throughout the Event;
(e) you must invite us to meetings, briefings and/or site visits which you deem useful or essential for us to be involved in, to assist in the safe delivery of our Medical Cover;
(f) you must have appropriate insurance cover in place for running your event, including adequate event cancellation insurance (as detailed in Clause 8.2 (Insurance);
(g) you are responsible for:
(i) obtaining all necessary licenses and permits nessasary to operate the Event and
(ii) ensuring you comply with all the terms and conditions of those licences and permits;
(h) you must notify us in advance if you engage anyone (in addition to Coast Medic Ambulance) to provide first aid, medical or safety services. It is your responsibility to provide instructions on how we will work with third parties to provide cover at your Event;
(i) you must make all Event staff and contractors aware of
(i) the location of the Designated Treatment Area, any first aid posts and/or any ambulance and
(ii) how to notify our Personnel of any requests for assistance;
(j) 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 labour 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 the Events Office with a copy of your Risk Assessment and Risk Management Plan at least 10 working days prior to the Event; and
(l) 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 access and egress routes, at least 10 working days prior to the Event. Where
(i) you are unable to provide a Designated Treatment Area; or
(ii) we do not deem the Designated Treatment Area to be satisfactorily safe, private or accessible; or
(iii) we deem that 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 Medical Cover, ensure that there is adequate parking space for our vehicles;
(b) you must keep the Event Site free from hazards or anything that may prevent or hinder us from delivering the Medical Cover;
(c) you must have sufficient signs on display to allow individuals to easily find each Designated Treatment Area;
(d) you must ensure you communicate with our Coast Medic 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

(a) at our request, you must provide us with feedback in a format which we consider most appropriate.

Where we might not be able to provide Medical Cover at the Event

Level of Medical Cover deemed Inadequate

We rely on the information you provide us to determine a suitable level of Medical Cover. If your Event is larger in size or a higher risk than that indicated by the information you have previously provided, the Coast Medic Event Lead we will inform you whether we will either:
(a) immediately suspend the Medical Cover and charge you the Agreed Price (as stated in the Order Form); or
(b) increase the level of Medical Cover and amend the Agreed Price to reflect the Medical Cover we deliver at your Event.

Leaving the Event Site

It may be necessary for our Personnel to leave your Event in the following (unlikely) circumstances:

(a) in order to obtain further medical care for any person they are treating. We accept no liability should this mean that the Event has to cease due to such a reduction of Medical 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 medical provision remaining at the Event).

In either of the circumstances, we reserve the right to leave the Event at any time. We accept no liability for any losses you may incur due to termination of the Event, should the cause be due to our full or partial withdrawal.

Stopping the Event early

Major Incidents

In the unlikely event of a declared Major Incident occurring elsewhere within the United Kingdom, we reserve the right at any time prior to 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 reasonably practicable. In the event of cancellation due to a Major Incident, we will:

(i) not charge you for any amounts owed under the Invoice; and
(ii) issue a refund in respect of any amounts already charged 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 System, details of which are available upon request). 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 and Charges

When we will invoice you

Once we have agreed that we will cover your Event, we will raise an Invoice for 50% of the Agreed Price (and, where applicable, any Additional Charges). This invoice for 50% is payable immediately, and in any event within five working days of receipt of the 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 or by credit or debit card made over the telephone. You will be invoiced for the remainder of the Agreed Price along with any Additional Charges, within seven working days of the last date of your event. This is payable within 30 days of the date of the invoice.

Overdue Payments

You must pay the final remaining amount specified on the Invoice within 30 days from the date of the Invoice. 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 Medical Cover at your Event (if not already provided). If you owe us monies under an outstanding Invoice, we reserve the right to decline to cover your Event until your account is settled with us.

Event Overruns

You must inform the Coast Medic Event Lead as soon as possible about any likely overrun to the Event. Whilst we will endeavour to accommodate your new requirements, you acknowledge that we are only obliged to provide Medical Cover up to the finish time set out in the Quote. If you inform us regarding any likely overrun, our Coast Medic Event Lead will decide and confirm that either:
(a) we can continue to provide Medical Cover past the agreed finish time. The Coast Medic 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 Medical Cover past the new finish time (in which case we will continue to provide Medical Cover up to the agreed finish time).

Our Staff at the Event

Our Personnel are paid staff. If we encounter staff shortages, we may engage additional Personnel or third-party contractors. For events where the duration is greater than either

(i) five hours or

(ii) the period initially set out in the Order Form:

(a) we reserve the right to charge you (including for any increased or overtime rates) more for staffing costs, and will advise you of such costs as soon as practicable;

(b) where you do not provide food and/or refreshments for our Personnel, we may charge a subsistence fee of £10 per person; and

Insurance

Coast Medic Ambulance Insurance

We have the following insurance covers in place at all times:

Public Liability Insurance

£10 million in aggregate through Western Craven Insurance.

Professional Indemnity Insurance (Medical Malpractice)

£10 million in aggregate through Western Craven Insurance.

Specialist Ambulance Fleet Insurance

All our vehicles are insured through a specialist Ambulance Fleet Insurance provider. We are currently using OneBroker.

Employee Insurance

We have Employee Liability Insurance through Hiscox Insurance.

Event Organiser Insurance

You must have in place:

Public Liability Insurance	£10 million in aggregate
Event Cancellation Insurance	Advisable

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 otherwise 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 or organisation, you should ask them to request this from our Data Protection Officer directly by email at data-protection@coastmedic.org.uk.

Intellectual Property and Confidentiality

Materials distributed before, during and after your Event

Where either of us provides the other with materials, we agree that there will be no change in intellectual property rights.

Retention of our intellectual property

The provision of Medical Cover by us does not confer any intellectual property rights (by implication or otherwise) on you to use, alter, copy or otherwise deal with any of the symbols, trademarks, logos and/or intellectual property of Coast Medic Ambulance or in the materials referred to above.

Confidential information

In the event that any confidential information (which is not publicly available), relating for example, to one another’s activities and people, the Medical Cover and any pricing information is received by us from you, or by you from us, we agree that we will not for a period of three years disclose to any other person any such confidential information except as may be required by law, regulation or court order.

If there is a problem

Complaints

(a) if you wish to raise a concern about the services you have received under this Contract please inform the Coast Medic Event Lead; or
(b) if a patient is unhappy with the treatment we provided, further information is available on www.coastmedic.org.uk or the patient can contact us directly by emailing feedbackandcomplaints@coastmedic.org.uk.

Disputes

(a) Witness statements: All requests for witness statements should be referred to the Coast Medic Event Lead on the day of the Event, or the Events Office thereafter.
(b) In the event of a dispute arising out of or in connection with the Agreement, including limitation, any question regarding its existence, validity or termination, we both agree to discuss the dispute in good faith and to seek to reach a resolution as soon as practicable.
(c) If within 20 working days of the dispute arising a solution has not been reached, the matter will be escalated to senior management within our organisations who will seek in good faith to reach a solution as soon as practicable.
(d) Subject to clause 11.2(e) if the dispute is not resolved in accordance with clause 11.2(b), the parties will attempt to settle it by mediation in accordance with the CEDR Model Mediation Procedure. Unless otherwise agreed between the parties, the mediator will be nominated by CEDR. To initiate the mediation, a party must give notice in writing (“ADR Notice”) to the other party requesting mediation. A copy of the ADR Notice will be sent to CEDR to resolve the dispute by the party requesting the mediation within 5 (five) days of the date of the ADR Notice. The mediation will start not later than thirty (30) days after the date of the ADR notice.
(e) Neither the provisions of clause 11.2(c) nor the commencement of a mediation, 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, loss, liability, costs or expenses suffered or incurred by you or any other person arising directly or indirectly out of our provision of the Medical Cover 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 £50,000;
(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, employees or contractors will not exceed the total of the Agreed Price and (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, consequential or special loss or damage arising from our provision of the Medical Cover or your benefit from the Medical 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 which you incur in relation to cancellation which could have been covered by event cancellation insurance.
(b) Unless the law provides otherwise (and except as a result of a breach by us of 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 us 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 enquiry agents, debt collection agents and legal costs on a full indemnity basis) incurred or sustained by us in enforcing any terms of this contract.

Ending this contract

How to end our contract with you

This contract is valid for the period set out in Clause 3.1, but either of us can end the contract earlier in the following circumstances:

(a) In the event of insolvency or an equivalent financial event: Where either of us suffers distress or execution or commits any act of bankruptcy or becomes insolvent, or enters into an arrangement or composition with any of our creditors or if a receiver or administrator is appointed over the whole 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, we reserve the right to:

(i) decline to cover your Event until your account is settled with us;

(ii) terminate the Agreement immediately upon sending you written notice;

(iii) refuse Medical Cover at any other Events you have booked with us or any other Events you might request in the future.

Whilst we each agree to try to resolve any dispute between us in accordance with Clause 11.2(b), either of us is 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.

Reducing or Canceling Medical Cover

You should inform the Regional Events Office in writing as soon as possible should the event be cancelled. 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:

Days Notice	Amount Payable
> 30 days notice	10%
30 – 15 days notice	50%
15- 7 days notice	25%
< 7 days notice	100%

Upon termination we will issue an invoice requiring you to pay the relevant element of the Agreed Price and any Additional Charges owed to us pursuant to this Clause

(whether we have provided you with Medical Cover or not).

Other important terms

Authority to enter the Agreement

If you enter into the Agreement on behalf of another person, you warrant that you have the appropriate and necessary authority to enter into the Agreement on behalf 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 (unless otherwise specified) subject to the addition of VAT at the prevailing rate which will be additionally payable by you in full.

Our Rights to Transfer this Agreement

We may transfer, sub-contract, assign or novate all or any of our rights and obligations under the Agreement (in whole or in part) to another organisation or person on our approved partners list, details of which may be provided on request. We will notify you if we plan to do this.

Consent to Transfer Your Rights

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 to whom you give a guarantee or other security.
If a court finds part of this contract illegal, the remainder will continue in force. If any clause or part of the 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 severed from the Agreement and will be ineffective without, as far as is possible, modifying any other clause or part of the Agreement and this will not affect any other provisions of the Agreement which will remain in full force and effect.
Even if we delay in enforcing, or do not 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 or 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 between relating to the Medical 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 this 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.

Event Medical Cover Terms & Conditions