1) Definitions

• “Provider”: DTC Group (or your trading entity).

• “Client”: The event organiser named in the quote.

• “Event”: The event described in the quote, including build, live, and break phases.

• “Services”: First aid/medical cover and any related services set out in the quote.

• “Contract”: The agreement formed by Client’s written acceptance of the quote and these T&Cs.

2) Scope of Services

• The Provider will supply first aid/medical cover in accordance with the quote, event risk assessment, and best practice.

• Each event is led by a healthcare professional (e.g., paramedic, nurse, or doctor) to ensure best-practice protocols.

• Staffing levels and capability are based on the risk profile, predicted attendance, and schedule supplied by the Client.

• Services are delivered as first aid and urgent care only, not a full clinical service or substitute for NHS provision.

3) Compliance & Clinical Governance

• The Provider will operate in line with applicable UK laws, The Purple Guide principles, and relevant HSE guidance.

• All staff will be appropriately qualified, insured, and competency-checked. Clinical care is delivered under established clinical governance (policies, oversight, incident review).

• Controlled drugs (if applicable), sharps, infection control, and safeguarding will be managed under Provider policies.

4) Client Responsibilities

• Provide accurate event details: dates/times, schedule, site plans, audience profile, known hazards, and emergency procedures.

• Ensure suitable on-site facilities for medical operations (e.g., sheltered space, power, lighting, water, waste disposal, radio/communications, and access routes).

• Provide event health & safety documentation (risk assessments, emergency plans, security briefings).

• Ensure clear access for emergency vehicles and liaison with venue/security/event control.

• Notify the Provider immediately of material changes (capacity, layout, programme, hazards).

5) Medical Planning & Reporting

• The Provider will submit a comprehensive Medical Plan, including a Major Incident Escalation Plan, to the Client no later than 14 days before the event.

• After the event, the Provider will supply a Post-Event Medical Report (including anonymised casualty statistics and any notable incidents) within 14 days of the event’s conclusion.

6) Variations & Additional Hours

• Changes requested by the Client (e.g., extra staff, extended hours, additional equipment) will be charged at the agreed rates.

• Overruns beyond the scheduled times will incur overtime at the stated hourly rates per staff member and vehicle.

• Significant risk profile changes may require a reassessment and revised quote.

7) Fees & Payment

• Fees are as stated in the quote and exclusive of VAT (if applicable).

• Payment is due no later than 7 calendar days before the event start.

  • If payment is not received by this deadline, the Provider may withhold services and/or charge late payment interest (e.g., 8% above Bank of England base rate) plus reasonable recovery costs.

• For bookings made within 7 days of the event, payment is due on acceptance.

• Additional charges (variations, overtime, consumables beyond normal usage) will be invoiced post‑event and are payable within 14 days.

8) Cancellations & Postponements

• Client cancellation:

  • ≥ 30 days before event: No fee (refund of any prepayment minus non‑recoverable costs).

  • 15–29 days: 50% of total fee.

  • 8–14 days: 75% of total fee.

  • ≤ 7 days: 100% of total fee.

• Postponement: We’ll endeavour to transfer cover to a new date, subject to availability; otherwise the cancellation terms apply.

• Provider cancellation (rare): If we must cancel for reasons within our control, we’ll refund fees paid and assist with reasonable alternatives; no further liability.

9) Insurance

• The Provider maintains appropriate public liability, employers’ liability, and professional indemnity insurance.

• The Client must maintain event insurance (including public liability) and ensure the Provider is noted where required for site access and coordination.

10) Incident Reporting & Data Protection

• Clinical incidents are recorded on Provider documentation and shared with event control as appropriate.

• Personal data is processed in accordance with UK GDPR and clinical confidentiality; only relevant information is shared with statutory services or where legally permitted/required.

• The Client will not request access to confidential health records, save for anonymised statistics or where a lawful basis applies.

11) Equipment, Medicines & Consumables

• The Provider supplies necessary first aid equipment and consumables.

• Specialist equipment (e.g., AEDs, stretchers, tents, vehicles) will be provided where specified in the quote; damage caused by Client/third parties may be chargeable.

12) Safeguarding & Vulnerable Persons

• Staff are trained to escalate safeguarding concerns via established protocols and to liaise with statutory agencies as required.

13) Force Majeure

• Neither party is liable for delay or failure due to events beyond reasonable control (e.g., extreme weather, civil authority actions, public health emergencies).

• Each party will notify the other and take reasonable steps to mitigate impacts.

14) Limitation of Liability

• The Provider’s total liability arising from the Services is limited to the total fees paid under the Contract, except for liability that cannot be limited by law (e.g., death or personal injury caused by negligence, fraud).

• The Provider is not liable for indirect or consequential losses, loss of profit, or event revenues.

15) Health & Safety & Event Control

• The Provider participates in event briefings, adopts site rules, and coordinates with event control and security.

• The Client retains overall duty of care for the event and is responsible for non-medical safety measures (crowd management, barriers, lighting, sanitation, etc.).

16) Sub‑contracting

• The Provider may use vetted sub‑contractors for parts of the Services; clinical standards and governance remain the Provider’s responsibility.

17) Confidentiality & Publicity

• Both parties will keep non‑public information confidential.

• Use of names/logos for marketing requires prior written consent.

18) Governing Law & Dispute Resolution

• This Contract is governed by the laws of England and Wales; the courts of England and Wales have exclusive jurisdiction.

• Parties will first attempt to resolve disputes by senior-level discussion and, if needed, mediation before litigation.

19) Acceptance

• The Client accepts the quote and these Terms & Conditions by written confirmation (email acceptable).

• The Contract takes effect on acceptance; scheduling and mobilisation commence on receipt of payment (per Clause 7).

Terms & Conditions for event cover