Event
Terms and Conditions

Company Name: Fen Response Medical 

Registered Address: 205 New Barns Avenue, Ely, CB7 4RE 

Version: 1.0 

Effective Date: 03/09/2026 

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1. Definitions 

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In these Terms and Conditions: 

• "Company" means Fen Response Medical, providing medical, first aid, welfare, ambulance, rescue and related event medical services. 

• "Client" means the individual, organisation, promoter, venue operator, local authority, company or other entity engaging the Company. 

• "Event" means the activity, gathering, festival, sporting event, concert, exhibition, production or occasion for which Services are provided. 

• "Services" means all medical, first aid, ambulance, welfare, emergency response, rescue and associated services supplied by the Company. 

• "Personnel" means the Company's employees, contractors, volunteers, clinicians, first aiders, paramedics, doctors and support staff. 

• "Booking Confirmation" means the written acceptance by the Company of the Client's booking request. 

• "Fees" means all charges payable by the Client. 

 

2. Application of Terms 

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2.1 These Terms and Conditions apply to all bookings and agreements for the provision of Services by the Company. 

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2.2 No variation of these Terms shall be binding unless agreed in writing by an authorised representative of the Company. 

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2.3 The Client confirms they have authority to enter into the agreement and accept these Terms. 

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3. Booking and Contract Formation 

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3.1 A booking request shall not be deemed accepted until the Company issues a written Booking Confirmation. 

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3.2 The Company reserves the right to refuse any booking. 

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3.3 The Client shall provide complete and accurate details regarding: 

• Event type; 

• Venue; 

• Expected attendance; 

• Event duration; 

• Risk assessments; 

• Activity schedule; 

• Alcohol availability; 

• Fireworks, pyrotechnics, motorsports or high-risk activities; 

• Any known hazards. 

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3.4 The Company reserves the right to amend staffing levels and Fees if information supplied by the Client proves inaccurate or materially changes before the Event. 

 

4. Scope of Services 

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4.1 The Company shall provide the personnel and resources specified in the quotation or Booking Confirmation. 

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4.2 The Services are provided to assist with medical incidents occurring during the Event and do not replace statutory emergency services. 

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4.3 The Company does not guarantee: 

• Immediate treatment of every attendee; 

• Availability of hospital transport; 

• Availability of NHS resources; 

• Outcomes of medical interventions. 

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4.4 Personnel shall exercise professional clinical judgement at all times. 

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4.5 The Company reserves the right to determine: 

• Patient treatment priorities; 

• Deployment of resources; 

• Escalation to external emergency services; 

• Decisions regarding patient transport. 

 

5. Client Responsibilities 

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The Client shall: 

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5.1 Event Information 

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Provide all information necessary for safe service delivery including: 

• Risk assessments; 

• Event management plans; 

• Site maps; 

• Emergency procedures; 

• Attendance forecasts. 

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5.2 Site Access 

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Ensure: 

• Safe vehicle access routes; 

• Suitable treatment locations; 

• Adequate lighting; 

• Shelter where appropriate; 

• Toilet and welfare facilities for Personnel. 

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5.3 Health and Safety 

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The Client remains responsible for: 

• Overall Event safety management; 

• Crowd management; 

• Security arrangements; 

• Fire safety; 

• Venue compliance; 

• Regulatory approvals. 

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5.4 Liaison 

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Nominate a competent Event representative with authority to make operational decisions throughout the Event. 

 

6. Medical Risk Assessment 

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6.1 Staffing recommendations may be based on guidance published by recognised event safety bodies and the Company's professional judgement. 

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6.2 Final responsibility for accepting staffing recommendations rests with the Client. 

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6.3 Where the Client elects to reduce recommended medical resources, the Company accepts no liability arising from any resulting deficiency in provision. 

 

7. Fees and Payment 

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7.1 Quotations 

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Quotations remain valid for 30 days unless otherwise stated. 

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7.2 Deposit 

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The Company may require a non-refundable deposit to secure a booking. 

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7.3 Payment Terms 

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Unless otherwise agreed: 

• Invoices are payable within 7 days of the service date. 

• The deposit must be made before the Event unless credit terms have been approved. 

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7.4 Late Payment 

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Where any invoice remains unpaid after the due date, the Company reserves the right to:

1.  Charge interest on the overdue amount at the rate prescribed by the Late Payment of Commercial Debts (Interest) Act 1998, being 8% per annum above the Bank of England base rate from time to time, accruing on a daily basis from the due date until payment is received in full; 

2. Recover any statutory compensation and reasonable debt recovery costs permitted by applicable legislation; 

3. Suspend performance of any Services and withhold acceptance of further bookings until all outstanding amounts have been paid in full; and 

4. Require payment in advance for any future Services. 

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The Client shall pay all sums due under this Agreement in full without deduction, set-off, counterclaim or withholding, except where required by law. 

 

7.5 Additional Charges 

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The following may be charged separately: 

• Additional staffing; 

• Extended event duration; 

• Accommodation; 

• Travel expenses; 

• Parking fees; 

• Specialist equipment; 

• Consumables used beyond normal operational expectations. 

 

8. Event Changes 

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8.1 The Client shall notify the Company immediately of any material change to: 

• Attendance numbers; 

• Event duration; 

• Venue; 

• Site layout; 

• Risk profile. 

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8.2 The Company may revise its quotation where Event details change. 

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8.3 The Company may withdraw Services if alterations create unacceptable operational or safety risks. 

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9. Cancellation Terms 

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9.1 By the Client 

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If the Client cancels: 

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10. Event Delays and Extensions 

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10.1 If the Event overruns beyond the agreed finish time, additional charges will apply. 

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10.2 Personnel availability beyond the agreed period cannot be guaranteed. 

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10.3 Overtime rates shall be charged at the Company's prevailing rate. 

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11. Force Majeure 

 

11.1 The Company shall not be liable for failure or delay resulting from circumstances beyond its reasonable control including: 

• Severe weather; 

• Natural disasters; 

• Industrial action; 

• Pandemic events; 

• Civil unrest; 

• Terrorism; 

• Government restrictions; 

• Utility failures. 

 

11.2 The Company may withdraw Services if circumstances compromise safety. 

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12. Clinical Governance 

 

12.1 Clinical decisions remain solely within the professional discretion of qualified personnel. 

 

12.2 Medical records shall be completed in accordance with applicable legislation and professional standards. 

 

12.3 The Company retains ownership of all clinical documentation. 

 

12.4 Copies may only be released in accordance with legal and regulatory requirements. 

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13. Data Protection 

 

13.1 The Company shall process personal data in accordance with applicable UK data protection legislation. 

 

13.2 Medical records may contain special category personal data. 

 

13.3 Records may be shared where legally required with: 

• NHS services; 

• Hospitals; 

• Ambulance services; 

• Police; 

• Regulatory authorities. 

 

13.4 The Client shall not request access to confidential patient records unless legally entitled. 

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14. Insurance 

 

14.1 The Company shall maintain appropriate insurance including: 

• Public Liability Insurance; 

• Professional Indemnity Insurance; 

• Employer's Liability Insurance (where applicable). 

 

14.2 Copies of certificates may be provided upon reasonable request. 

 

14.3 The Client shall maintain suitable insurance covering the Event. 

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15. Limitation of Liability 

 

15.1 Nothing in these Terms excludes liability for: 

• Death or personal injury caused by negligence; 

• Fraud or fraudulent misrepresentation; 

• Any liability which cannot lawfully be excluded. 

 

15.2 Subject to clause 15.1, the Company's total liability arising from the agreement shall not exceed the total Fees paid by the Client for the Event. 

 

15.3 The Company shall not be liable for: 

• Loss of profit; 

• Loss of revenue; 

• Loss of reputation; 

• Business interruption; 

• Indirect or consequential losses. 

 

15.4 Medical outcomes cannot be guaranteed, and the Company accepts no liability for outcomes that occur despite appropriate treatment and care. 

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16. Indemnity 

The Client shall indemnify the Company against claims arising from: 

• Unsafe Event conditions; 

• Failure to disclose material information; 

• Breach of legal obligations by the Client; 

• Actions of attendees, contractors, staff or agents under the Client's control. 

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17. Conduct and Welfare of Personnel 

 

17.1 The Client shall ensure Personnel are not subjected to: 

• Threatening behaviour; 

• Abuse; 

• Violence; 

• Harassment. 

 

17.2 The Company reserves the right to withdraw Personnel from unsafe situations. 

 

17.3 Withdrawal for safety reasons shall not entitle the Client to any refund. 

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18. Equipment and Vehicles 

 

18.1 All medical equipment, vehicles and consumables remain the property of the Company unless otherwise agreed. 

 

18.2 The Client shall be liable for loss or damage caused by attendees, staff or contractors. 

 

18.3 Replacement and repair costs may be charged to the Client. 

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19. Photography and Media 

 

19.1 The Client shall not use the Company's name, logo, images or branding without prior written consent. 

 

19.2 The Company may use non-confidential photographs of its resources deployed at Events for marketing purposes unless otherwise agreed in writing. 

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20. Complaints 

 

20.1 Complaints shall be submitted in writing within 28 days of the Event. 

 

20.2 The Company will investigate complaints through its internal governance procedures. 

 

20.3 Clinical complaints may be referred to appropriate regulatory processes where applicable. 

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21. Confidentiality 

 

21.1 Both parties shall keep confidential all commercially sensitive information obtained during the course of the agreement. 

 

21.2 This obligation shall survive termination. 

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22. Termination 

The Company may terminate the agreement immediately if: 

• Fees remain unpaid; 

• The Client commits a material breach; 

• Event risks become unacceptable; 

• Personnel safety cannot be guaranteed. 

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23. Severability 

If any provision is found invalid or unenforceable, the remaining provisions shall remain in force. 

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24. Third Party Rights 

No third party shall have any right to enforce any provision of this agreement under the Contracts (Rights of Third Parties) Act 1999. 

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25. Governing Law 

These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales. 

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26. Jurisdiction 

Any dispute arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.