Standard terms and conditions

Supply of event medical support

During the continuance of the Agreement into which this document is incorporated (the ‘Agreement’), First Line Response (herein referred to as FLR)  shall supply and the Client shall purchase subject to these FLR Event Medical Support Terms. Definitions in the Agreement (which Agreement includes any schedule and/or any appendix thereto) shall also apply in these FLR Event Medical Support Terms. In the event of any conflict between these FLR Event Medical Support Terms and the terms of the Agreement, the terms of the Agreement shall take precedence.

1. FLR Supplies, Specifications and related Prices

The Services, the Specifications, and the related Prices are set out in the Agreement and/or its Schedules (the ‘Schedules’) or Appendices (the ‘Appendices’)

2. Booking

2.1 No terms or conditions endorsed on a Client’s booking, specification, or similar document will form part of the contract between the parties. By placing a booking, the Client acknowledges the applicability of the FLR Event Medical Support Terms.

2.2 FLR and the Client shall agree dates, times, places and staffing levels for the delivery of Services which shall generally be set out in booking and/or Appendix.

2.3 Failure to notify of any delay shall not on its own entitle the Client to terminate the contract or withhold payment against FLR’s invoice. Unless otherwise agreed in writing with FLR, the Client shall not be entitled to cancel any order for Services once the services have commenced.

2.4 Clients will be asked to make a non-refundable deposit payment in advance for the booking of Service.

3. Client responsibilities

3.1 As the organiser of the event the Client retains full responsibility for ensuring that a satisfactory risk assessment has been carried out for the event.

3.2 The Client must ensure that the event is properly policed, so that FLR personnel do not find themselves in threatening situations.

3.3 The Client must ensure that an area for the treatment of patients is clearly defined. A dry, covered, clean area must be provided either by the Client or by FLR at an agreed cost.

3.4 The Client is to ensure that there is free and clear access and egress to and from the site of the event for personnel and vehicles. (This also includes FLR staff private vehicles).

3.5 The Client is to ensure that all additional medical personnel and/or supporting agencies at the event are made known to FLR personnel, before the commencement of the event.

3.6 In emergencies the Client must take all reasonable measures to provide appropriate support to allow medical staff of FLR to carry out their duties (including but not limited to stopping event artists).

3.7 The Client is to ensure that event staff are aware of the location of the medical center/first aid stations as appropriate.

3.8 The Client is to ensure that supporting items (including but not limited to) e.g. Maps, Risk Assessments, Emergency Plans, Radios are provided within a timely manner.

3.9 The Client is responsible for ensuring that all necessary licenses 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 FLR as a fundamental breach of this Agreement, in which case FLR shall be entitled to immediately leave the event and stop all services. This will not affect FLR’s right to be paid for all outstanding invoices for booked services (whether performed or not).

4. Charges

Once at the event, regardless of the duration, the finish time specified on the booking form shall be considered as the finish time of the event. If an event continues beyond this finish time, FLR reserves the right to leave the event at the specified finish time. Any possible overrun must be discussed with the onsite supervisor/manager as soon as possible. The decision is at the discretion of the duty manager at the event. Where personnel are willing to remain at the event, the relevant excess duty charges shall apply.

 5. Terms of Payment

Unless subject to separate agreed arrangements, the Client shall pay FLR a non-refundable 10% booking fee with outstanding invoices balance(s) to be paid no later than 7 days prior to the start of the event. If the Client fails to make payment on the due date, FLR reserves the right to cancel all services and redistribute staff to alternate events. All payments received will be non-refundable and any monies due will be subject to interest at the annual rate of 8% above the base rate of Barclays Bank plc. Unless otherwise agreed with FLR or required by law, the Client shall not be entitled to make any set off in respect of amounts due to FLR. All fees are subject to the current rate of VAT (valid exemptions only).

6. Confidentiality

Each party acknowledges and agrees that any and all information concerning the other’s business or the terms of the Agreement including these FLR Supply Terms is confidential (hereinafter referred to as ‘Confidential Information’) and each party agrees that it shall not permit the duplication, use or disclosure of any such Confidential Information to any person (other than its own employee, agent or sub-contractor where the same requires such information for the performance of the Agreement) unless such duplication, use or disclosure is specifically authorised in writing by the other party, or is required by the operation of Law. Confidential Information does not include information, which at the time of disclosure is generally known by the public (other than by the unauthorised act of the disclosing party). The parties shall take all reasonable steps to ensure that their employees, agents and sub-contractors keep Confidential Information confidential.

7. Data Protection

7.1 Each party undertakes to comply at all times with the Data Protection Act 1998 (the ‘DPA’) to the extent it processes any personal data or sensitive personal data on behalf of the other. ‘personal data’ and ‘sensitive personal data’ shall have the meanings given in the DPA.

7.2 In particular, but without limitation, each party shall:

7.2.1 only carry out processing of such data in accordance with the other’s instructions

7.2.2 only disclose it to or allow access to it by those of its employees (or agents or sub-contractors) who are familiar with data protection requirements and whose use of such data relates to their job or function

7.2.3 assist the other with all subject information requests received from data subjects.

7.3 For the avoidance of doubt, neither party (or its agents or sub-contractors) shall acquire any rights in any of the other’s personal data or sensitive personal data and shall only be entitled to process it in accordance with its contractual obligations. On termination of the contract each party (or its agents or sub-contractors) shall immediately cease to use the same and shall arrange for its safe return or destruction as shall be agreed with the other at the relevant time.

7.4 Each party agrees to indemnify the other against any actions, costs, liabilities, losses, damages and expenses which the other may suffer or incur as a result of any breach by the former of any of the undertakings given in this Clause 6.

8. Intellectual Property

8.1 Each party confirms that it owns, or has all necessary rights in the use of, all intellectual property in relation to the Services and each acknowledges that such intellectual property shall remain the property of, or the rights in the use of shall remain with, the originating party, unless otherwise agreed in writing between the authorised representatives of FLR and the Client.

8.2 Each party agrees to indemnify the other against any actions, costs, liabilities, losses, damages and expenses which the other may suffer or incur as a result of any claim by a third party in relation to ownership or use of any relevant intellectual property, provided by the other party.

 9. Force Majeure

Neither party will be liable to the other for any failure or delay or for the consequences of any failure or delay in performance of this Agreement if it is due to any event beyond the reasonable control and contemplation of a party to this Agreement including, without limitation, acts of God, war, industrial disputes, protests, fire, flood, storm, tempest, explosion, an act of terrorism and national emergencies.

10. Warranties

10.1 FLR warrants to provide Services with all the care and skill to be expected of a qualified and competent contractor experienced in undertaking services of the same kind as the Services.

10.2 If the Services performed are in breach of Clause 9.1, FLR will at its option make good the performance, or refund the Client based on that element of the service delivery, subject to availability and the performance being proved to be deficient to the reasonable satisfaction of FLR. These obligations will not apply where:

10.2.1 the part of the Service concerned was based on information supplied by or varied from the normal Service at the specific request of the Client; or

10.2.2 the Client failed to notify FLR of the issue during the event.

 11. Consumer Protection (Distance Selling) Regulations 2000 (‘the Regulations’)

11.1 Where a contract with a consumer is concluded on a distance selling basis the Regulations (as amended from time to time) will apply and the Client consumer will have a general right to cancel. In the case of services this will expire 14 days after booking (except for late bookings when it will expire on the date the services are commenced). Subject to the Regulations and to the foregoing, if a request is made to amend services or to cancel services, the following fees may be applied:

11.1.1 In the case of cancellation:

  • More than 4 weeks prior to services commencing: Full Refund minus administration fee
  • Between 2-4 weeks prior to services commencing: 50% of amount charged 
  • Less than 2 weeks prior to services commencing: 100% of amount charged 

11.2 In all cases, notice of cancellation must be confirmed in writing addressed to the contact details on the booking confirmation letter.

11.3 Where a deposit has been paid, these will be non-refundable.

11.4 The current administration fees are:

  • Total FLR invoice amount £1-£5000 = £50.00+vat
  • Total FLR invoice amount £5000+ = £100.00+vat

 12. Liability

12.1 Nothing in this contract excludes or limits or attempts to exclude or limit the liability of either party for death or personal injury caused as a result of its negligence, or for fraudulent misrepresentation; or in respect of the implied warranties contained in the Supply of Goods and Services Act 1982.

12.2 Subject to Clause 12.1 FLR will be under no liability to the Client whatsoever (whether in contract, tort (including negligence), breach of statutory duty, restitution or otherwise) for any damage or direct, indirect or consequential loss (all three of which terms include, without limitation, pure economic loss, loss of profits, loss of business, depletion of goodwill and like loss) howsoever caused.

12.3 Subject to Clauses 12.1 and 12.2, FLR’s aggregate liability under this Agreement (whether in contract, tort (including negligence), breach of statutory duty, restitution or otherwise) for any damage or direct, indirect or consequential loss (all three of which terms include, without limitation, pure economic loss, loss of profits, loss of business, depletion of goodwill and like loss) howsoever caused will be limited to the amount paid for the Services concerned.

13. Notices

Any demand notice or communication may be given by hand or sent by first class prepaid post or facsimile and shall be deemed to have been duly served if delivered by hand when left at the address of the other; if given or made by prepaid first class post, 48 hours after being posted (excluding Saturday, Sunday and public holidays); if given or made by facsimile, at the time of transmission, provided that a confirming copy is sent by first class prepaid post to the other party within 24 hours after transmission.

 14. Freedom of Information

Where the Client is a Public Authority as defined in the Freedom of Information Act 2000 (‘the FOIA’) it agrees to notify FLR immediately if it receives any FOIA request for information regarding FLR or its business, and it agrees to consult with FLR regarding the application of any exemptions under the FOIA in relation to such request. FLR agrees to cooperate with the Client in relation to the FOIA.

 15. Disputes

In the event of a dispute concerning the Goods or Services the parties shall use their reasonable endeavours to resolve it as soon as practicable. If they fail to do so within 14 days, the parties shall try to agree on and implement a method of dispute resolution. If they fail to agree such method within 14 days, the parties confirm that the dispute will then become subject to the exclusive jurisdiction of the England & Wales courts.

 16. Consequences of Termination

The termination of this Agreement howsoever arising is without prejudice to the rights, duties and liabilities of either party accrued prior to termination. The clauses which expressly or impliedly have effect after termination will continue to be enforceable notwithstanding termination.

 17. Contracts (Right of Third Parties) Act 1999

The parties to the contract incorporating these conditions do not intend that any of its terms will be enforceable by virtue of the Contracts (Rights of Third Parties) Act 1999 by any person not a party to it.

18. Assignment

Neither party shall be entitled to assign or transfer any of its rights or obligations without the prior written agreement of the other (which shall not be unreasonably withheld or delayed).

 19. Waiver

No failure or delay by a 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.

20. Invalidity/Severability

If any clause or part of this 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 this Agreement and will be ineffective without, as far as is possible, modifying any other clause or part of this Agreement and this will not affect any other provisions of this Agreement which will remain in full force and effect.

 21. Variation

This Agreement may only be varied or amended in writing and signed by the parties specifically referring to this clause and stating that this Agreement is varied in the manner specified.

 22. Entire Agreement

These terms and conditions, and the Agreement into which they are incorporated contain all the terms which the parties have agreed in relation to the subject matter of this Supply. Nothing in this Clause shall be taken to exclude liability for fraudulent misrepresentation.

 23. No Partnership

Nothing in this Agreement or any arrangement contemplated by it shall constitute either party a partner of the other nor shall the execution, completion and implementation of this Agreement confer on any party any power to bind or impose any obligations to any third parties on the other party or to pledge the credit of the other party.

24. Compliance with Laws and Regulations

Each party shall observe and abide by and shall require its sub-contractors to observe and abide by all laws, regulations and by laws as may apply in relation to the matters contemplated by this Agreement.

 25. Governing Law and Jurisdiction

The formation, existence, construction, performance, validity and all aspects whatsoever of the Agreement or of any term of the Agreement will be governed by the law of England & Wales and subject to Clause 14, the courts of England & Wales shall have exclusive jurisdiction to settle any disputes which may arise out of or in connection with the Agreement.

 26. Fair processing

26.1 All information that we hold concerning you will be held and processed by First Line Response strictly in accordance with the provisions of the Data Protection Act 1998.

26.2 As an individual, you have a right under the Data Protection Act 1998 to obtain information from us, including a description of the data that we hold on you. Should you have any queries concerning this right, please contact our Data Protection Officer at G1 Arena Business Centre, Holyrood Close, Poole, Dorset BH177FP