Event Health Services - Terms & Conditions
1.1. In these terms and conditions ‘we’, ‘our’, and ‘us’ refers to Victorian Medical Assistance Team and ‘you’ and ‘your’ refers to the party contracting with Victorian Medical Assistance Team (the Event Organiser).
1.2. The staffing requirements and quote provided for your event have been determined following the completion of our risk assessment based on the information that you have provided us.
1.3. This agreement may only be varied or replaced in writing and signed by both parties.
1.4. Each party 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).
1.5. This agreement contains all the terms and conditions which the parties have agreed in relation to the subject matter of this agreement.
1.6. At the time of this quotation being provided, Victorian Medical Assistance Team
had considered staff availability and resources to cater for your event. However at times, given the high demand for our services, we may not be able to cater for multiple organisations simultaneously, i.e. multiple events being conducted on the same day and time. As such, you will be advised via return email upon the submission of your acceptance of your quotation confirming if Victorian Medical Assistance Team is able to attend your event.
2. Event Acceptance
2.1. This quotation is not a binding offer and we will only assume liability once we have received your acceptance of this quotation in writing and both the quotation and the terms and conditions have been signed by you delegated authority. We will provide confirmation of event attendance via return email. Seven days prior to the event we will communicate with you to confirm final event details. At this point we will provide you with a contact for your event.
2.2. Acceptance of all events (and the total fees quoted), for the provision of event health 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 event, we reserve the right to revise our fees, or to reconsider our acceptance of the event.
3.1. A minimum charge of 4 hours applies per shift. Any additional hours above 4 hours will be charged in half hour increments.
3.2. You will be charged or any additional over time required to be worked by our staff should your event be run longer than originally quoted duration.
3.3. This quote is valid for 30 days. After 30 days this quote may be invalid.
3.4. If you decide to cancel your event after accepting this quote, you will be charged a cancellation fee of 100% of this quote if you provide less than 24 hours written notice of the cancellation. You will not be charged any fee if you provide at least 24 hours written notice.
3.5. Certain events require that a deposit be paid for within 30 days of the event. Where a deposit has been requested, it must be paid in full and within the specified timeframe. Should the event be by cancelled by you event organiser and is for a reason that is within your control, your deposit will not be refunded. For clarity, where circumstance such as climatic conditions, natural disasters and venue destruction occur, this will be outside your control and would be eligible for a refund as long as much written notice as possible was given.
3.6. You must pay the fees set out in this quotation;
3.6.1. Within 15 days from receiving a tax invoice from the Victorian Medical Assistance
3.6.2. A date as directed by Victorian Medical Assistance Team prior to your event,
4. Your Responsibilities
4.1. As the Event Organiser, you retain full responsibility for ensuring that a satisfactory risk assessment has been carried out for the event and all information provided to us is true and accurate.
4.2. Your event staff should be made aware of where the medical post/s, staff and ambulance/s are located, to assist any requests from participants or spectators.
4.3. You must ensure that all additional medical personnel at the event are made known to our personnel, before the commencement of the event.
4.4. You must ensure that we have free and clear access to and from the site of the event for our personnel and vehicles.
4.5. Should the event be of such a size that you are using maps, plans and or radio equipment; our personnel should be provided with them prior to the commencement of the event. It is your responsibility to ensure an appropriate system/route of communication is made known to us.
4.6. You must ensure that the event is provided with adequate security, so that our personnel do not find themselves in threatening situations.
4.7. You must ensure that our staff have access to suitable restroom facilities for the entirety of the event.
5. Our Responsibilities
5.1. We may carry out our own risk assessments, but these are for our own purposes. At all times, you remain fully responsible for your event.
5.2. In exceptional circumstances, it may be necessary for our personnel to leave the event, in order to obtain further medical care for any person/s they are treating. We naccept no liability should this mean that the event has to cease due to such a reduction of cover.
5.3. In the unlikely event that insufficient personnel are available for an accepted event, every effort will be made to locate resources from elsewhere, as appropriate to the nature of the event. Should adequate resources remain unavailable, we reserve the right to provide not less than one week’s notice to the named event organiser, of our intent to withdraw from the event. We also reserve the right to provide not less than 24 hours’ notice to the named event organiser, of our intent to provide reduced resources. If the named event organiser cannot be reached, all reasonable effort shall be made to inform the appropriate organisation in some other manner. It is the responsibility of the person booking our resources, to ensure an appropriate system/route of communication is made known to us. We accept no liability for any losses you may incur due to the cancellation or reduction of services of the event for reasons as set out in this clause.
5.4. Subject to clause 5.5 below, neither we nor our personnel will 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 this agreement 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 this agreement.
5.5. Nothing in this agreement will be taken to exclude liability for death or personal injury resulting from our (or our personnel’s negligence).
5.6. We will not be liable for any failure in performance of any of our obligations under
the agreement caused by factors outside of our control (including but not limited to fire,
storm, flood etc.)