What is a event first aid cover agreement?
Medical cover at an event depends on knowing the event: how many people, what they will be doing, whether alcohol is sold, what the weather may do. This agreement starts with the organiser's own description of the event and its main risks and bases the cover on it. It also requires the organiser to report changes, such as higher ticket sales or a heat warning, so the staffing can be adjusted.
The provider lists the team and their qualifications, the treatment posts and patrols, and the equipment and vehicles it brings. The organiser lists what it supplies on site. Clauses cover hospital transfers, confidential patient records with an anonymous summary after the event, and responsibilities. The event's overall safety stays with the organiser. You choose a fixed fee or hourly rates, an optional deposit, when the balance is due, overtime and a cancellation scale.
- Best for
- Festivals, concerts, sports events, fun runs, fairs and community events
- Signed by
- The first aid provider and the event organiser, with job titles
- Fees
- Fixed fee or hourly rates, overtime, optional deposit, cancellation scale
- Length
- About 3 pages, initialled on every page
When to use a event first aid cover agreement
- A music festival booking a medical team and on-site ambulance
- A marathon or fun run with first aid posts along the route
- A school or club sports day needing first aiders
- A trade show or conference with a first aid room
- A first aid company standardising its event bookings
What you fill in
24 blanks, then the name and email of each person who signs: provider, event organiser.
1 The parties
- Date of this agreement*
- Provider (your business)*
- Provider registration or licence (optional)
- Provider's lead on the day (name and mobile)*
- Event organiser*
- Organiser's safety contact on the day (name and mobile)*
2 The event
- Event name*
- Venue and address*
- Event dates and cover hours*
- Expected attendance (peak)*
- Event type and main risks*
3 Cover provided
- Team and qualifications*
- Treatment posts and patrols*
- Equipment and vehicles the Provider brings*
- What the Organiser provides*
4 Fees and cancellation
- Currency*
- How the fee is set* a fixed fee for the cover described of · based on the hourly rates per team member below, with an estimated total of
- Fixed fee or estimated total*
- Hourly rates (optional)
- Overtime if the event runs late*
- Deposit to confirm the booking (optional)
- Balance due* 7 days before the event · within 14 days after the event · within 30 days after the event
- Cancellation charges*
- Governing law*
5 Who signs
- Provider signature and date, job title, initials on every page · The first aid or event medical company.
- Event organiser signature and date, job title, initials on every page · The person or organisation running the event and booking the cover.
What the event first aid cover agreement covers
- The event
- Cover provided
- What the Organiser provides
- Emergencies and hospital transfers
- Incident reporting and records
- Fees and payment
- Cancellation and changes
- Insurance and responsibility
- General
Using the event first aid cover agreement, step by step
1 Describe the event
Enter the event name, venue, dates and cover hours, peak attendance and the main risks.
2 Agree the cover
List the team and qualifications, the treatment posts and patrols, the equipment you bring and what the organiser provides.
3 Set the fees
Choose a fixed fee or hourly rates, the overtime rule, any deposit, when the balance is due and the cancellation charges.
4 Sign before the event
Add the on-the-day contacts and the governing law, then send. Both parties initial every page and sign on the last.
Tips before you send it
- Base the staffing on the event's risk assessment. Some places publish guidance on event medical staffing, and venue licences may set conditions.
- Ask for the safety plan a week ahead so the medical team knows the site, access routes and radio channels.
- Keep patient records confidential. Give the organiser only the anonymous summary unless a patient consents.
- Check that your insurance covers the services and vehicles you bring before you sign.
Sign it online in minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Event first aid cover agreement: frequently asked questions
Who is responsible for safety at the event?
The organiser. The agreement says the provider is responsible for the care its team gives, and that its presence doesn't take over the organiser's duties under event safety law, licence conditions or venue rules.
Does the organiser get to see patient records?
No. The organiser gets an anonymous summary within 7 days of the event. Individual records are shared only with the patient's consent or where the law requires.
What if the event is cancelled on the day?
If severe weather or the authorities call it off on the day, the organiser pays for the hours the team was on site, at least half of the fee. Earlier cancellations follow the cancellation scale you set.
Can the agreement be signed electronically?
Yes. A services booking like this can generally be e-signed under laws such as the US ESIGN Act and UETA, eIDAS and UK law. FileIt keeps an audit trail and a Certificate of Completion.