Terms & Conditions

1.1 What these terms cover: This document sets out the terms and conditions on which we will supply our services to you. Our services include Event Medical Services, Ambulance Services, and Global Repatriations. The scope of and price payable by you for our services are as set out in the "Quote". Together, these terms and conditions and the completed Quote form the contractual agreement (the "Contract") between us, which shall not have any legal effect until we provide you with written confirmation of coverage (after you have indicated that the terms of the Quote are acceptable to you).

1.2 Definitions and Interpretation: (a) In these terms and conditions "you", "your" means the organisation you represent; "us", "we", "our" means Spark Medical, a company limited by guarantee registered in England and Wales with Companies House (No. 16957602).

(b) In this document, the following phrases have the following meanings:

(i) "Additional Charges" means any amounts set out in the Invoice (in addition to the Agreed Price) payable by you in exchange for any services or equipment we provide which are not within the scope set out in the Quote for your Event;

(ii) "Agreed Price" means the price set out in the Quote;

(iii) "Designated Treatment Area" means an area designated by you for our treatment of patients and which is easily accessible by us, covered, dry, heated, ventilated, well-lit, clean, convenient for us and patients, secure and adequately sign-posted;

(iv) "Event" means the event at which we will provide you with Services;

(v) "Event Medical Plan" means a document aimed at providing a safe, effective and resilient service on site whilst helping to minimise the impact of the event on local NHS resources;

(vi) "Events Office" means our events office that will manage your booking;

(vii) "Event Site" means the buildings and premises at which the Event takes place, at the address set out in the Quote;

(viii) "Services" means the clinical, medical, and operational support we provide to you under the Contract, including Event Medical Services, Ambulance Services, and Global Repatriations, as further described in the Quote;

(ix) "Invoice" means the invoice we will issue to you once you have returned the completed Quote Form;

(x) "Interest" means an annual rate of 7% above the base lending rate from time to time of Barclays Bank PLC, accruing on a daily basis and compounding quarterly until payment is made;

(xi) "Major Incident" means as defined in the Joint Emergency Services Interoperability Protocols (JESIP);

(xii) "Medical Debrief" means the report we will provide you with upon request, containing a breakdown of activity and statistics from your Event;

(xiii) "Quote" means the form we will send you setting out the information we require from you in order to process your booking and provide Services at your Event;

(xiv) "Personnel" means any of (a) our staff; and (b) any third-party contractors we engage who will provide Services at your Event;

(xv) "Risk Assessment" means a written copy of any identified hazards and risks that have the potential to cause harm, and the identified controls in place to eliminate the hazard or reduce the risk;

(xvi) "Spark Medical Event Lead" means the Personnel we appoint to manage Services at your Event as your main point of contact. The name and contact details for which will be provided to you upon request (and updated should we reappoint our Personnel into this role at any time, at our sole discretion);

(c) When we use the words "in writing" or "written", this includes emails.

2.1 How to contact us: Once you have submitted an enquiry using the email or phone you will receive a quotation (the "Quote") containing contact details.

3.1 Duration of this contract: This contract is effective from the time we send you a booking confirmation email until the event has taken place and the final invoice amount has cleared in our bank account (unless the contract ends earlier due to any of the reasons set out at Clause 12).

3.2 If we cannot accept your booking: If we are unable to accept your booking, we will inform you of this and will not charge you for the Services. This might be for a number of reasons, including (but not limited to) where: (a) we have already committed our resources for another event or purpose so we will not be able to fulfil your request on the date that you have requested; or (b) we do not consider the Services that you have requested to be adequate for the size or risks of your Event or we have not received adequate information to enable us to assess a safe level of cover for the Event. If this happens, we will explain our rationale and suggest what we consider to be a suitable level of Services. We are unable to accept your booking until we have both agreed a safe level of Services.

3.3 Your booking reference number: When we accept your booking, we will assign a booking reference number. You will need to quote this whenever you contact us.

3.4 Your responsibility to book a suitable level of Services for your Event: You acknowledge that: (a) you are solely responsible for booking a safe level of Services for your Event; and (b) you are solely responsible for carrying out a satisfactory Risk Assessment for your Event. We may carry out our own Risk Assessments and produce an Event Medical Plan in relation to the Services, but these are for our own purposes only and not to be relied upon by you for any reason.

3.5 Making changes to your booking: (a) Your right to amend your booking — if you wish to increase your Services, you must contact us as soon as reasonably practicable. If we can support your request, we will update the Agreed Price and anything else affected by the request. The amendment will only become effective upon written confirmation from you that you are happy to proceed. (b) Our right to amend your booking — if we become aware in advance of the Event of information which means the level of cover agreed in your Quote is inappropriate, we can only continue with your booking if the level of cover is revised. We will advise you in writing as soon as practicable if we have any reason to believe we are unable to provide cover at the original level agreed.

4.1 Before the Event: (a) we will ensure that our Personnel are appropriately trained and insured to deliver the agreed Services in compliance with Care Quality Commission regulations where necessary and as appropriate; and (b) we will provide you, upon request, with written confirmation that we have appropriate insurance cover in place.

4.2 During the Event: (a) we will appoint a Spark Medical Event Lead for your Event; (b) we will provide the agreed number of Personnel for your Event; (c) we will use reasonable endeavours to ensure our Personnel follow health and safety rules and regulations that you have made us aware of at the venue for the Event; (d) we will provide Services at the Event with due care and skill in accordance with good practice in first aid delivery and, where we provide ambulance services, in compliance with Care Quality Commission regulatory requirements (if applicable); (e) our Spark Medical Event Lead will manage the deployment of our Personnel — they are responsible for the health, safety and welfare of our Personnel and have a legal obligation to them under relevant legislation; and (f) our Spark Medical Event Lead will work with partner agencies and other stakeholders in the interest of the safe and effective delivery of the event whilst retaining overall management of our Personnel.

4.3 After the Event: (a) we will remove our equipment from the Event premises in a timely manner, save where arrangements have been made with you for you to store equipment; and (b) we will, upon request, provide you with a Medical Debrief.

5.1 Before the event:

(a) you must provide all information requested by us, and return this to us at least 21 working days before the Event;

(b) should the Event be of such a size that you are using maps and plans you must provide our Personnel with them and other information and documentation we reasonably request as soon as practicable but in any event at least 10 working days prior to the Event. You are responsible for providing us with an appropriate system and/or route of communication. If you have asked us to provide this communication equipment in the order form, arrangements will be made to facilitate this in advance of the Event. Irrespective of supply of hardware or Personnel for communications, you remain responsible for facilitating the appropriate route and/or system where necessary for effective communication in the interest of the safe delivery of the Event;

(c) if you are providing radio equipment this must be checked, in working order and available for us to collect upon arrival on our first day on site;

(d) you are responsible for ensuring our Spark Medical Event Lead can communicate with your key Event contacts at all times throughout the Event;

(e) you must invite us to meetings, briefings and/or site visits which you deem useful or essential for us to be involved in, to assist in the safe delivery of our Services;

(f) you must have appropriate insurance cover in place, including adequate event cancellation insurance (as detailed in Clause 8);

(g) you are responsible for obtaining all necessary licences and permits needed to operate the Event and (h) ensuring you comply with all the terms and conditions of those licences and permits;

(i) you must notify us in advance if you engage anyone (in addition to Spark Medical) to provide first aid, medical or safety services. It is your responsibility to provide instructions on how we will work with third parties to provide a safe and effective service.

The Agreed Price is set out in the Quote. Additional Charges may apply for services or equipment not within the scope of the Quote. Invoices are issued once you have returned the completed Quote Form.

7.1 Payment terms are as set out in the Invoice. For Event Medical Services, a deposit is required to confirm each event booking. The percentage requested varies based on the total quote amount and will be set out in the Quote. The balance is payable in accordance with the payment terms set out in the Invoice.

7.2 Late payment may accrue interest at an annual rate of 7% above the base lending rate from time to time of Barclays Bank PLC, accruing on a daily basis and compounding quarterly until payment is made.

7.3 For Ambulance Services, where a Purchase Order cannot be generated, payment must be received and cleared within the company bank account before the service will commence.

You must have appropriate insurance cover in place, including adequate event cancellation insurance. We will maintain appropriate insurance for our Personnel and operations.

Cancellation terms are as set out in the Quote. If you cancel the Event, charges may apply in accordance with the cancellation schedule provided.

Our liability is as set out in the Quote and limited in accordance with applicable law. We are not liable for indirect or consequential losses except where required by law.

Neither party is liable for failure to perform obligations where caused by circumstances beyond reasonable control, including but not limited to natural events, public health emergencies, or governmental action.

This contract may end earlier than its stated duration in circumstances including breach, insolvency, or cancellation in accordance with the terms set out in the Quote.

These terms and any dispute arising shall be governed by and construed in accordance with the laws of England and Wales.