Event Medical Booking

Complete this form to place a booking for our event medical services.

    Key Contact
    Events/days details

    Please detail the type of event (e.g. festival, fete, motocross, BMX, concert etc)

    Event/Public Start Time
    Event/Public Finish Time
    Medical Coverage Start Time
    Medical Coverage Finish Time
    Event Address
    Onsite Facilities
    Onsite Contacts 
    NamePositionPhone Number
    Minimum Clinical Level/Clinical Members 
    Mode of Delivery 
    Do you have specific licencing/regulatory requirements for your event/s? 
    Licencing Requirements - Tasmania Police (Motor Vehicle Race Permits - Annexure A) 
    Licencing Requirements - Motorsport Australia (Medical Services at Motorsport Events) 
    Licencing Requirements - Speedway Australia (Racing Rules & Regulations) 
    Licencing Requirements - Motorcycling Australia (Manual of Motorcycle Sport) 
    Licencing Requirements - Karting Australia (Australian Karting Manual) 
    Licencing Requirements - AUSCYCLING (Event Organisation Guide & Technical Regulations) 
    Licencing Requirements - Equestrian Australia (Annex D - Medical Services) 
    Licencing Requirements - Pony Club Australia (Minimum Medical Standards for Pony Club) - Other 
    Licencing Requirements - Australian Campdraft Association (Medical Services Policy) 
    Licencing Requirements - Australian Professional Rodeo Association (Committee Information Pack)

    Please provide detail of services required as per risk assessment and event requirements.

    Licencing Requirements - Australian Polo Federation (Risk Management Policies and Procedures) 

    Please provide as much detail as possible of licencing/regulatory requirements including name/s of documents, policies, procedure and hyperlinks (if possible). Please provide details of services required as per risk assessment and event requirements.

    Other Information

    Terms and Conditions

    Request Acceptance

    1. All requests for ProMED Tasmania to provide Event Medical & First Aid Services at your event must received using the form found at promedtas.com.au/event-medical-booking
    2. We cannot guarantee that any particular request for us to provide services will be accepted and will only be confirmed when confirmation of attendance is sent from ProMED Tasmania. 
    3. Quotations from us are not a binding offer and we will only assume contractual liability once we have accepted in writing your confirmation that the quotation meets your requirements.


    1. Charges will be outlined in quotation and within the invoice for our services. 
      We will provide an invoice for services within twenty-four (24) hours of the event conclusion.
    2. Payment of this invoice is required within fourteen (14) days of its issue. If your business or organisation has other terms of payment, please advise us prior to attending your event, so we can ensure these are reflected on the invoice.
    3. For events that have a duration in excess of ten (10) days, an invoice for quoted services at the entire event will be issued on the tenth (10th) day of the event and payment of this invoice is required within fourteen (14) days of its issue. If there are any discrepencies at the conclussion of the event (money owed by the organiser or money due to be refunded by ProMED Tasmania), this will be acted upon by the responsible party within fourteen (14) days of the conclusion of the event. 
    4. 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 it is required for our attendance to be extended, additional costs will be incurred by the organisers, promoters, or committees responsible for the event.
    5. The minimum engagement period is three (3) hours per day. The client will be charged for a minimum of three (3) hours at the applicable rate unless negotiated between the client and ProMED Tasmania.

    Cancellation/Changes to Booking

    1. If you wish to cancel your request for our attendance at your event or change the date or the times of the event, you must inform us by e-mail or telephone.
    2. Cancellations received fourteen (14) days or less prior to the event will incur a full charge.
    3. Cancellations of less than twenty-one (21) days prior to the event will incur a 50% charge.
    4. Cancelations over twenty-eight (28) days prior to event will incur no charge.
    5. Changes to times or dates within a seven (7) days of the orginal or standing dates or times may incur a change administration fee.

    Your Responsibilities

    1. As the organiser of the event, you retain full responsibility for ensuring that a satisfactory risk assessment has been carried out for the event.
    2. You must ensure that the event is properly policed, to ensure the safety of our personnel.
    3. You must ensure that an adequate area is available for our resources to be used to deliver services.
    4. You must ensure that our vehicles and personnel have free and clear access to and from the site of the event and adequate parking on hard standing for all vehicles.
    5. You must ensure that all additional medical or medically trained personnel, staff, volunteers and/or organisers (including first aiders, off-duty paramedics and medical doctors) at the event are advised and undertstand that ProMED Tasmania clinicians have clinical lead over the assessment, management, treatment and disposition of a patient unless advised differently by an attending lead ProMED clinician at the event or by prior arrangement with ProMED Tasmania before the event.
    6. You must adhere to any request to suspend the event if warranted due to necessary treatments.
    7. Your event staff should be made aware of where the medical centre, personnel and/or vehicle(s) are located, to assist any requests from any participants or spectators as to our locations.
    8. Should the event be of such size that you are using maps or plans, our personnel should be provided with them. It is your responsibility to ensure an appropriate system/route of communication is made to known to us.
    9. You are responsible for ensuring that all the necessary licenses to operate the event have been obtained and for the compliance with all conditions associated with such licenses and in respect of all relevant legislation, regulations or similar. Failure to comply with the requirements of this clause may be treated by us as a fundamental breach of this agreement, in which case we shall be entitled to immediately terminate our services, but this will not affect our rights to be paid for our services (whether performed or not).

    Our Responsibilities (and limitations to the same)

    1. We may carry out our own risk assessments, but these are for our own purposes. You remain fully responsible for your event.
    2. Our manager shall conduct the deployment of our personnel. They are responsible for the health and safety of our personnel and have a legal obligation under Workplace Health and Safety legislation.
    3. It may be necessary for our personnel to leave the event in order to obtain further medical care for any person we are treating. We accept no liability should this mean that the event must cease due to such a reduction of first aid/medical cover.
    4. You are advised to arrange appropriate "event cancellation insurance". We will not accept any liability for any loss you incur in relation to cancellation which could have been covered by such insurance.
    5. Neither we nor our personnel shall be liable under any circumstances, for any damages to land or property in the event of access being required to a casualty or to allow egress from a site.
    6. Neither we nor our personnel shall 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 the 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 the agreement.
    7. Nothing in this contract shall be taken to exclude liability to any patient for death or personal injury resulting from our (or our personnel's) negligence.
    8. We shall 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, traffic delays etc).

    Information Provided To and By Us

    1. If, in our opinion, a suitable level of cover cannot be agreed, or, your event appears before or during your event to put our staff at unacceptable risk of injury or illness, we reserve the right not to proceed with our services. However, it remains your sole responsibility as the body organising the event to ensure that the level of cover requested complies with all statutory regulations and requirements laid down by any governing body relating to such events.
    2. Our willingness (and the fees quoted) to provide resources is made on the understanding that the details of the event submitted to us in this form 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. If upon arrival at the event, the senior member or team leader in attendance considers the event to be larger or at a higher risk than stated on the booking form or subsequent correspondence, we reserve the right to withdraw from the event. In such circumstances all reasonable effort shall be made to advise the contact name at the time of booking of the reasons for withdrawal. Should it be necessary at this stage to withdraw from the event, full charges will apply for the resources provided, and we accept no liability for any loss you may incur due to the termination of the event in such circumstances.
    3. With regard to details of persons treated by our personnel, personal information will only be provided upon request by legal representation and / or by written consent of the individual concerned and are subject at all times by Privacy and Confidentiality legislation.


    1. Any complaints or disagreements regarding our services or our personnel should be taken up with our team leader at the event. If the issue cannot be resolved, all complaints must be in writing or e-mailed to us.

    By signing below, I acknowledge that I have read and agree to the Terms and Conditions stated above:

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