TERMS AND CONDITIONS

 

MEDICAL AND RESCUE SPECIFIC

 

ESG will provide medical and rescue services as outlined in the ‘Services Booked / Equipment Hired’ section above, it is the customer’s responsibility to ensure the details are correct and accurate. Failure on the customer’s part to provide accurate details could result in a reduced level of service being delivered.

 

  1. It is the responsibility of the customer to ensure that the level of medical and rescue cover booked satisfies their risk assessments, the recommendations of their governing body and that of any Safety Advisory Group.

 

  1. If ESG staff feel that an event is unsafe in structure or organisation or that the level of medical and rescue cover is not suitable due to nature of risk, they will first raise their concern with the customer or their representative. If this does not resolve the issue ESG reserve the right to withdraw services from the event at any time.

 

  1. Medical staff will assess, make a working diagnosis, treat and if necessary refer within their scope of practice and to the best of their ability with the equipment they have available.

 

  1. ESG will not share any patient identifiable details unless the patient has given explicit permission to us by signing our consent statement.  Even in these situations only relevant detail will be shared with the organiser.  Such data will then be passed to a named nominated person in a secure format.  It is the responsibility of that person to ensure patient confidentially is maintained and to ensure the records they hold are held securely and in accordance with data protection laws.

 

  1. Non-identifiable patient data will be provided to the customer to help improve the safety of their events when requested.

 

 

COMMUNICATION AND COMPETITOR SAFETY SPECIFIC

 

ESG will provide communication and safety systems as outlined in the ‘Services Booked / Equipment Hired’ section above, it is the customer’s responsibility to ensure the details are correct and accurate. Failure on the customer’s part to provide accurate details, such as; area of required network coverage, or number of required radios, could result in a reduced level of service being delivered.

 

The customer will be responsible for ensuring that the use of all supplied radio equipment is in line with Event Safety Group terms and conditions and that of Ofcom:

 

  1. Where ESG staff are present on site, ESG will supply all Communication and Safety staff with the minimum PPE requirements i.e. High Visibility Jacket, hard hats etc. if there is a requirement for a higher standard of PPE ESG can provide at a subsidised cost.

 

  1. If ESG staff feel that an event is unsafe in structure or organisation, they will first raise their concern with the customer or their representative. If this does not resolve the issue ESG reserve the right to withdraw services from the event at any time.

 

  1. The customer is required to provide a base for the Communication and Safety staff which is equipped with the basic amenities namely; shelter from the elements, lighting, heating and bathroom facilities. Where necessary, these can be supplied by ESG at an additional cost.

 

  1. The customer shall ensure that the radio equipment is operated by authorised persons only and the users are aware of these conditions. Unauthorised persons must be prevented from obtaining access to the equipment.

 

  1. Where ESG is providing Operation Room services, ESG can share all logs including that held within ESG Safety Management System, except for any notes which may contravene Patient Confidentiality.

 

  1. Where ESG are providing logging of events and incidents within ESG Safety Management System, it is customers responsibility to provide a competitor export a minimum of 24hrs prior to the event commencing. Delay in providing this may result in delays on the day in accessing the system.

 

  1. The radio equipment is licensed for business use only and conversations must be kept strictly to business related issues.

 

  1. The radio equipment must only be operated on the frequencies specified in the licence schedule.

 

  1. The transmission of music or broadcast programmes, or the use of obscene or offensive language, are all forbidden.

 

  1. All licences and services are authorised on the condition of non-interference to other users and Ofcom reserve the right to revoke any licence or service that causes undue interference. Ofcom will not become involved in interference or channel sharing disputes between users of SRBP equipment.

 

  1. Any breach of the conditions by the customer may result in seizure of equipment by Ofcom under powers granted by section 79 (3) of the Telecommunications Act 1984 as evidence of a possible offence under section 1 of the Wireless Telegraphy Act 1949.

 

  1. Any breach of the conditions by the customer may result in prosecution by the Secretary of State.

 

  1. Prior to transmission the user as approved by the customer shall ensure that the channel is not already being used. Never interrupt another user on the channel except in an emergency, which for this purpose, is construed as safety of human life in an emergency.

 

  1. The use of the call sign specified in the licence schedule or in the customer’s PBR licence application form, is obligatory for PMR transmissions and must be announced at the beginning of transmissions.

 

  1. The customer shall ensure that transmissions are kept to a minimum. A pause to allow other stations to use the channel should normally be observed if the transmission is likely to last longer than 30 seconds.

 

  1. There must be no persistent calling to unmanned stations.

 

  1. In poor reception areas, the station should be asked to change to an alternative authorised frequency rather than occupy the frequency with broken transmissions.

 

  1. Hired equipment may not be rehired unless the hire customer is also a PBR Suppliers licensee.

 

  1. The hire period commences on the given date at the top of this document, all equipment should be returned by the stated end date of hire. Equipment returned after this date may incur additional charges.

 

  1. All equipment whilst on loan is the responsibility of the hirer, this should be covered by an appropriate insurance policy. Loss or damage to equipment whilst on hire will incur additional charges.

 

 

ROUTE MANAGEMENT SPECIFIC

 

ESG will provide route management services as outlined in the ‘Services Booked / Equipment Hired’ section above, it is the customer’s responsibility to ensure the details are correct and accurate. Failure on the customer’s part to provide accurate details could result in a reduced level of service being delivered.

 

  1. The customer is responsible for ensuring accurate information relating to the course route is provided at an appropriate time in advance of the event, details for the course should be provided on accurate route cards and or overprinted master maps, these can be either provided to ESG digitally or in print.

 

  1. The customer is responsible for proof reading any documentation relating to course route/marking, this will be provided to the customer in good time ahead of the event, to allow for any required amendments.

 

  1. The customer is responsible for providing the relevant timescales for the event at the earliest opportunity, this is to enable effective planning and deployment of people on and before the event. Should ESG deem insufficient staff have been requested to adequately facilitate the events safety requirements additional staff may be brought in at cost, with the approval of the customer. Should it prove impossible to come to a suitable arrangement ESG reserve the right to withdraw services at anytime.

 

  1. If ESG staff feel that an event is unsafe in structure or organisation, they will first raise their concern with the customer or their representative. If this does not resolve the issue ESG reserve the right to withdraw services from the event at any time.

 

  1. Where ESG staff are providing services such as course management, marshalling etc. ESG will supply staff with the minimum PPE requirements i.e. high visibility jacket etc. If there is a requirement for a higher standard of PPE ESG can provide at a subsidised cost.

 

  1. Should ESG provide route markings and signage, these items remain the property of ESG and should be returned to ESG at the earliest opportunity, failure to do so may result in additional charges being levied.

 

 

FIRE AND SECURITY SPECIFIC
ESG will provide Fire and Security services as outlined in the ‘Services Booked / Equipment Hired’ section above, it is the customer’s responsibility to ensure the details are correct and accurate. Failure on the customer’s part to provide accurate details could result in a reduced level of service being delivered.

 

  1. ESG will supply staff and, or equipment to provide the service in accordance with the schedule and instructions issued by the customer.

 

  1. In the event of no specific instructions being available for a site, the “minimum standards” of operations will apply.

 

  1. ESG will supply all security / fire officers with the minimum PPE requirements i.e. high visibility jacket, if there is a requirement for a higher standard of PPE ESG can provide at a subsidised cost.

 

  1. Where the service to be provided by ESG is that of a mobile patrol, the customer is advised that this is a service which may be shared with other clients and as such, may be subject to delay if the Officer/Supervisor is engaged by an incident at the premises of another customer.

 

  1. The Security Event Log will be available to the customer. These must be signed on a daily basis by the customer to ensure that all is in order. The Security Officer(s) on duty will then countersign the log.

 

  1. The customer is required to provide a base for the Security / Fire Officer(s) which is equipped with the basic amenities namely; shelter from the elements, lighting, heating and bathroom facilities. Where necessary, these can be supplied by ESG at an additional cost.

 

  1. Security / Fire Officer(s) will observe and comply with any Health and Safety documents, which are in force at any site or premises where they are deployed. The customer is responsible for any site inductions of ESG staff, including local operations and site H&S rules.

 

  1. Security Officer(s) will have a mobile phone on site, to be used for making “check calls” to ESG control and in cases of emergency only. ESG can supply additional communication equipment such as Radio’s if required at an additional cost.

 

  1. The customer undertakes to ensure to the best of its endeavours that ESG’s access to the premises shall not be impeded and in such circumstances such access is impeded, the customer shall release ESG from their duties under this agreement.

 

 

CONSULTANCY SPECIFIC

 

  1. Consultancy advice, written procedures, policy and other documentation is given on the basis of the information received by the customer. Any errors caused by omission on the customer’s part, will be the sole responsibility of the customer.

 

  1. Any documentation produced in electrical or written format remains the intellectual property of ESG and is subject to copyright law.

 

  1. Any disclosure made by the customer that raises concerns for safeguarding or suggests other illegal practices have been committed, will be reported by ESG through the correct channels, in the best interest of the public and our staff.

 

  1. Any potential or actual conflicts of interest will be disclosed at the soonest opportunity by the consultant or ESG as an organisation.

 

 

INVOICING AND PAYMENT

 

  1. Bookings made by letter or email will be charged by invoice that should be paid by BACS. A cardholder not present payment can be made over the phone.  Cheques are accepted if other means of payment are not available.

 

  1. Invoices must be paid in full within 30 days of the date on the invoice, unless otherwise arranged with MTRS.

 

  1. A non-returnable deposit of 20% of the total invoice amount is payable to secure all event medical bookings.  This payment covers administration and equipment allocation costs for your event.

 

  1. If an invoice is unpaid in full at the end of the 30-day period, MTRS reserve the right to apply interest to the invoice in line with the Late Payments of Commercial Debts Act (1998). Interest will be charged at 8% above the Bank of England interest base rate.  MTRS may also charge compensation for any debts owed.  Failure to comply will involve court action being taken against the debtor.

 

 

CANCELLATION POLICY AND EXTENSION OF AGREEMENT

 

  1. All cancellations should be received in writing by letter or e-mail and should be acknowledged by MTRS within 2 working days. If you have not received acknowledgment you should contact us by phone to confirm.

 

  1. The following cancellation fees apply to all events and apply to all cancellations, and booking alterations:

 

Booking confirmation administration fee of 20% remains non-returnable and in addition the following charges will be made on the remainder of invoice payable:

 

More than 4 weeks notice           No charge

2-4 weeks notice                            50% of fee

Less than 2 weeks notice             Full fee payable

 

Any changes to original dates booked, event specification and staffing will incur a £25 plus VAT fee to cover administration costs.

 

  1. Optional cancellation protection is available at the time of booking. This will be charged on your invoice at 3.5% of the invoice total before VAT.   This is an-opt in service. If then you should cancel an event at late notice (up to 2 hours before the start) a full refund (excluding non-returnable deposit) will be made.  You must phone the MTRS event co-ordinator to inform them of the cancellation.

 

  1. In the unlikely event MTRS are unable to attend an event i.e. serious inclement weather or a road traffic accident, a full refund will be made to the client including their non-returnable deposit.

 

  1. Where there is an unscheduled extension to the hours of service, the customer is charged for any hour or part thereof exceeding the first fifteen-(15) minutes. Please ask for current overtime rates.

 

  1. Where considerable additional mileage in ESG vehicles is incurred at an event, ESG reserve the right to charge for this at the maximum rate of £0.50 per mile.

 

  1. A working day is classified as 10 hours on site (unless otherwise agreed with an organiser). Additional charges will be made in line with our invoicing terms and condition.

 

 

VARIANCE

 

  1. Any change to the schedule or service(s) being provided by ESG must be notified in writing giving at least twenty-four (24) hours’ notice. Otherwise, ESG reserves the right to claim any costs incurred by interruptions, or other incurred charges.

 

 

COMPLIMENTS AND COMPLAINTS

 

  1. Compliments and complaints regarding our service provision should be forwarded to us by email by the customer at the soonest appropriate time for us to investigate in a timely fashion in line with our Compliments and Complaints Policy.