Event Healthcare Services (Includes Sports Trainer & Lifeguard Services) . These Terms & Conditions apply to all event medic / first aid / Lifeguard ?/ Sports Trainer / paramedic services provided by Category 5 Emergency Care (“Category 5”, “we”, “us”) to the event organiser / client (“Client”, “you”). By confirming a booking, you agree to these Terms & Conditions. ​ 1.0 Quotations & Service Variations 1.1 Category 5 will provide a written quotation/estimate for event healthcare coverage. 1.2 The final invoice will be based on the actual services delivered, booked hours, and resources provided. 1.3 Variations to the quotation may include (but are not limited to): additional hours worked (may be charged at a higher fee) additional personnel/resources required incidental expenses travel and accommodation expenses equipment and infrastructure costs 2.0 Deposits & Payment Terms 2.1 A 50% deposit is required for all event medic coverage unless prior written arrangement has been made with Category 5 Emergency Care. 2.2 The remaining balance must be paid in full no later than three (3) business days prior to the start of the event/course unless prior written arrangements have been made. 2.3 Category 5 reserves the right to withdraw services if payment is not received within the required timeframe. 2.4 If the event duration decreases for any reason, the originally booked time remains payable in full. 3.0 Payment Methods 3.1 Payment may be made by: Cash Direct Deposit Credit Card 3.2 Credit card payments attract a 1.5% surcharge (Visa & Mastercard). 3.3 We do not accept cheque or American Express or other credit cards. 4.0 Discounts 4.1 Any discount offered is subject to the terms agreed at the time of booking. 4.2 Discounts apply only if payment is made by the due date. 4.3 If payment is late, any discount is automatically forfeited and the full amount becomes payable. 5.0 Late Fees, Administration Fees & Debt Recovery 5.1 If full payment is not made by the due date, an administration fee of 25% of the invoice total may be applied. 5.2 Overdue invoices will incur late fees as follows: 10% of the invoice total, in addition to the original invoice total; and a further 10% every 7 days the invoice remains unpaid, in addition to the original invoice total. 5.3 Debt recovery action may be taken for accounts unpaid after 60 days from the due date. 5.4 The Client is responsible for all reasonable recovery costs, including legal and collection costs. 6.0 Overtime 6.1 Any overtime worked will be charged at 150% of the quoted hourly fee), calculated in 15-minute increments. 6.2 We DO NOT provide overnight on-call services. An additional staff member must be engaged for any request for overnight/on-call coverage 7.0 Equipment & Infrastructure 7.1 The Client must provide adequate facilities to support healthcare delivery, including privacy and shelter. 7.2 If suitable facilities cannot be provided, the Client must notify Category 5 prior to the event to request a quote for additional infrastructure (e.g. marquee hire). 7.3 For major events, Category 5 may issue a written list of required equipment/facilities to be supplied by the Client. 7.4 Where the Client cannot supply required equipment/facilities, Category 5 may arrange hire and invoice the associated costs to the Client. 8.0 Safety, Security & Working Conditions 8.1 The Client must take all reasonable measures to ensure Category 5 staff are safe at all times while onsite. 8.2 Category 5 reserves the right to cancel or withdraw services prior to or during an event if we reasonably believe the safety or wellbeing of our staff is jeopardised. 8.3 Where services are withdrawn for safety reasons, a pro-rata refund may be available depending on the circumstances. 9.0 Recommended Service Levels & Risk Assessment 9.1 Category 5 will recommend an appropriate level of healthcare coverage based on the event details and foreseeable risks. 9.2 The Client must provide accurate and complete information to allow Category 5 to assess risk appropriately. 9.3 Risk assessments are dynamic and may change before or during the event due to updated conditions (including crowd size, activities, weather, access issues, alcohol, or incidents). 9.4 If risks or workload increase, Category 5 may recommend increased service levels and associated costs. 9.5 If the Client refuses a required increase in service levels, Category 5 may withdraw services. 10.0 Cancellation by Client (Event Cancellation Fees) If the event is cancelled by the Client, the following fees apply: More than 14 days prior to the event: Full refund of medic coverage fees* Less than 14 days prior: 25% of medic coverage fee payable* Between 5 business days and more than 2 business days prior: 50% of medic coverage fee payable* Less than 2 business days prior to start: 100% of invoice total payable (including medic coverage fees and travel expenses) *Refunds apply to onsite medic coverage fees only. The Client remains responsible for all non-refundable travel or cancellation costs already incurred (including pre-booked flights and accommodation). 11.0 Cancellation / Reschedule (Short Notice) 11.1 Where a booking has been accepted and the Client cancels, postpones, or reschedules services (not due to Force Majeure), the Client agrees the above cancellation fees apply and Category 5 may invoice accordingly. 12.0 Use of Contractors / Agents 12.1 Category 5 reserves the right to utilise qualified agents or third-party contractors to fulfil service delivery obligations where required due to staffing availability. 13.0 Replacement of Personnel 13.1 If personnel do not attend as scheduled, the Client must immediately contact the Category 5 Duty Manager/Operations contact to report the absence so a replacement can be arranged. 13.2 The Client acknowledges that without immediate notification, Category 5 cannot commence replacement procedures. 14.0 Records, Privacy & Patient Care Documentation 14.1 All information collected by Category 5 during service delivery remains the property of Category 5 Emergency Care. 14.2 Patient Care Records are confidential and managed under our privacy obligations and relevant laws. 14.3 The Client acknowledges they will not be able to access Patient Care Records in most circumstances. 14.4 Records may only be released where required by law or under approved exceptional circumstances. 14.5 The Client is responsible for maintaining their own incident reporting records for internal management and investigation purposes. 15.0 Non-Solicitation / Restraint of Trade 15.1 The Client agrees that for a period of twelve (12) months following the last shift worked at the Client’s event, the Client will not directly employ or engage Category 5 personnel allocated to the event without written agreement. 15.2 If the Client breaches this clause, a placement fee of $4,250 per medic will apply (unless otherwise agreed in writing). 16.0 Waiver 16.1 Any waiver or reduction of fees or conditions is at the discretion of Category 5 Emergency Care management and must be confirmed in writing to be valid. 17.0 Acceptance By confirming a booking, paying a deposit, or allowing Category 5 personnel to attend site, the Client confirms acceptance of these Terms & Conditions. If you want, I can also format this into a clean 1-page PDF-style contract, add a proper Force Majeure clause, and add a Limitation of Liability / Indemnity section (very common for event medical agreements). 18.0 Force Majeure 18.1 Category 5 Emergency Care will not be liable for any delay, failure, or inability to provide services where such delay or failure is caused by circumstances beyond our reasonable control (“Force Majeure”). 18.2 Force Majeure events include, but are not limited to: extreme weather events (including storms, flooding, fire danger, heatwaves) natural disasters pandemics, epidemics, public health emergencies government restrictions, lockdowns, or directions from emergency services war, terrorism, civil unrest, riots, or threats to public safety industrial action, strikes, or supply chain disruption road closures, transport failures, or major traffic incidents preventing safe access power outages or communications failures any other event that makes service delivery unsafe, impractical, or impossible 18.3 Where a Force Majeure event occurs, Category 5 may, at its discretion: postpone services to a new date; amend service levels or staffing; or cancel or withdraw services (in full or part) where necessary for safety or operational reasons. 18.4 Where Category 5 has already incurred costs (including wages, travel, accommodation, or equipment hire) prior to a Force Majeure cancellation, the Client remains responsible for those costs. 18.5 If a Force Majeure event results in cancellation, Category 5 will use reasonable efforts to negotiate a fair outcome with the Client, which may include a partial refund or credit where appropriate. 19.0 Limitation of Liability 19.1 To the maximum extent permitted by law, Category 5’s total liability to the Client for any claim arising out of or in connection with the services (including negligence, breach of contract, or any other cause of action) is limited to the total fees paid by the Client to Category 5 for the relevant event. 19.2 Category 5 will not be liable for any indirect or consequential loss, including but not limited to: loss of profit or revenue loss of business opportunity reputational damage event interruption costs loss arising from third-party claims not caused by Category 5 19.3 The Client acknowledges that Category 5 provides emergency care services based on information provided by the Client and the conditions present at the time, and outcomes may be impacted by factors outside Category 5’s control (including crowd behaviour, delays in emergency services response times, access constraints, and environmental conditions). 19.4 Nothing in these Terms & Conditions excludes any rights or guarantees that cannot legally be excluded under applicable consumer law. 20.0 Indemnity 20.1 The Client agrees to indemnify and hold harmless Category 5 Emergency Care, its directors, officers, employees, contractors, and agents from and against any loss, damage, liability, cost, or expense (including reasonable legal costs) arising from or in connection with: the Client’s breach of these Terms & Conditions; inaccurate, incomplete, or misleading information provided by the Client; unsafe event conditions or failure to provide adequate security or safe access; any act or omission of the Client, the Client’s staff, contractors, attendees, or any third party at the event; claims made by attendees or third parties arising from event operations, except to the extent caused by Category 5’s proven negligence. 20.2 The Client remains responsible for overall event management, including site safety, crowd control, and compliance with any applicable event permits, laws, and regulations.