Introduction
Everything Organisers Need to Know for Safe, Effective, and Resilient Medical Provision
Planning a successful event means more than booking entertainment and selling tickets. One of the most crucial – yet often underestimated – aspects is ensuring the right level of medical cover is in place. Good medical provision not only safeguards attendees but also minimises pressure on local NHS services.
Here’s a practical guide to help event organisers calculate and deliver appropriate medical cover.
Understand the Goal
The aim is to provide a safe, effective, and resilient medical service that can handle incidents on-site and reduce the need for NHS intervention. Every event, regardless of size, must have a tailored medical plan informed by a comprehensive risk assessment.
Go Beyond Attendance Numbers
Medical needs aren’t just about how many people will attend. You need to assess:
Type and risk level of activities
Duration and location of the event
Age and vulnerability of the audience
Temperature, site conditions, and whether there’s overnight camping
Camping, for example, increases medical complexity, while a small crew staying overnight may not significantly affect medical requirements.
Use the Purple Guide Tier System
Events are commonly classified into five tiers based on complexity and risk, this is taken from the Purple Guide.
Tier 1: Small, low-risk events (e.g., <500 attendees, short duration). May only require basic first aid.
Tier 2: Slightly larger or longer events (e.g., up to 2,000 attendees, some alcohol). Requires a dedicated first aid presence.
Tier 3: Medium events with increased risk (e.g., multi-day, up to 5,000 attendees). Needs a clinical lead, first responders, and ambulances.
Tier 4: Large or complex events (e.g., up to 10,000 attendees). Requires a full medical team and robust planning.
Tier 5: Very large/mass gatherings or high-risk smaller events (e.g., >10,000 attendees, multi-day festivals). Needs comprehensive medical services with senior clinical oversight.
Work with a Competent Medical Provider – Like Nexus EMS.
Not all medical providers are equal. Organisers should:
Conduct due diligence – check references and insurance
Ensure the provider performs a full Medical Needs Assessment
Confirm the provider can handle medical, trauma, and mental health cases
Verify qualifications – some roles have protected titles, others do not
The medical provider must also have:
A clear leadership structure
Proper governance (data protection, safeguarding, infection control, DBS checks)
Equipment and vehicles that are fit for purpose
Capacity for on-site care and hospital transfers without reducing event cover
Ready to cover your event?
Get started by completing the short online form using the link below. This will give us everything we need to risk assess and quote your event. Feel free to give us a call to discuss your requirements.
The Purple Guide and the Manchester Arena Inquiry
Medical planning for events in the UK is heavily informed by The Purple Guide, an industry-standard resource that provides best practice for event health and safety. The guide highlights the importance of risk-based medical planning, early engagement with stakeholders and having detailed medical specifications.
Following the Manchester Arena Inquiry, there has been an increased focus on the preparedness and coordination of medical and emergency services at events. Key lessons include:
Clear command and control structures are essential
Medical providers must have the skills to respond to trauma and major incidents
Venue and event organisers must ensure integrated emergency plans
Communication between all responding agencies must be robust and well tested
These findings reinforce the need for organisers to conduct thorough planning, engage competent medical providers and work closely with local emergency services.
Plan for All Event Phases
Medical cover isn’t just for the main event – consider build, break, ingress, and egress periods, too. Each phase may present unique risks.
Ensure the medical plan includes contingencies for unexpected incidents, such as severe weather or surges in crowd size.
Get the Communication Right
Reliable communication is essential. If using radios, set up a dedicated medical channel. Also, ensure:
Staff know how to request emergency assistance
Patient records remain confidential and secure
Medical and welfare teams work closely to protect vulnerable people
Engage with Stakeholders
Liaise with the local NHS Ambulance Service and Safety Advisory Group (SAG) early in the planning process. While NHS services won’t recommend specific providers, they can help assess your proposed medical arrangements.
Final Thoughts
There is no one-size-fits-all model for medical cover at events. The appropriate level of provision must be driven by thorough risk assessment, shaped by experience and informed by guidance such as The Purple Guide and the findings of the Manchester Arena Inquiry.
Get this right, and you will not only protect your attendees but also demonstrate responsibility, professionalism and care in your event delivery.
