What Should an Event Medical Plan Include and Who Should Prepare It?

Every event, no matter the size or nature, comes with risks. From minor slips and trips to major emergencies like cardiac arrests or crowd surges, being prepared to respond effectively is not just responsible, it is essential. This is where a robust Event Medical Plan plays a critical role.

A well-crafted Event Medical Plan ensures that medical response is not left to chance. It outlines what medical provisions are in place, who is responsible for them, how to escalate care when needed, and how to work alongside emergency services. For organisers, it is both a planning tool and a legal safeguard.

Why Event Medical Plans Are Essential

Event organisers in the UK have a legal duty to protect the health and safety of attendees, staff, contractors, and the general public. This duty is set out in the Health and Safety at Work etc. Act 1974, Management of Health and Safety at Work Regulations 1999, and supported by event-specific guidance such as the Purple Guide.

Without a proper medical plan, even a well-organised event can fall apart in the face of a medical emergency. Inadequate provision can result in unnecessary harm, legal liability, and reputational damage.

Who Should Prepare the Medical Plan?

The Event Medical Plan should be prepared by someone with appropriate clinical and operational expertise. This is often a collaborative effort between the event organiser and a professional medical provider such as Halo Medical Group.

Key contributors to the plan may include:

• Event organiser or safety officer
• Medical provider (paramedic or pre-hospital care specialist)
• Event control or operations manager
• Security and stewarding team leads
• Local authorities or Safety Advisory Groups (SAG)
• NHS or ambulance service liaison officers (for large or high-risk events)

What Should a Medical Plan Include?

A comprehensive Event Medical Plan should be proportionate to the size, nature, and risk profile of the event. However, all plans should include the following core elements:

1. Event Overview

Basic details of the event such as name, date, location, duration, expected attendance, and type of audience (e.g., families, under-18s, elderly).

2. Risk Assessment

A clinical and logistical risk assessment should consider factors such as:

• Crowd size and density
• Alcohol or drug use
• Physical environment (hills, water, urban streets)
• Event duration and time of day
• Demographics and health vulnerability
• Distance to the nearest A&E or ambulance base
• Previous incidents at similar events

This assessment should determine the required level of medical cover.

3. Medical Resources

The plan must specify the medical team composition, which may include:

• First aiders
• Emergency medical technicians (EMTs)
• HCPC-registered paramedics
• Nurses or doctors (for high-risk or high-volume events)
• Mobile medical units or ambulances
• Onsite treatment centres or first aid posts

Staff-to-attendee ratios should be based on guidance from the Purple Guide or local health authorities.

4. Location of Medical Facilities

The plan should clearly show where medical resources will be located, including:

• First aid posts
• Ambulance access points
• Medical control or command post
• Casualty holding areas

Maps should be included and accessible to all event staff.

5. Communications and Escalation

Effective communication between the medical team, event control, and emergency services is vital. The plan should include:

• Radio channels or phone protocols
• Chain of command and decision-making authority
• Escalation procedures for serious incidents
• Back-up communication systems in case of failure

6. Transport and Evacuation

If someone needs hospital treatment, the plan must cover:

• Where ambulances can access and exit
• Whether onsite ambulances will be used or if 999 will be called
• Triage procedures in the event of multiple casualties
• How to maintain crowd safety during evacuations

7. Incident Reporting

All medical interventions should be recorded accurately and in compliance with GDPR and Care Quality Commission (CQC) standards. Plans should include:

• Incident report forms
• Data protection protocols
• Post-event debriefing and clinical audits

8. Key Contacts and Coordination

The medical plan should name key personnel and contact information for:

• Medical lead
• Event safety officer
• Event control
• Local emergency services liaison
• NHS point of contact (if applicable)

How to Ensure Compliance and Safety

To ensure your plan is compliant, consider the following:

• Submit your Event Medical Plan to your local Safety Advisory Group (SAG)
• Engage early with NHS or ambulance services if your event has more than 2,000 attendees
• Work with a reputable and insured medical provider like Halo Medical Group
• Conduct rehearsals and briefings before the event
• Hold a post-event debrief to review medical incidents and response times

Download a Sample Event Medical Plan

To help you get started, we have created a free, downloadable PDF sample of a basic Event Medical Plan. This template provides a structured overview of what your plan should look like, including sections on risk assessment, staffing, and emergency response.

👉 Click here to download the Sample Event Medical Plan PDF

 

Emergency preparedness starts with proper planning. A thorough, well-documented Event Medical Plan demonstrates that you take your legal and moral obligations seriously. As experienced medical providers, Halo Medical Group can guide you through the process, deliver reliable cover on the day, and help protect your reputation.

Get in touch with our team today to learn how we can support your next event with tailored medical planning and on-the-ground expertise.