Notify us of your event

If you are organising a public event within the South Western Ambulance Service NHS Foundation Trust area, please notify us using the event notification form below.

Submitting this form helps us maintain awareness of public events taking place across the South West and ensures that our Emergency Operations Centres, local ambulance teams and Emergency Preparedness, Resilience and Response (EPRR) Officers have access to key event information if required.

Please provide as much information as possible, including event dates, location, expected attendance, medical provision, road closures, emergency vehicle access arrangements and ambulance rendezvous point details where known.

Click here to complete the Event Organisers Medical Notification Form

 

The form should be completed as early as possible once your event details are known. If further information becomes available after submission, please contact the relevant local EPRR team using the details below.

Notifying SWASFT does not replace any requirement to contact your local authority, apply for licences or permissions, submit road closure information, or engage with a Safety Advisory Group where one is convened. Event organisers remain responsible for ensuring that all necessary approvals, permissions and safety arrangements are in place.

If you have a specific query about an event that has already been submitted, or you need to provide updated information, please contact the relevant local EPRR team for the area where your event is taking place.

Contacts

Event Area	Local EPRR Contact
Dorset	eprr.dorset@swast.nhs.uk
Wiltshire & Swindon	eprr.wiltshire@swast.nhs.uk
Devon	eprr.devon@swast.nhs.uk
Bristol, North Somerset and South Gloucestershire (Old Avon)	eprr.bnssg@swast.nhs.uk
Gloucestershire	eprr.gloucestershire@swast.nhs.uk
Cornwall & Isle of Scilly	eprr.cornwall@swast.nhs.uk
Somerset	eprr.somerset@swast.nhs.uk

 

We have also developed a self-assurance tool which can be used by event organisers to assure themselves that they have the correct level of provision in place for their event.  This can be downloaded here.  There is no need to return this form to us, it's for your records.

 

Event Medical Cover: Guidance for Event Organisers

Event organisers have a responsibility to ensure that their events are safe and should ensure there is appropriate medical cover available to all those attending or involved in delivering the event. The medical cover on site should be suitable so it minimises the effects of the event upon the statutory healthcare services and event organisers are encouraged to engage with the local Safety Advisory Group (SAG) where one is convened.

Every event should have an appropriate level of medical cover which should be based on a comprehensive needs assessment. The needs assessment should carry out by the event organiser and the chosen medical provider in line with the relevant guidance documents associated to that event. Useful guides on the minimum and safe levels of cover dependant on the event type that should be reviewed by event organisers include:

• The Purple Guide
• Guide to Safety at Sports Grounds 'Green Guide'

Your event may also have specific requirements depending on the type of event and should contact your regulating body if unsure. Such events include UK Athletics licenced events, motocross events and boxing events.

It is important to be aware that medical providers vary in capability and experience and event organisers should exercise due diligence in selecting one that is competent, reliable, and able to meet the needs of the event. A medical plan should be produced for the event which outlines all the phases of the event, including where appropriate the build, break, ingress, and egress, as all present their own individual challenges.

Where guidance indicates an ambulance is required for the event this normally means the ambulance should be crewed with a least one registered paramedic. The ambulance crew would normally consist of a second crew member trained to a suitable standard to operate an emergency ambulance eg ambulance technician etc.

Ambulance provision provided on site for the event (where required) should be capable and willing to transport any patients who require hospitalisation, to a suitable Emergency Department with minimal delays. It is expected that where ambulance cover is indicated in the guidance for the event there should be no requirement for 999 calls to the local ambulance service (except for multiple casualties or a major incident).

For ambulance operators providing treatment and transport, they should be able to provide evidence of current Care Quality Commission (CQC) registration. This should be mandatory where the provider transports people off an event site to hospital. You can check if your medical provider is CQC registered by clicking here.