New!! Event Organiser resources

How to Use These Resources

These resources are designed to be used together. They help you understand event medical requirements, compare prospective providers, confirm what has been promised, and check that the agreed capability is present on the day.
And there's no real extra work for you! Your medical services provider fills in the forms...

Free Resources

Whether you're organising a local pony club rally, a national sporting event or a community festival, these resources are designed to help you ask the right questions and plan appropriate medical cover.

Click on the links below to view and download the Resource

Step 1 - START HERE: download the Step-by-step Guide to using these Resources

Step 2 - download the Event Medical Provider Capability Declaration

Step 3 - download the Event Medical Provider Suitability Review

Step 4 - Download the Event Medical Audit Checklist

More resources below...

Resource Library

Resource 2A: Event Medical Provider Capability Declaration (To be completed by the prospective medical provider)

Not all event medical providers offer the same level of clinical capability. Download this declaration and ask prospective providers to complete it so you can better understand their personnel, qualifications, equipment, medications, response capability and escalation arrangements. Once completed, use the Event Medical Provider Suitability Review (below) to help assess whether the proposed service is suitable for your event.
This resource may be updated periodically. Last updated: 21 July 2026.

Resource 2A Event Medical Provider Capability Declaration
File Size:	904 kb
File Type:	pdf

Download File

Resource 2B: Event Medical Provider Suitability Review (For use by the event organiser)

Use this review after receiving a completed Event Medical Provider Capability Declaration. It helps you consider the provider’s responses across key areas—including clinician qualifications, equipment and medications, response arrangements, staffing and escalation capability—and identify anything that may need further clarification before confirming your medical cover.
The review is intended as a practical decision-support tool. It does not replace your event risk assessment or professional advice, but it can help you make a more informed and defensible provider-selection decision.
This resource may be updated periodically. Last updated: 21 July 2026.

Resource 2B Event Medical Provider Suitability Review
File Size:	729 kb
File Type:	pdf

Download File

Resource 3:

"Event Medical Audit Checklist - what should your Event Medics have with them?" - Use this practical checklist on the day of your event to confirm that the personnel, equipment, medications and clinical resources provided match what was agreed. Event organisers and medical providers have overlapping health and safety duties, so both parties should be clear about what is being delivered. A quick check before the event begins can identify gaps early—and help ensure your medical team is ready when it matters.
This resource may be updated periodically. Last updated: 8 June 2026.

Event Medical Audit Checklist
File Size:	379 kb
File Type:	pdf

Download File

Resource 4:

"Determining Medical Services for Events" - Every event is different, and the medical support required should reflect its particular risks. WorkSafe advises organisers to consider factors such as the event’s location, duration, activities, expected attendance, site layout, weather conditions, access for emergency services and the types of injuries or illness that could occur. This resource brings those considerations together to help you determine the level of medical personnel, clinical capability and equipment your event may require.

Determining Medical Services for Events
File Size:	76 kb
File Type:	pdf

Download File

Resource 5:

"ESNZ General Regulations extract" - specifically, a look at ESNZ's (Equestrian Sport New Zealand) definitions of Medic clinical levels and the resources needed to ensure compliance. ( Full version here )

2025 ESNZ Regulations - Medic definitions extract
File Size:	241 kb
File Type:	pdf

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Event Medical Capability Resources for Event Organisers

Every event deserves medical cover that matches its size, complexity and risks. These resources have been developed to help organisers ask the right questions, better understand the capabilities of different medical providers, and have more informed discussions during the planning process.
Rather than prescribing a single model of event medical care, they provide a practical framework for comparing capability, confirming expectations and supporting safer event planning.

Event Medical Provider Capability Declaration
Understand what your medical provider is actually offering.
This document allows providers to outline the clinical personnel, equipment, response capability and operational model they intend to provide, giving organisers a clearer understanding of the resources available at their event.
Helps you compare:

Clinical capability
Equipment and medications
Response vehicles
Staffing model
Patient transport arrangements

Event Medic Audit Checklist
Confirm that the promised capability is actually on site.
The Medic Audit Checklist can be completed on the day of your event to verify that the equipment, medications and clinical resources outlined in the Capability Declaration are present and ready for use.
Helps you verify:

Clinical equipment
Medications
Medical consumables
Response resources
Operational readiness

Supporting Better Event Medical Planning
These resources are designed to encourage informed discussions between event organisers and medical providers. Our goal is simple: to help event organisers ask the right questions, understand the medical capability being offered and make informed decisions that support safer events.

Why ticking the "Medics" box isn't Enough: The Hidden Factor in Event Safety

Event organisers carry a critical responsibility: creating a safe environment for every attendee and worker. While hiring medics is essential, it’s only part of the equation - medical service providers have differing levels of capability. Make sure you are engaging a provider that can deliver the medical specification you need.

True clinical care requires more than just qualified personnel—it demands the right resources, equipment, and systems to support them. Without these, even the best-trained medic can be limited in what they can deliver. Understanding this difference is key to ensuring your event meets safety standards and provides the level of care your guests deserve.

Ensure your medical provider has supplied not just the right personnel, but the resources necessary for them to provide the level of clinical care that you are expecting...