Guides · Events · 4 min read
Checklist: planning event medical services for your event in 8 steps
From approval to incident report: this checklist shows organisers in Berlin and Brandenburg how to plan event medical services properly.
Good event medical services barely get noticed, because they are well planned. With this checklist you will not forget anything. To print it, simply print this page.
- Set the key details – date, times including admission and dismantling, venue, area, expected number of people present at the same time, type of event.
- Assess the risks – alcohol, heat or cold, stage and pyrotechnics, prominent guests, experience from previous years.
- Calculate requirements – in Berlin according to the Berlin Fire Brigade scheme, in Brandenburg usually according to the Maurer scheme. Our free calculator helps.
- Enquire early – 8–12 weeks ahead for large events, 2–4 weeks ahead for smaller ones. In early summer and during the Christmas market season, crews become scarce.
- Permit and licence conditions – pass the authority’s conditions on to the medical services provider. From 6 points (Berlin), a concept agreed with the fire brigade is required.
- Share the site plan – access routes for rescue vehicles, location of the first aid post, AED locations (4-minute rule), assembly points.
- Clarify interfaces – security, fire watch, event management, radio channels, contacts on site.
- Follow-up – request the incident report, record experience for next year – this can save points.
What you should expect from your event medical services provider
- A written quote with staff, qualifications, equipment and vehicles
- A dedicated contact person before and during the event
- Marking as “Sanitätsdienst” (medical services) and digital documentation
- An incident report after the event
Pandemedics takes care of all eight steps for you, including fire watch on request.
The information every event medical services provider needs for a quote
The more complete the enquiry, the faster and more accurate the quote. Have the following ready:
- Date, venue and exact times – admission, start, end, dismantling
- Type of event and programme
- Number of people present at the same time at peak, in Brandenburg also the permitted number of visitors
- Special features: alcohol, stage, pyrotechnics, sport, camping
- The authority’s conditions, if already available
- Invoice address and a contact person with telephone number
The timeline, working backwards
| When | What |
|---|---|
| 12 weeks before | Set key details, calculate requirements, obtain quotes |
| 8 weeks before | Book event medical services, apply for the permit |
| 6 weeks before | Submit the concept if required |
| 2 weeks before | Agree site plan and schedule, pass on licence conditions |
| On the day | Briefing before admission, radio check, walk-round |
| Afterwards | Read the incident report and file it for next year |
For small events, two to four weeks are usually enough. Short-notice enquiries are possible – in that case it is best to call us directly.
On the day of the event
- Name the meeting point and time for the briefing of the crew
- Show access route, parking and the location of the station
- Exchange radios or telephone numbers
- Run through briefly: who calls whom in an emergency? Who decides on an interruption?
- Clarify catering and access to toilets for the team
Common planning mistakes
- Event medical services are only requested after the permit is granted – by then the preferred dates are often taken.
- Calculations are based on daily visitors instead of people present at the same time.
- Set-up is forgotten, even though that is where most work accidents happen.
- The access route for the ambulance is blocked on the day of the event.
- Only the hourly rate is compared, not the provider’s reliability.
What to look out for when comparing quotes can be found on our pricing page. You can work out your requirements with the requirements calculator.
Frequently asked questions
How early should I enquire about event medical services?
Eight to twelve weeks ahead for large events, two to four weeks for smaller ones. In early summer and in the Advent season, capacity is tight everywhere.
What do I do if the licence condition only arrives shortly beforehand?
Call us and send the condition along. We will tell you over the phone what we can provide at short notice.
Do event medical services have to be present during set-up?
As a rule, they are required from admission. For large structures with many trades, cover from the first day of set-up makes sense and is required by some operators.
Matching service: Event medical services from Pandemedics – quote within 2 hours on working days.
Keep reading
Calculating event medical services in Berlin: how the Berlin Fire Brigade scheme works
How many medics does an event in Berlin need? The Berlin Fire Brigade assessment scheme explained step by step – with an example and calculator.
Read more →
From how many visitors do you need event medical services in Berlin?
From 500 people present at the same time, the Berlin Fire Brigade generally requires event medical services. The thresholds of 500, 1,000 and 3,000 at a glance.
Read more →
The Maurer scheme explained simply – with a worked example
How the Maurer scheme determines event medical services: points for visitor numbers, type of event and risks – with a worked example and online calculator.
Read more →Your event deserves cover you can rely on.
Tell us briefly what you are planning – on working days you will have a binding quote within 2 hours.