Guides · Events · 5 min read
Medical services plan for Berlin: what it must contain and when it is mandatory
From 6 points, the Berlin Fire Brigade must approve the medical services plan. What the plan must contain and how the approval process works.
In short: If the assessment under the Berlin Fire Brigade scheme gives 6 points or more, your event medical services concept needs the Fire Brigade’s approval. The concept describes who is deployed when, where and with what equipment.
What belongs in an event medical services concept
- Event details: type, location, times including doors opening, people present at the same time
- Assessment: point value, risk multiplier, surcharges and total score – calculated in a comprehensible way
- Crew: number of medics, paramedics, physicians with qualification
- Head of event medical services: name and availability during the event
- Casualty treatment posts: locations, equipment, access routes
- AED locations: distributed so that every point can be reached in 4 minutes
- Communication: radio, reporting channels to the event management, emergency call 112
- Site plan: escape and rescue routes, handover points for the ambulance service
How the consultation works
The organiser or the commissioned event medical services provider submits the concept to the event safety department of the Berlin Fire Brigade. The Fire Brigade reviews it and can impose conditions on strength, equipment and qualification. It does not, however, advise on planning – that is the task of the event medical services provider.
Typical mistakes
- Day visitors used instead of people present at the same time
- Risk surcharges forgotten (alcohol, weather, pyrotechnics)
- Head of event medical services not named
- Submitted too late – allow several weeks’ lead time
We prepare the concept for you and handle the consultation – even if you have already organised the personnel elsewhere.
When a concept is worthwhile even without an obligation
Below 6 points the Fire Brigade does not require approval. Nevertheless, district offices, venue operators and insurers often ask for a written description of the event medical services. A short version of one to two pages is then usually enough: assessment, crew, location, availability. It shows that the organiser takes their duty seriously – and it is the basis for the following year.
Which documents we need from you
- Description of the event with programme and times including doors opening
- Expected people present at the same time and the basis of your estimate
- Site plan with stages, stands, fences, entrances and exits
- Existing licence conditions and the safety concept, if there is one
- Contact persons for event management and security staff
- Incident reports or experience from previous years
Timeline: how much lead time makes sense
- Eight to twelve weeks before: Clarify the key data, calculate the requirement, obtain a quote.
- Six weeks before: Write and submit the concept.
- Two to four weeks before: Incorporate the Fire Brigade’s queries, adopt the conditions.
- One week before: Reconcile last changes to the site plan, brief the crew.
It can be done at shorter notice too. However, the later the concept comes, the less room remains if the Fire Brigade asks for improvements.
Event medical services concept and safety concept
The event medical services concept is one component of the event’s safety concept. The two must match: the same visitor numbers, the same site plan, the same reporting channels. Contradictions between the documents are one of the most common reasons for queries.
What a concept costs
We clarify queries about your licence conditions and small concepts free of charge. A detailed concept for a larger event, including consultation with the Fire Brigade, is a separate item in the quote – with a fixed price that you know before commissioning. You can work out the score in advance with the requirements calculator.
Frequently asked questions
Who submits the concept – the organiser or the event medical services provider?
The organiser is responsible. In practice, the event medical services provider writes and submits the concept on their behalf and answers the queries.
Can I reuse last year’s concept?
As a basis, yes. However, visitor numbers, site plan, programme and contact persons must be updated, and the assessment is recalculated.
Do you also prepare a concept if another service provides the personnel?
Yes. We write the concept and handle the consultation even if the crew have already been organised elsewhere.
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.
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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.
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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 →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.