Event Terms and Conditions & Code of Conduct

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Part 1: Event Terms and Conditions

1. Introduction

These Terms and Conditions apply to events, workshops, courses, webinars, work experience activities and other educational activities organised or delivered by The Medic Life (“we”, “us” or “our”).

By booking an event or attending an activity, you agree to comply with these Terms and Conditions and any additional instructions provided for the specific event.

Where a booking is made for someone under the age of 18, the parent or legal guardian making the booking is responsible for reviewing these Terms and Conditions and ensuring that the attendee understands and follows them.

2. Bookings and Registration

Bookings must be completed using the designated booking process and any information requested must be accurate and complete.

Attendees are responsible for checking the event date, time, location, format, age requirements and any specific participation requirements before booking.

Some events may have limited capacity, age restrictions or other eligibility criteria. We reserve the right to refuse or cancel a booking where an attendee does not meet the stated requirements or where necessary information has not been provided.

Tickets must not be resold without our prior approval.

Unless otherwise stated, bookings should be treated as commitments to attend. Failure to attend, arriving late or leaving an event early does not automatically entitle an attendee to a refund.

Nothing in these Terms and Conditions excludes or limits any rights a consumer has under applicable law, including statutory cancellation rights where they apply.

3. Changes to Events

We will make reasonable efforts to deliver events as advertised. However, we may need to amend the schedule, speakers, activities, venue, delivery format or other arrangements due to circumstances beyond our control or operational requirements.

Where a significant change or cancellation occurs, we will aim to notify registered attendees as soon as reasonably practicable and explain any available alternatives or applicable refund arrangements.

We are not responsible for costs incurred by attendees in arranging travel, accommodation or other personal arrangements, except where liability cannot lawfully be excluded or where applicable consumer law provides otherwise.

4. Attendance and Punctuality

Attendees should arrive or join at the advertised time and follow the registration and joining instructions provided.

For in-person events, attendees must register with the event team before participating in activities.

For online events, attendees are responsible for ensuring that they have a suitable device, internet connection and access to the relevant platform.

Late arrival may result in an attendee missing part of the event or being unable to participate in certain activities where late entry would disrupt proceedings or create a safety concern.

Attendees must follow reasonable instructions from event staff throughout the activity.

5. Under-18s: Parental Responsibility and Supervision

Parents and guardians are responsible for deciding whether an event is appropriate for their child, considering the child's age, maturity, independence and individual needs.

For in-person events, parents or guardians are responsible for arranging drop-off and collection, including the journey to and from the venue. The Medic Life does not provide general childcare, personal chaperoning or individual supervision outside the activities and arrangements it directly manages, unless expressly agreed in writing.Parents and guardians must make appropriate arrangements for early collection, late collection and independent travel where relevant.

Scheduled breaks may allow attendees to leave the venue. If a parent or guardian does not permit their child to leave the building during breaks, they must notify us at admissions@themediclife.com at least three days before the event. We will take reasonable steps to accommodate this instruction and will communicate if the requested arrangement cannot be supported.

For online events, parents and guardians are responsible for deciding whether their child requires adult supervision while participating.

Further details are set out in our Under-18s, Parental Consent and Supervision Policy.

6. Emergency Contacts

For bookings made from 10 November 2026 onwards, an emergency contact will be required for every attendee under the age of 18.

The parent or guardian making the booking is responsible for providing accurate emergency contact details and notifying us of any changes by emailing admissions@themediclife.com.

Emergency contact information may be used where reasonably necessary to respond to an incident, illness, collection issue or safeguarding concern.

7. Health, Safety and Participation

Attendees must follow all reasonable health and safety instructions provided by event staff, venue personnel and activity leaders.

Attendees and, where appropriate, their parents or guardians should notify us before the event of any relevant medical, accessibility or support needs that may affect safe participation.

Some events may include practical activities, demonstrations, simulations or group exercises. Attendees must follow the instructions given and must not participate in an activity they reasonably believe to be unsafe without raising their concern with a member of staff.

We reserve the right to modify or stop an activity where reasonably necessary for safety.

In an emergency, we may contact the nominated emergency contact or emergency services as appropriate.

8. Photography, Filming and Recordings

Photography, video and audio recording may take place at some events for educational, operational or promotional purposes, as described in our Photography, Video and Privacy Policy. Attendees who do not wish to be photographed or filmed must follow the opt-out arrangements set out in our Photography, Video and Privacy Policy.

For in-person events, attendees should notify a member of staff at registration on the day or email admissions@themediclife.com at least three days before the event.

For online events, attendees should notify the event organiser at the start of the session or email us at least three days beforehand.

We will not publish an attendee's name alongside a photograph, video or other promotional content without explicit consent.

9. Intellectual Property and Event Materials

Course materials, presentations, recordings, worksheets and other resources provided by The Medic Life or its contributors may be protected by copyright or other intellectual property rights.

Unless expressly permitted, attendees must not reproduce, redistribute, publish, sell or share these materials outside the permitted educational use.

Attendees must not record, photograph or distribute sessions or other participants without appropriate authorisation.

Where materials are provided for personal educational use, they must not be used for commercial purposes or presented as the attendee's own work.

10. Limitation of Liability

The Medic Life will take reasonable steps to organise and deliver events safely and in accordance with applicable legal obligations.

Attendees are responsible for their personal belongings and we cannot guarantee the security of personal property brought to an event.

Nothing in these Terms and Conditions removes our applicable safeguarding responsibilities.

11. Removal from an Event

We reserve the right to restrict participation or require an attendee to leave an event where reasonably necessary due to serious or repeated misconduct, unsafe behaviour, harassment, disruption, breach of these Terms and Conditions or a safeguarding concern.

Where an attendee is under 18, we may contact their parent or guardian and make appropriate arrangements in light of the circumstances.

Any decision to remove an attendee will be made with regard to the nature of the concern, the safety and welfare of those involved, and any applicable legal obligations.

Refunds following removal will be considered in accordance with the relevant event refund policy and applicable law.

12. Privacy and Personal Information

Personal information collected during booking and participation will be handled in accordance with applicable data protection legislation and our relevant privacy information.

We may use booking details to administer the event, communicate necessary changes, provide joining instructions and respond to event-related queries.

Emergency contact information will be used for appropriate event administration and emergency or safeguarding purposes.

 

 

Part 2: Code of Conduct

13. Expected Behaviour

The Medic Life aims to provide a welcoming, inclusive and respectful environment for all attendees, speakers, tutors, staff and other contributors.

Everyone participating in our events is expected to:

  • Treat others with courtesy, dignity and respect.

  • Listen to speakers and follow reasonable instructions.

  • Participate constructively and allow others the opportunity to contribute.

  • Respect different backgrounds, experiences, opinions and abilities.

  • Maintain appropriate professional boundaries.

  • Respect venue rules and the privacy of other attendees.

  • Use online platforms and event communication channels appropriately.

  • Raise concerns about safety, behaviour or accessibility with a member of the event team.

14. Unacceptable Behaviour

The following behaviour is not acceptable:

  • Bullying, harassment, intimidation or threats.

  • Discrimination based on protected characteristics or personal background.

  • Sexual harassment, inappropriate comments or unwanted contact.

  • Aggressive, abusive or deliberately disruptive behaviour.

  • Deliberately endangering oneself or others.

  • Sharing another attendee's personal information, photographs or recordings without appropriate authorisation.

  • Recording, photographing or distributing sessions without permission.

  • Misusing online chat, breakout rooms, messaging or other event facilities.

  • Ignoring reasonable safety instructions or repeatedly disrupting activities.

This list is not exhaustive. We may take action in response to any behaviour that creates a safety concern or materially undermines the event.

15. Professional Boundaries

Attendees must respect the professional boundaries of staff, tutors, speakers and other participants. Staff and representatives are expected to maintain appropriate professional relationships with attendees.

Any concern about inappropriate conduct should be reported promptly to a member of The Medic Life team or by emailing admissions@themediclife.com.

16. Online Conduct

The same standards of respectful behaviour apply to online events as to in-person activities.

Attendees must not use online sessions to harass, threaten, intimidate or disrupt others. Chat functions, shared documents, breakout rooms and other platform features must be used appropriately.

We may mute microphones, remove inappropriate content, restrict access or remove an attendee from an online session where reasonably necessary to protect participants or maintain an appropriate learning environment.

17. Reporting Concerns

Attendees, parents, guardians and event contributors are encouraged to report concerns about behaviour, safety or safeguarding as soon as possible.

Concerns can be raised directly with a member of the event team or emailed to admissions@themediclife.com.

Safeguarding concerns will be handled in accordance with our Safeguarding and Child Protection Policy. Where necessary, we may refer concerns to the appropriate external authority.

We will handle reports sensitively and share information only where appropriate and lawful.

18. Consequences of Breaching the Code

Depending on the seriousness and circumstances of a breach, The Medic Life may:

  • Issue a verbal or written warning.

  • Ask an attendee to stop a particular activity.

  • Restrict access to specific event activities or facilities.

  • Remove an attendee from an online session or in-person event.

  • Contact a parent or guardian where appropriate.

  • Suspend or refuse future bookings where justified.

  • Refer serious concerns to the appropriate authorities.

We will consider the circumstances and take proportionate action, with due regard to safeguarding and applicable legal obligations.

19. Agreement

By booking or attending a The Medic Life event, attendees agree to comply with these Terms and Conditions and the Code of Conduct.

Where a booking is made for a person under 18, the parent or legal guardian making the booking is responsible for reviewing these terms and ensuring that the attendee understands the expected standards of behaviour and the relevant arrangements.

The Medic Life may update these Terms and Conditions and the Code of Conduct from time to time. The version applicable to a booking will be made available through our website or the relevant event booking materials.

The Medic Life

Email: admissions@themediclife.com

Website: https://themediclife.com