CQC Registration for Event Medical Providers: A Beginners Guide

This guide is written specifically for ambulance providers delivering medical care at events, whether that’s a sporting fixture, a cultural gathering, or a full-on festival. If you’re looking after crowds outside of a traditional healthcare setting, this is for you. (If you’re running a hospital, this one might not be for you!)

Registering with the CQC takes preparation, planning, and a bit of patience, but it is doable and it’s worth getting it right from the start. Realistically, you need to block out at least a full week just for admin, and that’s before you get started with the application itself. There’s a mountain of reading, planning, and paperwork you’ll need to have ready in advance.

If you’re wondering “where do I even begin?” don’t worry, you’re not alone. The CQC website is your friend; it’s packed with templates and guidance to walk you through the registration process. Still, there are things it doesn’t always spell out, and a bit of real-world advice goes a long way (and that is what this guide is for).

First things first: do you need to register?

At the time of writing (July 2025), the new regulations haven’t yet come into force, so technically, on-site event treatment isn’t regulated yet. But if you’re transferring patients off site or treating for TDDI (Treatment of Disease, Disorder, or Injury), you’re already in scope, and by the end of the year, it’s highly likely everyone will be.

The first time I registered, I thought, “Surely this will be straightforward.” Two days in, I had a colour-coded spreadsheet, a to-do list that wouldn’t quit, and was halfway through a packet of biscuits for moral support!

Before you start your application:
Save yourself some time by getting these essentials sorted before you even log in to start your CQC application:

Decide who your Registered Manager will be:
This is the key person who’ll be legally responsible for your service in the eyes of the CQC, so choose wisely! They should have a solid background in healthcare management, experience leading teams, a good understanding of compliance and clinical governance, and ideally some experience working at events or in urgent care settings. The CQC will look for evidence that your Registered Manager is both suitably qualified and experienced for the type of care you’re planning to deliver.

Enhanced DBS Check:
This is a must for whoever will be your Registered Manager. If you already have an enhanced DBS for your professional registration, it needs to be less than 12 months old (and if it’ll expire before your CQC registration comes through - apply for a fresh one now). DBS checks can take up to 60 days, and the registration process itself often drags on for six months, so don’t leave this to the last minute.

Fit and Proper Person Checks:
If you’re a limited company, you’ll need to make sure that all your directors and board-level leaders are “fit and proper persons.” In simple terms, no relevant criminal convictions, bankruptcy, or history of serious misconduct. You’ll need to have a robust process to assess this (not just a tick box), keep the evidence, and be prepared to show how you check for things like honesty, integrity, and competence.

·         For the application, your chair (or equivalent) will self-declare that these checks have been done.

·         If you’re a sole trader or partnership, the criteria are slightly different, but the CQC still expects you to be of good character and able to provide evidence if asked.

Vehicle Details & Documentation
List every vehicle you’ll use for patient transport or event cover. Have these to hand:

• Vehicle registration details

• Proof of ownership or leasing agreements

• Current MOT certificates (for vehicles over 3 years old)

• Insurance documents (fleet insurance, public liability, medical indemnity, etc.)

• Maintenance and servicing records

Policies & Processes:
You’ll also need a full set of policies and procedures for your CQC application: e.g. GDPR, safeguarding, recruitment, incident reporting, infection control, and more (the list is long, trust me). It sounds like a lot, but you don’t have to figure it out alone. I’ll share a simple breakdown and a checklist in a future article to make the paperwork much more manageable.

All staff need to know where to find your policies, and you’ll need to review and update them at least annually, especially if there are changes in the law or best practice.

Office, Storage, and Vehicles: What You Really Need

CQC does expect you to have a registered office address, but that doesn’t mean you need to splash out on a fancy suite. For most event medical providers, a home office is absolutely fine if you cover the basics:

• Dedicated room: Somewhere you use for work (not just the kitchen table!).

• Lockable storage: A secure cupboard or filing cabinet for confidential documents - think personnel files, medical records, and your company policies.

• Official address: You can use your home address (or wherever your company is registered), as long as secure storage is in place.

You won’t be treating patients at this address, but you do need a safe spot for sensitive paperwork and to keep everything GDPR compliant. The CQC might ask, so be ready to show (or describe) your setup if needed.

Don’t forget storage for kit and vehicles:

• Medical equipment and drugs: Must be kept in a lockable, secure storage unit or cupboard when not at an event. Controlled drugs need a compliant drugs cabinet.

• Vehicles: Ambulances and response cars need a safe, dedicated parking space (off the street and secure). If you don’t have space at home, a commercial storage yard or rented parking is a good option.

If you’re using different sites for vehicles and kit, keep clear records of where everything’s stored and who has access.

Bottom line:
The CQC wants to see that your documents, equipment, medicines, and vehicles are all stored securely and sensibly, not just for registration, but as part of good practice, every day. And remember, you could be inspected at any time, so it pays to stay organised and ready.

Statement of Purpose & Service Contract

Before you start your CQC application, there are two documents you’ll want ready:

Statement of Purpose
Think of this as your organisation’s “elevator pitch” or mission statement.  It sets out what your service does, where and how you do it, who you care for, and the standards you work to. The CQC has a template for this, and you’ll need to upload it with your application.

Service Contract
For most event medical providers, your “service contract” is your Event Medical Plan. This plan should detail exactly what you’ll provide at each event: staffing, equipment, scope of services, escalation pathways, clinical governance, and how you’ll keep everyone safe. It acts both as your contract with event organisers and as evidence for the CQC that you’ve thought it all through.
If you’re not sure where to start, use a reputable template (like the one in the Purple Guide) or ask for help (I can point you in the right direction).

Financial Viability & Insurance

Just when you think you’re nearly there… two more essentials:

·  Financial Viability Statement: Signed by your accountant, confirming your service’s financial health. There’s a CQC template for this.

·  Insurance: Up-to-date public liability, employer’s liability, medical indemnity, and (if relevant) fleet insurance.

And breathe…! If you’ve made it this far, you’re already one step ahead of most. If you need a hand, have questions, or just want to know you’re on the right track, I’m always happy to help. If you are preparing for CQC registration and want to get it right first time, I can support you through the process