STEP-BY-STEP

Create an event medical plan

Submit a medical plan and have emergency medical resources for your special event.

Emergency Medical Services Agency

Use the San Francisco EMS Agency Policy 7010 to help determine what resources are needed for your event.

If your special event has a peak crowd of more than 1000 attendees, more than 100 swimmers, or is required by a permitting agency, you have to submit an event medical plan and arrange for the right level of emergency medical services and resources.

Note: Peak crowd is the highest attendance at any one point in time throughout the event.

All special events that need a medical plan must at least have:

  • A way for event staff to contact 911
  • People trained in CPR with AEDs

Other requirements for your event will depend on risk factors for your event. We’ll help you figure out what those are as you put together your medical plan.

Email us: Eventmedicalplans@sfgov.org

1

Find out if your event requires a medical plan

Time:Start at least 90 days ahead of the event

A medical plan is needed if:

  • peak crowd is expected to be 1000 or greater
  • involves more than 100 swimmers
  • required by permitting agency for the event

If your event meets any of these conditions, a medical plan must be submitted using the DEM-EMSA Event Medical Plans site. To access the Event Medical Plans site, complete this form.

You will get an invitation email within 2 business days. Follow the link in the email to complete your registration. You will be prompted to set up multifactor authentication.

2

Submit your medical plan (30 days prior to the event)

  • Once you’re signed in to the Event Medical Plans website, select the link that reads "Create an Event Medical Plan"
  • Follow the steps on the site to fill out the form. You may save a draft if you are not ready to submit the plan for review.

You may need ambulances at your event. Contact and secure the ambulances at least 90 days ahead of time to ensure they have the availability to support your event. Do not assume the same ambulance company you’ve used in the past will be available.

If your plan needs ALS or BLS ambulance transport, only use these approved ambulance companies.

Your emergency medical plan should include:

  • An overview of your event, all planned activities, and dates and times of operational periods that will require medical resources onsite.
  • Contact information for the health, medical, and safety personnel at the event
  • Emergency medical procedures, equipment, and deployment for the event
  • Footprint maps and any additional safety plans related to medical operations (participant and non-participant safety, communications, inclement weather, disaster, and patient care documentation plans)
3

Pay the medical plan review fee

Cost: $53 to $1,065.

The medical plan review fee is based on peak crowd size. See fee schedule.

4

Find out if your medical plan is approved

Time:Within 15 days after you submitted the plan

Notifications will be sent to email(s) listed on submitted medical plan.  A determination will be made within 15 days of submission on whether the medical plan is approved as is, revision needed, or denied with reasoning provided.

Denied plans can be appealed by submitting the plan again to the SF EMS Agency Medical Director.  A final decision will be made within 5 business days.

All medical plans submitted by or assigned to you can be accessed through DEM-EMSA Event Medical Plans site with most current status.

5

Submit a Post Event Treatment Reports (PETR) after the event

Time:Within 3 business days of the event

As a condition of all approvals, a PETR must be completed and submitted to the SF EMS Agency within 3 business days after the event.

Members designated on the medical plan will receive an email with a link to the PETR.