Emergency Medical Services Support Request Process

Overview

The Florida A&M University Department of Emergency Management coordinates Emergency Medical Services (EMS) support requests for university-sponsored events held on campus. EMS coverage helps ensure timely medical response capabilities for participants, attendees, staff, volunteers, and visitors.

Providing complete and accurate event information allows Emergency Management and Leon County EMS to assess event risks, determine appropriate medical coverage levels, and support a safe event environment.

What Are Event Medical Services and Why Are They Important?

Event medical services refer to trained emergency medical technicians (EMTs), paramedics, and standby EMS teams who provide on-site medical care during public gatherings, concerts, festivals, marathons, university events, and more.

Why request EMS?

When planning an event, there is a lot to consider: crowd control, logistics, entertainment, and safety. One area that is often underestimated is medical coverage. While having a first aid kit on hand or a volunteer with CPR training can be helpful, professional event medical services are key to ensuring everyone’s safety and peace of mind.

EMS support may be required for a variety of university-sponsored events where large crowds, elevated activity levels, environmental conditions, or other risk factors are present. Examples of events where EMS services have been utilized include, but are not limited to:

Football, basketball, baseball, softball, and other athletic competitions
Homecoming activities, including parades, concerts, pep rallies, watch parties, and 5K races
Commencement ceremonies (Spring, Summer, and Fall/Winter)
Student organization events and campus traditions, including Be Out Day and SGA-sponsored events
Festivals and community celebrations, such as the Grape Harvest Festival and Band Camp activities
Orientation programs, conferences, workshops, and leadership retreats
Board meetings, strategic planning sessions, and executive-level university events
Concerts, outdoor entertainment events, and large public gatherings
Religious and ceremonial events, including prayer breakfasts, dinners, and investiture activities
Special tournaments, championships, and postseason athletic events
New Member Presentation activities and other student engagement events
Fundraising and awareness events, such as Relay for Life
Any event where attendance, environmental conditions, alcohol service, physical activity, or other factors may increase the potential need for medical support

Event organizers must coordinate with the Department of Emergency Management early in the planning process to determine whether EMS coverage is recommended or required. Factors such as expected attendance, event type, venue, weather conditions, duration, and historical medical activity will be considered when determining appropriate EMS support.

How to Submit a Request

Departments and event organizers requesting EMS support should submit their request as early as possible and provide the following information:

Event name
Event date and start/end times
Exact campus location
Estimated attendance
Primary event contact name and phone number
On-site contact information (if different from the primary contact)
Brief description of event activities
Any known hazards, special considerations, or risk factors
Existing medical plan, first aid resources, or safety measures already in place

Providing complete and accurate information will assist in the timely review, coordination, and approval of your request. Leon County EMS will determine the level of EMS coverage required based on the event details submitted and the criteria listed below.

EMS Coverage Considerations

The level of EMS coverage recommended for an event may vary depending on several factors, including but not limited to:

Estimated attendance
Type of event and planned activities
Presence of alcohol
Outdoor venue and anticipated weather conditions
Athletic competitions and sporting events
Concerts, festivals, and large gatherings
High-risk activities
Event duration
Historical medical incidents associated with similar events
Accessibility and response considerations

Each event is evaluated individually to ensure appropriate medical resources are available based on the anticipated risk profile.

Submission Timelines

To allow adequate time for planning and coordination, event organizers should submit requests according to the following guidelines:

Standard Events

Submit at least 30 days before the event.

Large or Complex Events

Submit at least 60 days before the event.

Major Campus Events

Submit at least 90 days before the event.

Late requests will be reviewed on a case-by-case basis. However, EMS resource availability cannot be guaranteed for requests submitted outside of the recommended planning timelines.

Cost Responsibility

Unless otherwise approved, the requesting department or sponsoring organization is responsible for costs associated with EMS coverage. Applicable charges will be billed following the event in accordance with established procedures.

Event Changes and Cancellations

The requesting department must promptly notify the Department of Emergency Management if an event is canceled, postponed, relocated, or experiences significant changes in attendance, activities, or risk profile.

Timely notification enables proper coordination with Leon County EMS and helps avoid unnecessary resource deployment.

Liability and Event Organizer Responsibilities

Event organizers are responsible for providing accurate and complete event information.

Failure to disclose relevant event details, hazards, anticipated attendance, or operational considerations may affect EMS coverage recommendations and planning efforts.

Florida A&M University reserves the right to require EMS coverage for events determined to present elevated medical, safety, environmental, or operational risks.

Events Commonly Supported by EMS

EMS coverage is frequently requested for a variety of campus events, including:

Athletic events and competitions
Homecoming activities
Commencement ceremonies
Concerts and entertainment events
Festivals and outdoor gatherings
5K races and walks
Orientation and welcome week activities
Conferences and symposiums
Youth camps and summer programs
High-profile university functions
Special events with large, anticipated attendance

The examples above are not all-inclusive. EMS support may be recommended for any event where medical response capabilities are deemed necessary.

EMS Support Request Process

The EMS request process generally follows the steps below:

Submit EMS Support Request
Emergency Management Review
Leon County EMS Assessment
Coverage Recommendation
Department Funding Confirmation
EMS Resource Assignment
Event Support
Post-Event Billing

EMS Cost Considerations

Unless otherwise approved, the requesting department or sponsoring organization is responsible for all costs associated with EMS coverage. Leon County EMS determines the level of coverage required based on the event’s size, complexity, risk factors, and operational needs. Event organizers should budget for the maximum anticipated level of EMS coverage during the planning process.

Please note:

Leon County EMS currently charges a minimum of 3 hours for standby services.
Events expected to exceed 3 hours should plan and budget for EMS coverage throughout the event.
Additional staffing, equipment, or extended coverage hours may increase costs.
Leon County EMS determines final coverage levels and associated costs following review of the event request.
Current rates and billing information are subject to change and should be confirmed during the planning process.

Frequently Asked Questions

Who determines the level of EMS coverage?

Leon County EMS determines the appropriate level of medical coverage based on information provided by the event organizer. Factors considered may include anticipated attendance, event type, duration, location, environmental conditions, alcohol service, historical attendance, and any identified hazards or special risks.

Florida A&M University’s Department of Emergency Management coordinates the review process and facilitates communication between the requesting department and Leon County EMS.

Who pays for EMS coverage?

Unless otherwise approved, the requesting department or sponsoring organization is responsible for all costs associated with EMS coverage. Applicable charges will be communicated during the planning process and billed following the event.

Can I submit a request less than 30 days before my event?

Requests submitted fewer than 30 days before an event will be reviewed on a case-by-case basis. While Emergency Management and Leon County EMS will make every effort to accommodate late requests, resource availability cannot be guaranteed. Early submission is strongly encouraged to ensure adequate planning and staffing.

What happens if attendance exceeds expectations?

Event organizers should promptly notify the Department of Emergency Management if anticipated attendance significantly increases before the event.

If attendance exceeds expectations during the event, additional EMS resources may not be immediately available. Providing accurate attendance estimates during the planning process helps ensure appropriate medical coverage is assigned.

Does having first aid volunteers eliminate the need for EMS?

No. The presence of first aid volunteers, athletic trainers, nurses, physicians, or other medical personnel does not automatically eliminate the need for EMS coverage.

Leon County EMS will evaluate the event’s overall risk profile and determine whether dedicated EMS resources are recommended or required.

Who coordinates EMS resources on the day of the event?

Leon County EMS is responsible for providing and managing EMS personnel assigned to the event.

The Department of Emergency Management serves as the University’s coordinating agency. It works with the requesting department, Leon County EMS, University Police, Environmental Health and Safety, Student Health Services, and other stakeholders to support event safety and incident coordination as needed.

Contact Information:
Department of Emergency Management
Florida A&M University
Email: EMSRequests@famu.edu