A half marathon, two tournaments and a club match on the same weekend
Your clinic provides physio cover at local sporting events: a half marathon, a junior football tournament, a rugby club's home matches, a weekend of netball. Each organiser emails or rings with dates, times, expected numbers and questions about price.
The clinic owner quotes from memory, messages physios to ask who is free, and tries to remember which kit bag is going where. On the day, one event has two physios when it needed three, and another has a physio waiting at the wrong gate. The invoice for last month's matches has not gone out because nobody wrote down how many hours were worked.
Why event work is hard to organise
Event cover is a different business from clinic work. It is seasonal, arrives in bursts, and each event has its own requirements for staffing, hours, location and kit. It does not fit the clinic diary, so it is managed in inboxes and group chats.
Organisers are rarely medical people. They are volunteers or club secretaries juggling everything else about the event, and they often do not know what information you need until you ask. Each question adds another message to the chain, and the details that matter most, such as where the medical tent will be or who the contact is on the day, are often settled last.
Staffing is voluntary extra work for many physios, which means asking around every time. Kit is shared and moves between events. Invoicing depends on hours actually worked, which change on the day when matches overrun.
What disorganised event cover costs
| Gap | Consequence |
|---|---|
| Quotes from memory | Inconsistent prices, underquoted events |
| Staffing by message | Gaps or duplicates on the day |
| Kit not tracked | Missing equipment at an event |
| Event details scattered | Physios arrive without key information |
| Hours not recorded | Invoices late or underbilled |
Organisers remember a well-run event. Those who get a smooth experience book again next year, and recommend you to others.
How we run events from enquiry to invoice
- An enquiry form on your website captures event type, dates, times, location, expected participants and organiser details.
- A quote is generated from your rate card for staffing and extras, for the owner to review and send.
- Once accepted, the event appears on an event board where your physios can claim shifts, checked against their availability and qualifications you record.
- Kit bags and equipment are assigned to events, so you can see where everything is.
- Physios receive event details on their phone: location, contact on the day, arrival time and notes.
- After the event, physios confirm hours worked, and the invoice is drafted in Xero or QuickBooks from actual hours.
A smoother season
Quotes go out quickly and consistently. Shifts are filled by physios who want them, without a round of messages. Everyone knows where the kit is. Invoices go out soon after each event and match the hours worked. The owner can see the whole season's events at a glance and plan staffing ahead of busy weekends.
Physios like it because they can pick up extra work that suits them without being asked individually, and they turn up with the information they need. Organisers like it because they get a quote quickly and a clear confirmation of who is coming. And the owner can finally see whether event work is worth doing, with the hours, kit and income for each event in one place rather than across months of messages.
Is event cover run like this for you?
- Event enquiries come by email and phone with no standard form
- Quotes are worked out from memory
- Shifts are filled by messaging physios individually
- Kit has gone missing or ended up at the wrong event
- Event invoices are sent late or underbilled