Writing an RFP for Sports Event Cooling Equipment (Trail, Marathon, Hyrox)

An exertional heat stroke death on a trail run, marathon, or Hyrox event puts the event medical director's decisions under direct scrutiny. Unlike a fire service or a public agency, a sports event organizer is generally not bound by public procurement law and can contract directly with a supplier. That does not lessen the need for a disciplined process to define requirements and compare bids.

Short answer: an RFP for sports event cooling equipment should size the number of stations to participant count and course format, require a structurally stable unit capable of simultaneous immersion for 2 people, and close 8 to 12 weeks before the event to allow a field demonstration (ACSM 2023, IOC/BJSM 2021, Korey Stringer Institute).

Why a dedicated RFP matters, even outside public procurement rules

The ACSM, the IOC (Hosokawa, Racinais et al., BJSM 2021), and the Korey Stringer Institute explicitly recommend that cold water immersion equipment be available at any event carrying heat stroke risk. Without a clear set of requirements, two risks compound: an undersized setup that cannot treat a severe case within the therapeutic window, and legal exposure if the equipment in place does not match current recommendations.

Step 1: Size the need to the event

Sizing depends directly on the event format:

• Number of cooling stations: based on participant count, distance, expected weather profile, and incident history on comparable events
• Geographic distribution: the finish line should always be equipped, with intermediate stations for long-distance formats or the most heat-exposed sections
• Portability: for loop or point-to-point courses, ease of transport between stations matters as much as cooling capacity itself

Step 2: Set a realistic contracting timeline

An RFP for event medical equipment needs to close early enough to allow for:

• Consulting multiple suppliers and comparing proposals
• A field trial or demonstration before race day, if the equipment is new to the medical team
• Training volunteers and medical staff who will run it on the day
• A buffer for unexpected delivery delays

Eight to twelve weeks before the event is a reasonable baseline for a mid-to-large event.

Step 3: Define the technical requirements

• Structural stability and 2-person capacity: at a first-aid post often staffed by a small team, a frame that stays level on uneven ground and holds 2 patients in simultaneous immersion determines the ability to treat multiple cases in quick succession
• Whole-body immersion with continuous patient access: airway monitoring, rectal temperature checks, and resuscitation without removing the patient from the unit
• Portability and folded weight: a decisive factor for events requiring multiple stations or deployment on natural terrain (trail, beach, off-road)
• Number of units needed simultaneously, based on how many runners could realistically require treatment at once on high-turnout formats
• Ease of use for volunteers or medical teams unfamiliar with the equipment

Step 4: Compare bids and check insurance alignment

Ask every supplier you consult for:

• A timed deployment demonstration
• References from comparable sports events
• Rental vs. purchase terms, depending on how often your organization runs events
• Confirmation the equipment fits your event insurance requirements and the medical protocol signed off by your medical director

For a one-off event, renting may make more sense than buying. For an organization running several events a season, direct purchase quickly becomes the more economical route.

Common mistakes to avoid

• Undersizing the number of cooling stations relative to expected participant numbers
• Selecting equipment the medical team has never tested before race day
• Overlooking portability for natural-terrain or point-to-point courses
• Failing to confirm the equipment matches the protocol already signed off by the medical director

Kollder One™ and Kollder Go™, built for event medical posts

Kollder One™ is built on a 6-point steel frame that stays stable on any terrain, with room for 2 people in simultaneous immersion and full patient access throughout. Kollder Go™, the hybrid backpack/wheeled transport bag (85 x 10 x 10 cm), makes it practical to deploy multiple stations across a single event, including on natural-terrain formats.

For a demonstration or a quote: kollder.com/#contact

Further Reading

• Event Medical Cooling Checklist for Race Organizers
• Event Medical Providers and Heat Waves: Heat Stroke Sports Guide
• Emergency cooling tubs for event medical support
• Request a Kollder Quote

Sources

• ACSM Expert Consensus Statement on Exertional Heat Illness, 2023
• IOC Adverse Weather Impact Expert Working Group (Hosokawa, Racinais et al.), BJSM 2021
• Casa DJ et al., Exercise and Sport Sciences Reviews, 2007
• Korey Stringer Institute (KSI, Dr Douglas Casa)