• 1. Purpose
• 2. Scope
• 3. Definitions
• 4. Policy Statement
• 5. Roles and Responsibilities
• 6. Policy Detail and Procedures
• 6.1 Receiving Gifts (Individuals)
• 6.2 Receiving Donations (to WES)
• 6.3 Giving Gifts (by WES)
• 6.4 Declaration and Recording
• 7. Related Policies and References
• 8. Compliance and Breach Handling
• 9. Review and Version Control
• 10. Approval Record

1. Purpose

This policy outlines how the Western Equestrian Society (WES) manages the giving and receiving of gifts and donations - including how they are declared, recorded, and applied in practice. It protects the integrity of WES by ensuring that all gifts are handled transparently; do not result in personal gain or reputational risk; and are managed in line with financial controls and member expectations. It also supports the fair and consistent use of donations, class sponsorships, and merchandise contributions for member benefit.

2. Scope

This policy applies to all WES Council members, Officers, WES Professionals acting in an official capacity, and anyone organising or delivering Society events. It includes: gifts and hospitality offered to individuals in a governance or operational role; items or donations given to WES for use at shows, clinics, or member benefit; and gifts made by WES to volunteers, officials, or prizewinners using WES funds or donated stock. Sponsorships for shows or classes are covered separately under the Fundraising and Sponsorship Policy.

3. Definitions

• Gift: Any item, token, benefit, or hospitality given voluntarily without payment
• Donation: A monetary or in-kind contribution to WES with no expectation of return
• Gift-in-Kind (GIK): Goods or services donated to WES (e.g. merchandise, equipment)
• Register: The official WES Gifts and Donations Register maintained by the Secretary
• Threshold: The policy reporting threshold for individual gifts, set at £25

4. Policy Statement

WES expects all gifts and donations to be handled transparently and appropriately. Individuals in governance roles must not accept personal gifts that could give rise to bias or reputational risk. Donated items should benefit the Society or its members, not individuals, unless a clear and approved exception applies. WES may give modest gifts to judges, volunteers, or prize winners where this is fair, consistent, and documented.

5. Roles and Responsibilities

6. Policy Detail and Procedures

6.1 Receiving Gifts (Individuals)

• Gifts under £25 may be accepted and retained if they are modest, occasional, and not linked to a decision or contract
• Gifts over £25 must be declared and referred to the Secretary
• Repeated gifts from the same source must be treated with caution, regardless of individual value
• Items not suitable for personal retention may be repurposed for member benefit (e.g. raffle prizes, awards)

6.2 Receiving Donations (to WES)

• Donations of goods or services must be declared to the Secretary and logged (e.g. branded stock, rosettes, equipment)
• Monetary donations must be processed through WES accounts
• Items donated must not be used for personal gain by officers of the Society

6.3 Giving Gifts (by WES)

• Modest gifts may be given to judges, long-standing volunteers, or officials - typically non-cash and under £25
• Prize items must be linked to published awards criteria and approved by the Show Co-ordinator
• All gifts issued using WES funds or stock must be recorded in event documentation
• Repurposed donated items (e.g. halters, merch) must be clearly logged and distributed in a fair and visible way

6.4 Declaration and Recording

The Gifts and Donations Register must include: name and role of recipient (or event if group use); donor name and item description; estimated value; and final decision or use. The Register is reviewed annually and summary statistics are shared at the AGM.

7. Related Policies and References

• Conflict of Interest Policy (WES-POL-0003)
• Financial Controls Policy (WES-POL-0008)
• Fundraising and Sponsorship Policy (WES-POL-0011)
• Expenses and Subsistence Policy (WES-POL-0010)
• Gifts and Donations Register (Templates and Tools folder)

8. Compliance and Breach Handling

Undeclared gifts, personal use of donated items, or misuse of WES funds for gifting purposes may be treated as a governance breach and referred to the Chair. Disciplinary action may follow where appropriate.

9. Review and Version Control

10. Approval Record