• 1. Purpose
• 2. Scope
• 3. Definitions
• 4. Policy Statement
• 5. Roles and Responsibilities
• 6. Policy Detail and Procedures
• 6.1 Event Registration and Risk Assessment
• 6.2 Risk Assessment Requirements
• 6.3 On-the-Day Responsibilities
• 6.4 Incident Reporting
• 6.5 Venue and Contractor Safety
• 6.6 Emergency Planning
• 6.7 Behaviour and Exclusions
• 7. Related Policies and References
• 8. Compliance and Breach Handling
• 9. Review and Version Control
• 10. Approval Record

1. Purpose

This policy sets out how WES ensures a safe environment for all members, volunteers, spectators, and horses during Society activities. It defines responsibilities, expectations, and minimum standards for managing health and safety across our events and operations. WES is committed to preventing harm and promoting good practice, recognising that health and safety is a shared responsibility.

2. Scope

This policy applies to all WES-organised or affiliated events (shows, clinics, training days, camps); all Council and Extended Council meetings or in-person activities; and all WES Officials, clinicians, contractors, volunteers, and members involved in Society operations. It covers risk assessment and event planning; incident prevention and reporting; site safety, behaviour, and emergency procedures; and roles and responsibilities. Animal welfare is covered separately within the Animal Welfare Policy.

3. Definitions

• Event Lead: The individual designated as responsible for planning and running a specific WES event
• Risk Assessment (RA): A written review of potential hazards, their likelihood and severity, and mitigation measures
• Event Co-ordinator: A WES-appointed role responsible for reviewing event submissions and ensuring minimum safety standards are met
• Incident: Any accident, near miss, injury, illness, or dangerous occurrence requiring action or documentation

4. Policy Statement

WES will take all reasonable steps to ensure that its activities are planned and delivered in a way that minimises risk. While horse sport carries inherent risks, we are committed to: prioritising safety for people and animals; ensuring all events are properly risk-assessed and reviewed; responding swiftly and transparently to incidents; and equipping those in charge with clear processes and responsibilities.

5. Roles and Responsibilities

6. Policy Detail and Procedures

6.1 Event Registration and Risk Assessment

• All WES events must be registered via the WES website using the official event submission form
• The Event Lead must complete and upload a Risk Assessment using the WES template as part of the submission
• RAs will be reviewed by the Event Co-ordinator prior to publication or promotion

If the Event Co-ordinator has concerns about venue suitability, mitigation measures, or compliance, they may: request revisions; provide additional guidance; or decline or postpone the event.

6.2 Risk Assessment Requirements

The RA must consider: venue layout and access; surface conditions and weather impact; parking and traffic management; warm-up and riding zones; horse handling areas; spectator safety; and fire, medical, and evacuation planning. Control measures must be clearly described and realistic. Generic or copy-paste RAs will not be accepted.

6.3 On-the-Day Responsibilities

• A named Event Lead or Safety Contact must be present and contactable throughout
• A briefing must be provided to all helpers and officials before the start of activities
• Participants must be issued with any relevant safety instructions (verbally or in writing)
• First aid provision must be in place and contact numbers for medical and veterinary emergencies must be readily available

6.4 Incident Reporting

All incidents, accidents, or near misses must be: reported to the Event Lead on the day; recorded using the WES Incident Report Form; and submitted to the Welfare Officer and Event Co-ordinator within 7 days. Serious incidents (hospitalisation, serious horse injury, rider fall with head impact, etc.) must be escalated immediately to the Chair and Secretary.

6.5 Venue and Contractor Safety

Event Leads are responsible for checking the venue's suitability and liaising with owners as needed. Where possible, WES will request: a copy of the venue's public liability insurance; confirmation of arena or surface maintenance; and basic emergency protocols for the site.

6.6 Emergency Planning

The Risk Assessment must include: the nearest hospital and veterinary facility; emergency access route and assembly point; and how incidents will be managed (e.g. evacuation, communications, crowd control). Mobile phones must be fully charged and in possession of the Event Lead or Safety Contact during all WES events.

6.7 Behaviour and Exclusions

Unsafe behaviour from any participant (e.g. reckless riding, refusal to follow instructions, abusive conduct) may lead to: a verbal warning; immediate removal from the arena or event; or referral via the Disciplinary Procedure. Helmets and suitable footwear are mandatory when mounted, and horses must be fit, sound, and under control.

7. Related Policies and References

• Animal Welfare Policy (WES-POL-0026)
• Safeguarding Policy (WES-POL-0020)
• Disciplinary Procedure (WES-POL-0021)
• WES Risk Assessment Template (Templates and Tools folder)
• Incident Report Form
• WES Event Submission Form (via website)
• Rule Book (competition-specific safety regulations)

8. Compliance and Breach Handling

Events that do not follow this policy may be withdrawn from WES publicity, insurance cover, or affiliation. Individuals who repeatedly ignore safety responsibilities may be removed from their role or referred for disciplinary action. Failure to submit a valid Risk Assessment may result in cancellation or rejection of the event.

9. Review and Version Control

10. Approval Record