• 1. Purpose
• 2. Scope
• 3. Definitions
• 4. Policy Statement
• 5. Roles and Responsibilities
• 6. Policy Detail and Procedures
• 6.1 Immediate Response
• 6.2 Completing the Incident Report
• 6.3 Submission and Review
• 6.4 Follow-Up
• 6.5 Confidentiality
• 7. Related Policies and References
• 8. Compliance and Breach Handling
• 9. Review and Version Control
• 10. Approval Record

1. Purpose

This procedure ensures that all accidents, near misses, injuries, welfare concerns, or dangerous behaviours at WES events are reported, recorded, and acted upon consistently. It protects individuals, supports learning, and enables WES to meet its legal and moral duties.

2. Scope

This procedure applies to all WES-organised or affiliated events (shows, clinics, training, camps); any in-person WES meetings or activities; and Council, volunteers, participants, spectators, or horses involved in an incident. It covers physical injuries; falls or near misses; horse incidents; dangerous conduct or facilities; medical or safeguarding events; and welfare and behavioural concerns.

3. Definitions

• Incident: Any unplanned event causing or with the potential to cause harm
• Near Miss: An incident with no immediate harm but clear risk of future injury or failure
• Reporter: The person completing or initiating the incident report
• Event Lead: The person in charge of the activity during which the incident occurred

4. Policy Statement

WES takes all incidents seriously - no matter how minor. Timely reporting allows us to manage risk, address concerns, and demonstrate due diligence. We do not place blame for honest mistakes but expect openness, factual recording, and swift communication.

5. Roles and Responsibilities

6. Policy Detail and Procedures

6.1 Immediate Response

• Ensure the safety of the person or horse involved
• Call for first aid or emergency support if required
• Secure the area if ongoing risk is present
• Notify the Event Lead (or Welfare/Safeguarding Officer if more appropriate)

6.2 Completing the Incident Report

Use the WES Incident Report Form (digital or printed copy) and complete as soon as possible, ideally within 24 hours. Include: date, time, location; description of incident; people and horses involved; immediate actions taken; witnesses or supporting photos; and who was notified. The Event Lead is responsible for ensuring a report is submitted, but anyone may initiate one.

6.3 Submission and Review

Email or share completed reports with the Secretary within 7 days. Mark as High Priority if: hospitalisation or serious injury occurred; a horse welfare issue arose; emergency services were called; or a safeguarding concern was triggered. Reports are logged by the Secretary and may be shared confidentially with the Chair (for serious matters), the Welfare Officer or Safeguarding Lead, and the Event Co-ordinator (if planning concerns arise).

6.4 Follow-Up

Minor incidents may require no further action. Moderate events may trigger: equipment review; venue feedback; or adjusted risk controls. Serious incidents may trigger: formal investigation; disciplinary referral; or insurance or external reporting. The Secretary will ensure that outcomes are logged and closed.

6.5 Confidentiality

• Reports are held securely for a minimum of 6 years
• Only those with a need-to-know may access incident data
• Personal or medical information will be handled in line with the Data Protection Policy

7. Related Policies and References

• Health and Safety Policy (WES-POL-0027)
• Animal Welfare Policy (WES-POL-0026)
• Safeguarding Policy (WES-POL-0020)
• Disciplinary Procedure (WES-POL-0021)
• Risk Assessment Template
• WES Incident Report Form (Templates and Tools folder)

8. Compliance and Breach Handling

Failure to report an incident may delay response or increase risk at future events. Anyone deliberately suppressing, ignoring, or falsifying incident data may be subject to formal disciplinary action.

9. Review and Version Control

10. Approval Record