• 1. Purpose
• 2. Scope
• 3. Definitions
• 4. Policy Statement
• 5. Roles and Responsibilities
• 6. Policy Detail and Procedures
• 6.1 Inclusive Behaviour and Culture
• 6.2 Participation and Access
• 6.3 Representation and Governance
• 6.4 Communication
• 6.5 Responding to Concerns
• 6.6 Limitations and Context
• 7. Related Policies and References
• 8. Compliance and Breach Handling
• 9. Review and Version Control
• 10. Approval Record

1. Purpose

This policy affirms the Western Equestrian Society's (WES) commitment to creating an inclusive, respectful, and welcoming environment for everyone involved in its activities. It ensures that equality, diversity, and inclusion (EDI) principles are upheld across all aspects of Society life - including membership, leadership, events, communication, and representation.

2. Scope

This policy applies to all members of WES; Council and Extended Council; WES Professionals and Area Representatives; event participants, clinicians, volunteers, and officials; and anyone acting in an official capacity on behalf of WES. It covers behaviour and culture; representation and decision-making; accessibility of communication and events; and response to discrimination or exclusion.

3. Definitions

• Equality: Fair treatment for all, regardless of background or personal characteristics
• Diversity: The recognition and respect of difference across identities and experiences
• Inclusion: Proactive creation of a culture where everyone feels welcome and able to participate fully
• Protected Characteristics: As defined under the Equality Act 2010, including age, race, sex, gender reassignment, disability, sexual orientation, religion or belief, pregnancy and maternity, and marital status

4. Policy Statement

WES believes that equestrian sport and community activities should be open and accessible to all. We do not tolerate discrimination, harassment, or exclusion - whether overt or unconscious. While WES is a volunteer-led organisation, we are committed to reflecting diverse experiences and voices in our governance and culture; removing unnecessary barriers to participation; acting fairly and with integrity in how we treat our members; and listening and improving where we fall short.

5. Roles and Responsibilities

6. Policy Detail and Procedures

6.1 Inclusive Behaviour and Culture

• All individuals acting on behalf of WES must behave respectfully and inclusively
• Derogatory, offensive, or exclusionary language or conduct will not be tolerated
• Disagreement is acceptable; disrespect is not
• Council and event organisers will intervene if exclusion, bias, or harassment is observed

6.2 Participation and Access

• WES will take reasonable steps to support participation by individuals with access needs
• Events and activities will aim to be as accessible as possible in terms of venue, scheduling, and communication
• Members with specific requirements are encouraged to notify the Secretary or relevant event lead in advance

6.3 Representation and Governance

• WES encourages participation in leadership by individuals from a range of backgrounds and experiences
• Decisions will be made transparently, and bias will be actively mitigated
• Recruitment to roles (where applicable) will be open, fair, and based on skills and commitment

6.4 Communication

• WES will use plain, respectful language in communications and avoid unnecessary jargon
• We will aim to reflect the diversity of our community in our imagery and tone
• Feedback on communication accessibility is welcome and will be reviewed

6.5 Responding to Concerns

• Concerns about exclusion, discrimination, or inappropriate behaviour can be raised to the Secretary or Chair
• All concerns will be treated seriously and confidentially
• Serious breaches will be addressed via the Disciplinary Procedure

6.6 Limitations and Context

• WES recognises its size and resources mean we cannot meet every request - but we will consider all concerns in good faith
• Where access or inclusion is limited by third-party providers (e.g. event venues), WES will still seek to mitigate impact wherever possible

7. Related Policies and References

• Code of Conduct
• Volunteer Management Policy (WES-POL-0022)
• Disciplinary Procedure (WES-POL-0021)
• Safeguarding Policy (WES-POL-0020)
• Equality Act 2010 (external reference)

8. Compliance and Breach Handling

Any form of discrimination, harassment, or exclusion that breaches this policy may result in disciplinary action, up to and including removal from role or membership. WES expects all members to act if they witness discriminatory behaviour - either by addressing it directly if safe to do so, or by reporting it to the Secretary or Chair.

9. Review and Version Control

10. Approval Record