Terms & Conditions

H&P Equine Events act as an event organiser for a mixture of equine-related activities such as, but not limited to, clinics and fun rides. The following Terms and Conditions have been put in place for the protection of everyone involved. They apply to all riders, instructors, volunteers, and spectators and must be adhered to at all times.

All persons participating in the event agree to be bound by these Terms and Conditions of the Event.

H&P Equine Events reserves the right to refuse entry or riding without stating the reason and to cancel the competition and all rights of admission.

Any person causing damage, disruption, or unwanted behaviour will be asked to leave the premises or event area and will not be permitted to participate further.

Any individual seen to be causing distress or suffering to any animal will be asked to leave and will be reported to the appropriate authorities.

All attendees must take all reasonable precautions to avoid and prevent accidents and must obey the instructions of the officials and stewards.

At all times people must socially distance themselves from people outside of their own little

bubbles to avoid unnecessary spreading.

Please ensure you wash and/or sanitise your hands regularly and that you do not touch

equipment unless absolutely necessary.

Individuals should check the current Government Coronavirus Legislation to check that they are

legally able to travel to activities run by H&P Equine Events. If you feel unwell at any point,

please inform one of the team via text message/phone call and then safely leave the premises.

For more information about how Covid-19 may affect protocols in equestrian centres please

see: https://www.britishequestrian.org.uk/coronavirus/covid-19-faqs.

These rules apply to all events run by H&P Equine Events:

• Entries can be made directly via links on our social media pages.

• Entries can be made manually by a staff member via direct message.

• Late entries may be accepted after the closing date if space permits, these will be accepted on a first come, first served basis.

• We reserve the right to refuse entry to any person at our discretion without explanation.

H&P Equine Events reserve the right to cancel, alter, amend, split or amalgamate any event or

clinic at any time.

Withdrawals:

• Withdrawals prior to the entry closing dates: A refund will be given, minus any administration fees.

• Withdrawals after entry closing dates: the entry fee may be carried to a future event depending on the circumstance.

• Withdrawals the day before an event are not eligible for any refund or reschedule.

• In the event of event cancellation due to unforeseen circumstances, H&P Equine Events will endeavour to reschedule the event, transfer any entries to a future date or refund any entries.

• Withdrawals must be made by email to hpequineevents@gmail.com.

These rules apply to any clinic, fun ride or event at varying locations run by H&P Equine Events.

• All events are run under the relevant governing body rules for that discipline unless otherwise stated.

• It is the owners/riders responsibility to ensure that horses/ponies are of the correct ability for that which they are participating in.

• The stewards’ and volunteers' decisions are final.

• Owners submitting entries for their horses/ponies do so at their own risk and it is deemed a condition of entry that no liability of any kind is attached to H&P Equine Events or its officials in any respect whatsoever.

• All horses entering the property/location must be covered by a public/third party liability insurance policy.

• Any persons responsible for a stallion must ensure that they are secure at all times and correctly display the appropriate ribbons and discs.

• All horses should be vaccinated, and routine compliance checks will be made.

• First Aid cover will be available on-site at all of our competitions.

Correct riding wear for the chosen event must be worn whilst participating.

• A correctly fitting hat conforming to the current standard must be worn when mounted.

• For information about current standards please refer to the relevant governing body. (when jumping solid XC fences, the hat should be peakless).

• A correctly fitting body protector is strongly advisable for all disciplines, conforming to the correct current standard per discipline (for information about current standards please refer to the relevant sport governing body).

• It is advised that riders wear boots with a smooth sole and a small heel.

Photographs may be taken at events by a professional photographer who has been approved by H&P Equine Events. We reserve the right to use these photographs for advertising purposes to promote future events. No other photographers are permitted to photograph the event unless permission is sought from Senior Staff prior to the day.

Please respect the photographer's copyright and do not screengrab or duplicate their photos. If you wish to use the photos please contact them personally to purchase their photos.

You may take photos and videos, for your own use, such as on a GoPro. If you are attending clinics or lessons please ask the Coach for permission before taking photos or videos.

Please ensure that you pick up any droppings, litter, or loose hay from the area you have been using before leaving.

All vehicles should be parked sensibly, leaving enough room for emergency access.

No horse or pony is to be left unattended unless correctly secured inside the trailer/horsebox.

Strictly no all-terrain vehicles or motorcycles. If you have mobility issues, please contact us prior to the event for alternative arrangements.

Spectators are welcome at all our events. They must listen to any instructions given while on-site for their safety and the safety of riders and horses.

Smoking is forbidden.

Well-behaved dogs are very welcome but must be kept on a lead at all times. Please clean up any waste.

All children under 18 must be supervised by a responsible adult at all times.

These rules apply to any event organised by H&P Equine Events.

H&P Equine Events has taken every reasonable precaution to ensure the health and safety of everyone present. For these measures to be effective, everyone must take all reasonable precautions to avoid and prevent accidents and must obey the instructions of the organisers, officials, and stewards.

H&P Equine Events, the venue owner, the instructors, landowners, or any other officials involved will not be held responsible for any accident, injury, damage, or loss to any person or their property in connection with or arising from any event, whether or not it was caused by the negligence of the proprietors.

All clients must have their own personal and third-party insurance and provide documentary evidence of such cover if requested by the proprietors. All horses entering the property must be covered by a public/third-party liability insurance policy. It is the responsibility of riders and owners to ensure they and their property are effectively insured. This is not the liability of the event organiser.

Ensure that the horse or pony has received two injections for primary vaccination against equine influenza, given no less than 21 days and no more than 92 days apart. Only these two injections need to have been given before the animal can attend the event.

If sufficient time has elapsed, a first booster (the third injection) should be given no less than 150 days and no more than 215 days after the second injection of the primary vaccination.

Subsequently, booster injections must be given at intervals of no more than one year apart.

We understand that due to the COVID-19 pandemic, there may be some issues with horses’ vaccination records. We are working with our veterinary professionals to develop a policy for these cases.

Failure to comply with our vaccination and biosecurity policy will not automatically qualify for refunds or future credit.

Biosecurity:

If your horse is showing any symptoms of illness, please do not bring them to any events. Symptoms include, but are not limited to:

• Temperature below 36.5°C or above 38.5°C

• Breathing rate below 8 breaths/min or above 15 breaths/min

• Resting heart rate below 25 beats/min or above 45 beats/min

• Capillary refill time (in the gums) of more than 1–2 seconds

• Discharge from the eyes or nose

• Unusual stance

• Unusual droppings or amount of droppings

• Not drinking or eating

• Unusual general demeanour

Whilst at any event organised by H&P Equine Events, please do not allow your horse to have contact with any other horse, except those they have come with.

Avoid having contact with any horse other than your own. If you do have contact with another horse, wash your hands afterward.

Bring your own water buckets and avoid submerging hoses.

Do not share any equipment between horses unless it has been disinfected between uses.

Please do not allow your horses to graze anywhere onsite at hired event venues. Where possible, try to avoid grazing on farmers' land (during clinics) as the pasture is also used by other livestock species.

Statement of Intent:

At H&P Equine Events, we are committed to providing a warm, caring, and safe environment where everyone can learn and enjoy themselves in a relaxed and secure setting.

Behaviours such as bullying, aggression, or segregation of any kind are unacceptable and will not be tolerated at our events. We take all incidents seriously. Everyone has the right to be treated with respect, and individuals who do not behave appropriately will be addressed by organisers. Further action will be taken if necessary.

Please speak up if you feel uncomfortable or if you witness or hear something that makes you uneasy.

H&P Equine Events does not accept discriminatory behaviours related to race, ethnicity, gender, sex differences, age, social class, health, or disability. We encourage everyone to participate in our events and strive to create an inclusive and welcoming environment. If you feel we could do better or require additional support, please email us—we are always working to improve our services.

Procedures for Reporting and Responding:

All staff will respond calmly and consistently to all allegations and incidents. These matters will be taken seriously, handled impartially and promptly, and all parties involved will have the opportunity to be heard. Staff will protect and support any children or vulnerable individuals while investigations take place.

The following process will be used for reporting and responding to all allegations and incidents:

1. Report all accidents and incidents to staff.

2. Staff will ensure the victim(s) feels safe and will listen to all those involved.

3. The problem will be identified, and possible solutions suggested.

4. Appropriate action will be taken quickly to end the behaviour.

5. Serious incidents will be recorded by staff on an Incident Report Sheet, which will be kept on file for safeguarding.

6. After the incident has been investigated and addressed, each case will be monitored to prevent recurrence.

7. If necessary and appropriate, relevant officials, such as the police, will be consulted.

Possible Sanctions:

• Apology to the victim(s), either verbally or in writing.

• Suspension from attending events.

• Exclusion from attending events.