SAFETY POLICY STATEMENT

Windsor Park Equestrian Club (WPEC) is committed to ensuring the health, safety, and welfare of its officials, volunteers, members, competitors, visitors, and the general public while maintaining a safe environment for equestrian activities. The Club recognises its responsibilities under the Health and Safety at Work etc. Act and all relevant legislation and will take all reasonably practicable measures to minimise risks. Everyone has the right to enjoy being around horses in a safe and supportive environment.

To achieve this, WPEC will:

• Conduct risk assessments and implement suitable control measures.
• Maintain safe systems of work, including proper handling, storage, and transport of equipment and materials.
• Provide adequate training, supervision, and information to ensure safety.
• Ensure safe plant, equipment, and facilities, with proper access and egress.
• Collaborate with relevant authorities, including The Crown Estate Office.
• Require contractors to comply with Club safety standards.
• Expect all members to take reasonable care of their own safety and that of others.

Equestrian Activity Safety Measures

• Do not put yourself or others at risk
• All individuals riding horses or on a carriage must wear a securely fastened, safety-approved hard hat at all times. This includes grooms and passengers on carriages whilst exercising or on the pleasure drive.
• Drivers and grooms must wear appropriate safety gear. Those under 18 and all marathon participants must wear body protectors.
• Riders must use well-maintained, correctly fitted tack. Riders under 18 must wear body protectors in addition to hard hats.
• Horses must be fit for competition, and all handling, riding, and driving must be conducted with due care.
• Organisers must ensure safe courses, arenas, and emergency procedures.

• All attendees must comply with directions given by WPEC officials or The Crown Estate officials.

• All lorries and caravans must carry a fully operational 3kg fire extinguisher.

• Dogs must be on a lead and under control at all times. Failure to comply will result in disqualification.

• Barbeques are strictly prohibited anywhere on the showground, as per The Crown Estate Bye-Laws.

 

• A equine may not compete more than once in a marathon or compete on the marathon and then participate in the Pleasure Drive or Gateway classes if they are hosted on the same day.

 

• WPEC General Committee or senior officials (ie Vet, Farrier, Judges, Technical Delegate or Course Designer) reserves the right to prevent an equine from participating in any phase of the event should they feel the equine is unsafe competing, or by allowing it to continue it would be detrimental to horse welfare, or under the Social Licence to Operate guidelines.

Safeguarding & Emergency Procedures

WPEC has a designated Safety and Safeguarding Lead to oversee welfare concerns. First aid kits will be available, trained medics will be present at organised events, and emergency contacts will be displayed. Incident reports must be submitted to the Club Safety Lead in case of an accident.

For more information on Safety , please refer to our Safety Policy which can be found on our website or by requesting a copy from our Safety & Safeguarding Lead

This policy will be reviewed and updated regularly to ensure ongoing compliance. Failure to adhere to safety regulations may result in exclusion from Club activities.

 

Safeguarding Policy Statement

 

Windsor Park Equestrian Club (WPEC) is committed to ensuring the safety and well-being of all individuals involved in our activities, with a particular focus on children and adults at risk. We recognise our duty of care and responsibility to create a safe and supportive environment where everyone can enjoy equestrian sports free from abuse, neglect, exploitation, or discrimination.

Safeguarding is a shared responsibility, and all committee members, competitors, officials, volunteers, and visitors must remain vigilant in identifying and addressing concerns. WPEC follows national safeguarding legislation and best practice guidelines in collaboration with British Equestrian and British Carriagedriving.

Roles and Responsibilities

WPEC has a designated Safeguarding Lead who oversees safeguarding matters, provides guidance, and act as key point of contact for reporting concerns. Any suspicion of abuse, neglect, or risk—whether physical, emotional, sexual, financial, or through radicalisation—must be reported immediately.

It is not the responsibility of WPEC members to investigate concerns, but it is their duty to report them to the Safeguarding Lead, who will take appropriate action, including referring cases to external authorities when necessary.

Recognising and Reporting Concerns

Abuse can take many forms, including:

Physical abuse – hitting, shaking, or inflicting harm

Sexual abuse – inappropriate touching, exploitation, or grooming

Emotional abuse – bullying, intimidation, or coercion

Neglect – failure to provide necessary care and support

Financial abuse – coercion related to money or assets

Radicalisation – exposure to extremist views that may lead to harm

 

Early intervention and information-sharing are critical. No concern should be ignored, and all reports will be handled sensitively and in line with data protection regulations. Confidentiality will be maintained unless sharing information is necessary to protect an individual from harm.

Training and Awareness

To uphold safeguarding standards, WPEC will ensure that its Safeguarding Lead and relevant personnel receive appropriate training. Safeguarding policies are reviewed regularly to reflect changes in legislation and best practices. Members, volunteers, and participants are encouraged to familiarise themselves with WPEC’s safeguarding procedures and take an active role in promoting a culture of safety.

Commitment to a Safe Environment

By embedding safeguarding into all aspects of our Club, we aim to create a welcoming, inclusive, and secure equestrian community. All individuals, regardless of age or background, should feel safe, supported, and respected while participating in our activities.

For more information or to report a safeguarding concern, please contact the WPEC Safeguarding Lead.

Failure to adhere to safety regulations including Equine Welfare, Social Licence to Operate or riding/driving in a reckless or dangerous manner may result in suspension or exclusion from the Club and its activities.

For more information on Safeguarding, please refer to our Safeguarding Policy for Adults or our Safeguarding Policy for Children which can be found on our website or by requesting a copy from our Safety & Safeguarding Lead

 

Photography Statement

At Windsor Park Equestrian Club, we strive to create a welcoming, professional, and safe environment for all competitors, participants, volunteers, officials, members and committee members. It is important to note that within the Deer Park and the wider Windsor Great Park where the majority of our events take place is a public space that attracts millions of visitors each year. As a result, we cannot control who may be photographing or filming the event or anyone associated with, or participating in the event. This includes the photography and filming of children. Therefore by attending or participating in our events, you acknowledge and consent to the possibility of being photographed, filmed, or recorded by various parties, including but not limited to our official photographers, sponsors, fellow competitors, spectators, members of the public, journalists, freelance photographers, paparazzi, and professional film crews. These photographs and videos may appear in a variety of media formats, including but not limited to digital platforms, print publications, social media, websites, and other forms of media.

Any filming or photography conducted by any party who is not our official photographer/videographer are outside of the Club’s control and may involve the capture of images or footage in public areas that could include you or others present at the event.

Under 18s

For participants under 18, their privacy and safety are our top priorities. We ask that competitors, volunteers, and officials refrain from photographing or filming minors without explicit permission from a parent or guardian. This policy ensures the protection and well-being of young participants. Unless WPEC is notified via our Opt-Out form (please see below), any participant under 18—whether competing, officiating, volunteering, or assisting as a groom—may be photographed by our official photographer or a WPEC authorised representative for media purposes, please see the above statement.

Opting Out

If you wish to opt out of being photographed or filmed by our official photographers, or if you prefer that your image not be used in our promotional materials, we respect your decision. To do so, please contact us in advance for the opt-out form. Please be aware that any opt-out request must be completed and submitted to us at least 24 hours before the start of the competition or event. We will make every effort to accommodate your request, but please note that the opt-out process will not be effective for any photos or videos already taken before the form is submitted or by anyone who is not our official photographer.

The Club is committed to maintaining a respectful and professional environment for all participants, and we ask that all attendees, photographers, and media personnel adhere to this policy. If you have any questions regarding the use of photographs or videos taken during the event or wish to inquire further about your rights, please do not hesitate to reach out to our event coordinators. We appreciate your cooperation in ensuring a positive and respectful experience for everyone involved.