1. Purpose and Scope

This policy sets out the procedures followed by Bishton Riding Centre / Equinimity CIC for the safe transport of ponies travelling to and from schools, care homes, healthcare settings, and other community venues as part of our visiting animal and therapeutic wellbeing programme. It applies to all journeys undertaken under our Exhibiting Animals Licence, whether one pony or up to two ponies are being transported at any one time.

This policy has been written with reference to the Animal Welfare Act 2006, the Welfare of Animals (Transport) (England) Order 2006, and relevant DEFRA and Association of British Riding Schools (ABRS) guidance, and will be reviewed annually or sooner following any incident, near miss, or change in legislation.

2. Ensuring Ponies Are Fit to Travel

Before every journey, the named handler will carry out a pre-travel check of each pony to confirm it is fit and well enough to travel and to undertake the planned visit. No pony will travel if there is any doubt about its fitness.

2.1 Pre-Travel Checks

The following checks are carried out and recorded before loading:

• General demeanour, alertness, and temperament are normal for the individual pony

• No signs of lameness, injury, swelling, heat in the limbs, or abnormal gait

• No signs of colic, diarrhoea, coughing, nasal discharge, or other illness

• Eyes, ears, and skin checked for injury or irritation

• Feet and shoes (where applicable) checked and free from problems

• Pony is not heavily pregnant, very recently foaled, or otherwise medically unsuitable for travel

• Vaccination and worming records are up to date

• Pony has had access to food and water prior to departure and is not travelling directly after a full feed

• Suitable travel equipment fitted correctly (travel boots/bandages, tail guard, headcollar and lead rope, poll guard if required, rug appropriate to weather)

2.2 Suitability for the Visit

In addition to physical fitness, the handler considers the pony's temperament and prior experience to ensure it is suited to the specific setting (e.g. calm, well-handled ponies only are selected for care home and healthcare visits, given the close proximity to vulnerable people, wheelchairs, hoists, and medical equipment).

Any pony showing signs of stress, illness, or unsuitability on the day will be withdrawn from the visit and an alternative pony used, or the visit postponed, rather than risk the welfare of the pony or the safety of those being visited.

2.3 Number of Ponies Travelling

When two ponies travel together, they will be familiar with one another and accustomed to travelling as a pair, to minimise stress. Compatibility is assessed in advance and ponies are not paired with others they show signs of conflict with.

3. Vehicle, Cleaning and Hygiene Procedures

3.1 Vehicle Standards

Ponies are transported in a purpose-built horsebox / trailer that is:

• Roadworthy, taxed, insured (including livestock/horsebox cover), and within current MOT where applicable

• Serviced regularly in line with manufacturer recommendations, with records kept

• Fitted with secure partitions, non-slip flooring, adequate ventilation, and working internal lighting

• Checked before every journey for secure ramps, latches, lights, tyres (including tread and pressure), and brakes

3.2 Cleaning and Hygiene

To maintain hygiene standards and reduce the risk of cross-contamination between visit settings (particularly care homes and healthcare premises), the following routine is followed:

• The vehicle floor and partitions are swept and droppings/soiled bedding removed after every journey

• The vehicle is washed out and disinfected with a veterinary-approved disinfectant on a weekly basis, and immediately after any visit to a healthcare or care setting

• Fresh bedding (e.g. rubber matting with shavings or shredded paper as appropriate) is used for each journey where bedding is provided

• Hooves are checked and picked out, and the pony brushed down, before loading, to minimise mud and debris transferred into care settings

• Equipment (headcollars, lead ropes, grooming kit, boots) used for visits is kept clean and stored separately from general yard equipment

• Handlers wash hands or use hand sanitiser before and after handling ponies at care home and healthcare visits, and ponies are not taken on visits within 7 days of any infectious illness or known exposure

4. Maximum Travel Times and Distances

To safeguard the welfare of the ponies, journeys are kept as short as practicable and within the following limits:

Journey type

Maximum guideline

Single journey (one way) to a visit

Up to 1 hour / approx. 40 miles

Total travelling time in one day (combined outward and return)

No more than 2 hours total

Rest break

A minimum 30-minute rest with access to water is given if a single journey is expected to exceed 1 hour, before continuing or before the pony works

Number of visits per day per pony

Normally one visit; a second visit only where total travel and working time remains within welfare limits and the pony shows no signs of fatigue

These are guideline maximums; the welfare of the pony always takes priority and journeys will be shortened, postponed, or cancelled if conditions or the pony's condition warrant it. Longer journeys (e.g. for training, competition, or veterinary treatment) are assessed separately and are not part of routine visiting work.

5. Travelling in Adverse Weather Conditions

Weather conditions are checked before every journey and the following precautions apply:

5.1 Hot Weather

• Journeys are scheduled for cooler parts of the day where possible in warm weather

• Adequate ventilation is maintained and the vehicle is never left standing in direct sun with ponies aboard

• Water is available immediately before and after travel, and visits may be shortened or postponed in extreme heat

5.2 Cold and Wet Weather

• Appropriate rugs are used based on the individual pony's coat and condition

• Extra care is taken when loading/unloading on wet or icy surfaces; non-slip matting and grit are used where needed

5.3 Wind, Ice, Snow and Storms

• Journeys are postponed or cancelled if high winds, snow, ice, or storm conditions make travel unsafe for the vehicle and trailer/horsebox combination

• The handler checks the Met Office forecast and any weather warnings before departure

• Routes are reviewed in advance for known flood-risk or exposed areas in poor weather

5.4 Decision to Postpone

The handler/driver has full authority to postpone or cancel a visit on welfare or safety grounds due to weather, and will notify the host venue as early as possible if this occurs.

6. Vehicle Breakdown or Emergency Procedure

In the event of a breakdown, accident, or other emergency while transporting ponies, the following steps are followed:

1. Stop the vehicle in the safest available location, using hazard warning lights and, where appropriate, a warning triangle.

2. Assess the safety of the situation before opening the vehicle — do not unload a pony onto a live carriageway.

3. Check on the welfare of the pony/ponies via the viewing window/CCTV where fitted, without putting yourself at risk.

4. Contact breakdown recovery (specialist horsebox/livestock recovery where available) and, if on a motorway or busy road, contact the relevant emergency services (999) and Highways Agency where applicable.

5. Only unload the pony if it is safe to do so and there is a secure area away from traffic; keep the pony calm and use a headcollar and lead rope at all times.

6. Contact the host venue to advise of the delay or, if necessary, that the visit must be cancelled.

7. Contact a second member of staff/volunteer or the designated emergency contact for support.

8. If a pony is injured, contact the registered veterinary surgeon immediately and follow their advice.

9. Complete an entry in the accident/incident book (see Section 7) and report to the responsible person as soon as practicable.

A grab bag is kept in the towing vehicle at all times containing: headcollar and spare lead rope, basic first aid kit (human and equine), torch, high-visibility vests, warning triangle, contact list (vet, breakdown recovery, host venue, designated emergency contact), and a bottle of water.

7. Accident and Incident Book

An accident book is kept in the towing vehicle at all times during transport and visiting work. It is used to record any accident, injury, near miss, or incident involving the ponies, staff, volunteers, or members of the public during transport or at a visit.

Each entry will record:

• Date, time, and location of the incident

• Names of those involved (staff, volunteers, members of the public, and the pony involved)

• A description of what happened and any injuries or damage caused

• Any first aid or veterinary treatment given

• Action taken and any follow-up required

• Signature of the person completing the entry and date reported to the responsible person

The accident book is reviewed by the responsible person after every entry, and the policy is updated where a review identifies a procedure that should change to reduce future risk. Records are retained in line with our data protection and record-keeping procedures.

8. Responsibilities

Role

Responsibility

Responsible person / proprietor

Overall responsibility for this policy, its review, and ensuring compliance with the Exhibiting Animals Licence conditions

Driver / handler

Carrying out pre-travel checks, safe driving, loading/unloading, and completing accident book entries where needed

All staff and volunteers

Following this policy, reporting concerns about a pony's fitness to travel, and reporting all incidents promptly

9. Review

This policy is reviewed annually, and additionally following any accident, incident, near miss, or change in relevant legislation or licensing conditions.

Signed (responsible person):         ___________________________________

Date: