Risk Assessment Policy

1. Purpose and Scope

This policy sets out how Bishton Riding Centre / Equinimity CIC identifies, assesses, and controls risks to ponies, staff, volunteers, clients, and members of the public before and during every exhibition, school visit, care home visit, healthcare setting visit, and other outreach activity carried out under our Exhibiting Animals Licence.

A written risk assessment is completed for every venue before a first visit, and reviewed before every subsequent visit to confirm it remains accurate. This policy applies to every handler accompanying a pony on a visit, and to the responsible person in approving new venues and activities.

It has been written with reference to the Animal Welfare Act 2006, the Exhibiting Animals (Regulation) Act 1925, the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999, and relevant DEFRA and Association of British Riding Schools (ABRS) guidance.

This policy should be read alongside our Transport Policy, Animal Handling and Interaction Policy, Fear and Distress Policy, Interaction & Welfare Log Policy, Exhibition Log Policy, Biosecurity and Infection Control Policy, and the Yard Operating Procedure & Emergency Plan, with which it cross-references throughout.

2. When a Risk Assessment Is Required

Before the first visit to any new venue (school, care home, healthcare setting, public event, or other location).
Before any visit involving a new type of activity, larger audience, or different format from previous visits to that venue.
Where a venue's layout, environment, or known hazards have changed since the previous assessment.
Following any incident, near miss, or welfare concern arising at that venue (see Section 7).
At minimum annually for any venue visited on a regular or repeat basis, even where no changes are known.

Where a venue is visited regularly with no changes, the existing risk assessment is reviewed and re-dated rather than rewritten from scratch, provided the handler confirms on arrival that conditions remain as previously assessed.

3. Risk Assessment Methodology

Each risk assessment follows a structured five-step process, in line with standard Health and Safety Executive (HSE) methodology, adapted for the specific context of working with ponies in community and public settings:

Identify the hazards — anything in or around the venue, journey, or activity with the potential to cause harm to the pony, handler, clients, or the public.
Identify who might be harmed — the pony, handler, accompanying staff/volunteers, clients and attendees (including vulnerable groups such as wheelchair users, those with sensory or cognitive impairments, or young children), and members of the public.
Evaluate the risk — rate the likelihood and severity of harm from each hazard (see Section 4) to reach a risk rating, using the existing controls already in place.
Identify further control measures — decide what additional action, if any, is needed to reduce the risk to an acceptable level, and apply the hierarchy of control (eliminate, substitute, isolate, reduce, use protective measures, train/inform) where relevant.
Record the assessment and review — complete the Risk Assessment Form (Appendix A) and review it at the intervals set out in Section 2.

4. Risk Rating: Likelihood × Severity

Each identified hazard is scored for likelihood and severity, each on a scale of 1 to 5, with the two scores multiplied to give a risk rating of 1 to 25. This produces a consistent, defensible rating that can be compared across venues and over time.

4.1 Likelihood Scale

Score

Likelihood

Description

Very unlikely

Would only occur in exceptional circumstances

Unlikely

Could occur, but not expected under normal conditions

Possible

Could occur at some point; has happened elsewhere in similar settings

Likely

Will probably occur at some point during routine visiting work

Very likely

Expected to occur regularly or almost certainly, unless action is taken

4.2 Severity Scale

Score

Severity

Description

Negligible

No injury or harm; minor inconvenience only

Minor

Minor injury or welfare impact requiring no more than basic first aid; pony unsettled but quickly recovers

Moderate

Injury or welfare impact requiring first aid or veterinary attention; pony or person requires rest/recovery time

Major

Serious injury to a person or pony requiring hospital or veterinary treatment; visit terminated

Severe

Fatality, permanent injury or disability, or catastrophic welfare failure

4.3 Risk Rating Bands

Risk rating

Band

Required response

1 – 4

Low

Acceptable with existing controls. Monitor and review at the next scheduled interval.

5 – 9

Medium

Acceptable provided additional control measures identified in Section 3 are applied and recorded. Reviewed more closely on the next visit.

10 – 14

High

Visit only proceeds once further control measures are put in place and have demonstrably reduced the risk; sign-off by the responsible person required before the visit goes ahead.

15 – 25

Very High / Unacceptable

Visit does not proceed in its current form. The hazard must be eliminated, substituted, or the venue/activity declined, until the risk can be reduced to an acceptable band.

The colour-coded risk matrix used to calculate ratings is provided in Appendix A, alongside the Risk Assessment Form.

5. The Five Welfare Needs

Every risk assessment is structured around the Five Welfare Needs set out in the Animal Welfare Act 2006, ensuring that the welfare of each pony — not just the safety of people — is explicitly considered for every venue and activity. The Risk Assessment Form (Appendix A) records hazards under each of the five needs below, along with the controls in place and who is responsible for implementing them.

5.1 A Suitable Environment

Considers the physical environment the pony will be exposed to during travel and at the venue:

Flooring and surfaces (slippery, uneven, steps, ramps)
Space available for the pony to move, turn, and retreat from a trigger
Doorways, corridors, and pinch points
Noise levels and sources of sudden/loud noise (alarms, tannoys, machinery)
Weather exposure and shelter, where the activity is outdoors
Electrical hazards, trailing cables, or equipment in the activity area
Route, distance, travel time, and the loading/unloading area at the venue (see Transport Policy, Section 4)

5.2 A Suitable Diet

Considers access to food and water appropriate to the length and nature of the visit:

Access to water before, during (where the visit is extended), and after the visit
Whether the visit falls within the feeding routine set out in the Yard Operating Procedure, or requires adjustment
Avoiding travel directly after a full feed, and timing of the visit around the pony's normal feeding pattern (see Transport Policy, Section 2)

5.3 The Ability to Exhibit Normal Behaviour Patterns

Considers whether the pony can express and manage its normal behaviour throughout the visit:

Availability of a clear, unobstructed retreat route for the pony at all times
Visit duration, and rest breaks built in to avoid fatigue or prolonged stress
Suitability of the individual pony's temperament and experience for the specific venue and audience
Known triggers or sensitivities for that pony (cross-referenced with the Fear and Distress Policy)

5.4 The Need to be Housed With, or Apart From, Other Animals

Considers the presence and proximity of other animals or people at the venue:

Other animals on site (e.g. care home pets, school animals) and whether the pony has safe separation from them
Where two ponies travel or attend together, their compatibility and familiarity with one another (see Transport Policy, Section 2.3)
Audience size, age range, and likely behaviour (e.g. young children, large groups), and the venue's ability to manage numbers around the pony
Presence of wheelchairs, hoists, walking frames, or other mobility equipment
Vulnerable groups present, and any specific needs known in advance (e.g. SEND, dementia, sensory sensitivities)
Level of interaction planned (see Animal Handling and Interaction Policy)

5.5 Protection From Pain, Suffering, Injury and Disease

Considers hazards that could cause physical harm, illness, or disease transmission:

Health and fitness to attend on the day (see Transport Policy, Section 2)
Cross-contamination risk between settings, particularly care homes and healthcare premises (see Biosecurity and Infection Control Policy)
Handwashing and sanitising facilities available for staff, clients, and attendees
Manure removal and disposal arrangements at the venue
Nearest exit and emergency assembly point at the venue
Mobile signal/communication availability for contacting the responsible person or emergency services
Location of the nearest suitable veterinary practice if not the registered surgeon
A safe, quiet area identified in advance for use if the pony shows signs of fear or distress (see Fear and Distress Policy, Section 3)

6. Responsibilities

Sarah Brown, Owner and Yard Manager (BHS Stable Manager; BSc (Hons) Equine Sports Science), has overall responsibility for overseeing the welfare of all ponies and for this Risk Assessment Policy, including final sign-off on any venue or activity assessed as High or Very High risk.

Role

Responsibility

Sarah Brown — Owner / Yard Manager (responsible person)

Overall responsibility for overseeing animal welfare and for this policy; approving new venues and activities; signing off any risk assessment rated High before a visit proceeds; reviewing assessments rated Very High and deciding whether the venue/activity is declined.

Handler completing the assessment

Carrying out the venue risk assessment using the methodology in Section 3; identifying hazards against each of the Five Welfare Needs for the pony(s) attending; applying and recording control measures; reviewing the assessment before each repeat visit.

All staff and volunteers

Following the control measures set out in the relevant risk assessment; reporting any new hazard or changed condition at a venue to the responsible person.

7. Following an Incident or Near Miss

Where an incident, near miss, or welfare concern occurs during a visit, the risk assessment for that venue is reviewed and updated before any further visit takes place, in addition to any action required under the Fear and Distress Policy, the Interaction & Welfare Log, or the accident book. The review considers:

Whether the hazard that caused or contributed to the incident was already identified, and if so, whether the existing control measures were adequate
Whether a new hazard, not previously identified, needs to be added to the assessment
Whether the risk rating for that hazard needs to be increased and, if so, whether the visit type or venue remains suitable
Any lessons that should be applied to risk assessments for other, similar venues

8. Record Keeping and Review

A completed Risk Assessment Form (Appendix A) is kept on file for every venue visited, and a copy is taken on each visit by the accompanying handler.
Risk assessments are retained for a minimum of three years, or in line with current licensing requirements if longer, and made available to the licensing authority on request.
This policy is reviewed annually, and additionally following any incident, near miss, or change in licensing conditions or relevant legislation.

Signed (responsible person): Sarah Brown

Date: