Vine Pony Club Event and Rally Cancellation Policy 2024
The safety and welfare of our members, ponies, and organisers are our top priorities. In the event of adverse conditions, we have established the following cancellation policy to guide decisions related to rallies, events, and other activities.
1. Weather-Related Cancellations
a. Severe Weather Warnings (British Met Office)Amber or Red Weather Warnings: If the British Met Office issues an Amber or Red Weather Warning for the event location or surrounding areas, the event will be cancelled. This applies to warnings for severe wind, rain, storms, or other hazardous conditions. Cancellations will be communicated to participants as early as possible to minimize inconvenience. Yellow Weather Warnings: Events may proceed at the discretion of the event organiser and in consultation with the instructor and a thorough risk assessment. Participants will be advised of potential risks and any additional safety measures.
b. Hot Weather (DEFRA Guidelines on Animal Welfare) Events will be cancelled if temperatures are forecasted to exceed 30°C, in line with DEFRA guidelines on animal welfare and transportation. If temperatures are forecasted between 25°C and 30°C, the event may proceed with additional precautions: Adjusted schedules to minimize activity during the hottest part of the day. Adequate water and shade must be provided for ponies and participants. Transport of ponies should follow DEFRA guidelines to ensure proper ventilation. Rally emails need to provide information about transportation of ponies.
2. Cancellation Decision-Making The decision to cancel or proceed with an event will be made by the Event Organiser, in consultation with the relevant Pony Club Committee members and the DC. Inputs from the instructor should feed into this decision. A risk assessment will be conducted for all weather-related concerns to ensure safety and compliance with welfare standards.
3. Refund Policy Refunds will only be issued in the event of a cancellation if the Pony Club does not incur a financial loss. If the event has already incurred non-refundable expenses (e.g., venue hire, equipment rentals, or other fixed costs), no refunds will be issued. This ensures the financial stability of the club. Participants who cancel their attendance voluntarily (e.g., due to personal scheduling conflicts or non-critical weather concerns) will not be eligible for refunds.
4. Communication of Cancellations In the event of a cancellation, participants will be notified via email and/or text message, or the designated Pony Club communication platform at the earliest opportunity.
5. Acknowledgment and Agreement
By registering for Pony Club events, participants agree to this Cancellation Policy, including the refund conditions outlined above.