2026 Club Safety Checklist

PONY CLUB NSW – ANNUAL SAFETY CHECKLIST

PONY CLUB NSW – ANNUAL SAFETY CHECKLIST Updated September 2026

Name of Club

SUBMITTED BY

Zone

Date

General Safety Issues

Please assess general safety compliance within the club.

Has the club appointed a Safety officer for the current Year?

YES

Safety Officer Name

Does the Safety Officer/Committee make regular inspections of Pony Club grounds and facilities?

YES

Have any issues/hazards identified by the safety officer been actioned/rectified or managed?

YES

Do you have an emergency response plan in place?

YES

Do you have emergency procedures posted where members can see?

YES

Are members, officials etc. aware of emergency procedures?

YES

Do you have a list of emergency contact numbers readily available?

YES

Do you advise the local ambulance service when the club is holding events?

YES

Does the club have a policy for postponing/cancelling events for inclement weather such as storms/lightening/hot or humid weather?

YES

Does the safety officer maintain records of inspections made of Pony Club grounds and facilities?

YES

Is professional advice sought when necessary?

YES

Has your club developed and implemented steps that reduce and prevent risk in all activities, including the completion of risk assessments?

YES

Grounds & Parking

Grounds condition, parking, and pedestrian safety.

Are grounds level? (no serious potholes/hidden holes)

YES

Are grounds generally dry? (no wet or boggy patches)

YES

Are they clear of any rubbish or obstructions that could present problems?

YES

Are the grounds regularly maintained and trimmed? (no long grass, overhanging branches or trees)

YES

Are all the gates in operating condition? (To be closed when any event is being conducted)

YES

Is the fencing enclosing the grounds in good order (e.g. no broken rails/wires)?

YES

Have unsuitable areas been cordoned off and sign posted as such?

YES

Are procedures in place to manage seasonal hazards?

YES

Is there an area clearly marked as a ‘Horse Free Zone’?

YES

Is there adequate room for parking of horse floats and trucks?

YES

Are marshals assigned to direct traffic control for large events?

YES

Are footpaths available and kept clear for pedestrians?

YES

Is pedestrian access safe to/from parking area?

YES

Are ground conditions safe? (level, dry and free from tripping hazards)

YES

Is sign posting adequate? (including ‘risk’ warnings)

YES

Are areas safe for all attendees at the event? (Young children, elderly, disabled)

YES

Facilities & Medical Equipment

Holding yards, buildings, structures, and first aid readiness.

Is there safe access to holding or tie up areas?

YES

Are horse yards in good condition and safe to be used?

YES

Are buildings/structures in good repair, stable and safe to occupy?

YES

Are the approaches (ramps, steps etc.) firm, clean and non-slip?

YES

Are handrails provided if required and in safe working condition?

YES

Are there any loose items likely to injure or cause damage?

YES

Does the club have a First Aid Kit for Humans?

YES

Does the club have a First Aid Kit for Horses?

YES

Are the First Aid Kits regularly maintained?

YES

Are the First Aid Kits kept in a clearly marked and accessible place?

YES

Is there a First Aid attendant rostered at Pony Club Events?

YES

Does your club have a working and maintained AED in an accessible place

YES

Does the club consult and comply with the Minimum Medical Standards of Pony Club Australia?

YES

Is there a means of contacting emergency services/doctor/vet?

YES

Is there clearly marked and maintained access for emergency vehicles if required? Do club members know address or gate numbers to direct emergency services?

YES

Is there an accident report book for recording any incidents that occur?

YES

Is the Incident Reporting Form known and displayed?

YES

Are any Incident Reports submitted as soon as possible after accident?

YES

Do members know how to make a personal Insurance claim?

YES

Club House & Canteen Safety

Canteen hygiene, fire safety, and hazard management.

Is furniture (desks, chairs, tables) in safe and appropriate condition?

YES

Is lighting and heating appropriate?

YES

Are canteen personnel aware and compliant in food hygiene, preparation and storage? (Clean benches, clean utensils, audit and disposal of products past use by date)

YES

Is there adequate air circulation throughout any building?

YES

Is the floor clean and surface even? (no oil/grease, cracks, holes etc.)

YES

If minors are working in canteen/kitchen is there an adult supervisor?

YES

Are all areas clear of hazards such as cables and hoses?

YES

Are gas bottles and hazardous substances clearly labelled and stored appropriately?

YES

Is rubbish stored in bins and removed regularly?

YES

Are there appropriate hand washing facilities?

YES

Does the club have working fire extinguishers with easy access in case of emergency?

YES

Are fire extinguishers maintained/tested regularly?

YES

Administration Checklist - Club Secretary

Secretary compliance and record-keeping.

Does the club actively maintain membership records of all participants?

YES

Does the club adhere to Pony Club Australia and Pony Club NSW Policies and know where to locate this information?

YES

Are meeting proceedings held in accordance with the Constitution including required notice of meetings?

YES

Are formal agendas set and used for meetings?

YES

Are minutes of meetings recorded, distributed and properly approved?

YES

Does the club committee meet on a regular basis?

YES

Have all committee members 18 years and over uploaded their approved WWCC to JustGo?

YES

Does the committee ensure that WWCC is logged and registered for any member or visitor in a role that requires this?

YES

Does the club have a sign on book for volunteers, instructors or officials attending Pony Club events or days?

YES

Is the club Incorporated with NSW Fair Trading?

YES

Administration Checklist - Club Treasurer

Financial records and procedures.

Are the club’s financial transactions accurately recorded?

YES

Is a financial report and bank statement presented at each meeting?

YES

Is expenditure authorised through an identified process?

YES

Do you have multiple signatories for withdrawals on your club accounts?

YES

Are your club accounts audited or reviewed in each financial year prior to being presented at the club's Annual General Meeting?

YES

Administration Checklist - Senior Instructor

Proficiency, gear checks, and instruction safety.

Does the club encourage members to work towards proficiency certificates?

YES

Do you maintain records of proficiency certificates gained by members?

YES

Does the club encourage members to achieve Instructors Certificates?

YES

Do you maintain records of Instructors Certificates gained by members?

YES

Do you ensure that Gear Checkers are present and conducting Gear Checks at rally days prior to each riding session (beginning of day/after lunch break)?

YES

Do you liaise with Zone regarding Instructors School attendance for new and re-accrediting Instructors?

YES

Are lessons modified for riders’ ability?

YES

Are all instructors and key personnel aware of any pre-existing medical conditions of riders?

YES

Are all instructors and key personnel aware of any medication which riders may require such as Ventolin, insulin etc?

YES

Is equipment checked and maintained throughout its life?

YES

Is equipment used for the purpose for which it was designed and used in accordance with recommendations?

YES

Are riders graded for Jumping?

YES

Are grading records maintained and communicated to Zone?

YES

Are grading records regularly reviewed?

YES

Are helmets inspected and tagged as per the current Helmet Tagging policy?

YES

Are riders and families educated in correct fit and appropriate standards of their equipment – how to fit and when to replace helmets, fit of saddles/bridles, stitching on tack, footwear etc.?

YES

Are Instructors/Officials dressed appropriately for the conditions? (i.e. sunscreen, hat, appropriate clothing, sunglasses)

YES

Action Plan & Completion Sign-Off

The emphasis must always be on avoiding situations of risk. All clubs/zones and event officials have an ongoing responsibility to identify and remedy possible risks through dangerous situations and practices before they result in loss or injury.

Items to be followed up

By Whom

By When

Completed by

Completion Date