Club Info

The committee organise Riding Club for fun and because we all get a lot out of it ourselves. Please make sure you follow any booking in instructions carefully and be sympathetic if we need to make changes to events. 

You will be asked for emergency contact details - please ensure that this is someone who can arrange for your horse to be returned home in the event of an emergency.

To book onto a WRC event:

• Find the event you'd like to attend - all events are advertised on the online calendar, circulated by email and usually featured on the club's facebook page. Booking for most events opens one month ahead

• Send a message to the organiser - please use the method stated on the calendar. Please state the session you would like to book for, including what level you are comfortable riding at and any special arrangements or circumstances the organiser should be aware of

• Places will be allocated on a first come first served basis - bookings are only confirmed when payment is made. This will either be by paypal or bank transfer. Please make your payment within 24 hours of booking.

• Around five days before the rally, you will receive an email with the final details, a request for emergency contact details and a copy of the risk assessment for the event

• Please raise any queries, concerns or feedback with the organiser 

If you need to cancel a place you have booked please do so as soon as possible. 

Where the weather or other circumstances mean that an event cannot take place or continue, riders will be notified by the organiser at the earliest opportunity and refunds given. 

Any cancellations made by participants less than 7 days before the event will not be refunded unless your place can be filled. This means that the club will not lose money by running activities that are not full. 

Where deposits or booking fees are requested, these are non-refundable.

As part of our risk assessments, we ask everyone to adhere to the following rules while at events. If you're a member or prospective member and these rules will limit your participation or be difficult for you to follow, please contact us at whitbyanddistrictridingclub@gmail.com and we will do our best to help.

All well behaved stallions, mares and geldings over the age of 4 years are welcome at WRC events unless there are restrictions imposed by the venue (5 years for Cross Country). If your horse/pony behaves in a way which significantly disrupts the activity or puts you or other participants at significant risk, you may be asked to retire or sit out particular parts of the session. The decision of the organiser and/or instructor will be final and no refunds will be given except in exceptional circumstances at the Chair's discretion. 

Stallion discs and tail ribbons should be worn as appropriate and members are encouraged to discuss any special needs with the organiser/instructor and other members in advance or on arrival.

Protective headwear of an approved current standard must be worn at all times when mounted, and is advised at all times when dealing with horses. Body protectors of an approved current standard must be worn when required (for example for cross country jumping and arena eventing). Spot checks may be undertaken. 

Members must:

• Follow all directions and rules of each venue and instructor, including school rules and etiquette (see below)

• Drive vehicles with caution - particularly in areas shared with horses and pedestrian traffic 

• Wear hi viz clothing in areas shared with vehicular traffic 

• Not leave horses tied unsupervised outside of vehicles 

• Ensure tack, equipment and attire is well maintained and correctly fitted

• Assist to the best of their ability/capability in setting out and putting away equipment, without risking their own health and safety

• Assist to the best of their ability/capability in the event an emergency, without risking their own health and safety

• Make themselves aware of potential distractions and be prepared for unexpected occurrences in equestrian settings (e.g. opening closing doors or farm vehicles)

• Ensure horses are under control at all times

• Report all accidents and near misses to the event organiser and complete an entry in the Accident Book as soon as possible after any incident

1. It is the responsibility of everybody involved in WRC to ensure it remains a safe place, free from discrimination, fear and where possible, risk.

2. Whitby and District Riding Club (WRC) is a friendly and inclusive organisation. We are fully committed to safeguarding and promoting the wellbeing of all our members, and believe that it is important that members, instructors and volunteers associated with the riding club should, at all times, show respect and understanding for the safety and welfare of others.

3. As a member or representative of WRC, you agree to abide by the following code of practice:

• Ensure that the welfare of equines is always paramount. All equine participants should be suitably prepared, fit, healthy and turned out for the activity they are involved in. Rough treatment or cruelty will not be tolerated.

• Respect the rights, dignity and worth of all participants regardless of age, gender, ability, race, cultural background or religious beliefs or sexual identity.

• Encourage all participants and applaud their efforts, do not ridicule others for their mistakes or criticise their horses and do not applaud or encourage foul play.

• Be familiar with, and act in accordance with club rules and take any measures noted in the risk assessments provided for events, including wearing appropriate attire which meets the relevant safety standards.

• Take responsibility for your own and others’ health and safety, raising any health and safety concerns with the coach, instructor, organiser or other official (as appropriate) at the earliest opportunity and taking appropriate action to mitigate risks to the best of your ability.

• Be proactive in seeking to help at least one event each year.

• Respect the committee’s work and decisions, recognising their volunteer status. This includes making bookings in good faith and keeping to agreed timings for lessons and competitions (including deadlines for payments).

• Share any concerns or complaints about any aspect of WRC with the committee, ideally by email to the club’s account. Members should not criticise the club or the committee in public, on social media, or otherwise bring the club into disrepute.

4. Breaches of this Code of Conduct will be dealt with in accordance with the Club’s Constitution.

5. Non-members attending WRC events in whatever capacity, will be expected to maintain the same standard of conduct as Members. Where this is not the case, they may be required to leave and may be refused entry to future events.

Riding hat and body protector standards can be found on the British Riding Clubs website here. 

Please check your kit carefully and be especially careful of items bought on sale or second hand.

Where required, hats and body protectors must meet these standards. Please note that air jackets are unlikely to be of a sufficient standard unless worn with another body protector. 

In addition to our rules at events, all club competitions are run according to the current British Riding Clubs Rule Book, unless otherwise stated. In case of any dispute, the Chairperson's decision is final. 

• Maintain good biosecurity at all times

• Keep at least one horse length between horses

• Rider must alert others when entering or leaving the arena and close doors behind them.

• Be aware of other riders 

• Horses working at a faster gait are given priority to use the outside track of the arena.

• When riding in the arena horses should pass left shoulder to left shoulder.

• If you must stop to adjust equipment move to the center of the arena

• If there is a loose horse all riders must move to the center of the arena and stop.

• Be aware at all times of riders and their horses around you ensure enough time is given for other riders to react to you

Sam Colman is our Safeguarding Officer. Please contact Sam in confidence if you have any concerns about yours or another members health, safety and wellbeing.

All horses attending club events must be vaccinated against flu (tetanus also recommended) with in one year of the event being undertaken, and seven clear days before the event itself. Vaccinations must have been started using the recommended protocols and repeated annually, or have been repeated within 1 year for at least five concurrent years.  Some of the venues which we use are now checking vaccination records before allowing members to use their facilities and we reserve the right to undertake spot check.  The club will not be responsible for any financial losses incurred as a result vaccinations being incorrect.  

The rules on vaccinations for area competitions are available in the BRC Handbook. Please check with the Team Manager if you are unsure. The club will not be responsible for any financial losses incurred as a result vaccinations being incorrect. 

From the 1st January 2024 vaccination rules will change in accordance with a directive from the British Equestrian Federation. PLEASE NOTE, THIS WILL NOT AFFECT ALL CURRENT PASSPORTS, ONLY RESTARTS OR NEW COURSES FROM THE 1ST JANUARY 2024. If your vaccinations are currently correct, they remain correct in the future provided you maintain your annual boosters, this is only effective from the 1st January 2024.

Vaccination intervals after the 1st January 2024

• 1st Vaccination V1

• 2nd vaccination V2   21 - 60 days

• 3rd vaccination V3    120 - 180 days

• Boosters no more than 1 year apart

Prior to 1st January 2024

• 1st vaccination V1

• 2nd vaccination  V2     21 - 92 days

• 3rd vaccination  V3    150 - 215 days

• Boosters not more than 1 year apart.

All instructors employed by the club are engaged on a self employed basis and required to have:

• A suitable first aid qualification 

• Suitable insurance 

Instructors are the committee's representatives at events and are empowered to cancel events or require riders to retire if they are concerned about any aspect of the activity continuing. 

1. Name of Club

The club will be called Whitby and District Riding Club Ltd (Hereinafter known as ‘The club’) and may also be known as WRC. Whitby and District Riding Club Ltd will be affiliated to The British Horse Society. The club may also be registered with appropriate statutory bodies as required by its constitution and organisation. 

2. Club Structures / Legal Structures 

The Club is a Company Limited by Guarantee.

3. Aims & Objectives

The aims and objectives of the club will be to undertake the following within the Whitby and District area:

• To promote participation in horse riding as a sport and recreational activity within the local community.

• To provide opportunities for coaching and competition within the amateur sport of horse riding.

• To promote good fellowship amongst riders.

• To improve and maintain the standard of riding and horsemanship.

• To support and co-operate with organisations that promote equestrianism in all forms.

• To concern itself with any matter which will benefit the horse and horse user in the local community.

4. Membership

a. Membership of the club is open to anyone interested in promoting, coaching, volunteering or participating in horse riding, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.

b. Membership shall consist of persons who have attained the age of eighteen years and having been accepted by the committee, have paid the due subscription for the current period. Honorary membership may be conferred by the committee upon any person deemed by them to have rendered notable service to the club. 

c. To become a member, persons shall complete an application form as prescribed by the committee and pay the annual membership fee. 

d. The membership will consist of the following categories:

• Senior Member

• Honorary Member

e. The committee may refuse or remove membership only for good cause, such as conduct or character likely to bring the club, the sport, or The BHS into disrepute. Appeal against refusal or removal may be made to a committee of members established for the purpose. However, refusal of membership due to the lack of available facilities is allowable on a non-discriminatory basis.

f. All members will be subject to this constitution and by joining the club will be deemed to accept these regulations and any codes of practice that the club has adopted. 

g. The annual subscription shall be payable on the first day of January each year. 

h. The annual subscription shall be determined by the committee.

5. Sports Equity

a. The club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity: 

Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.

b. The club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality, or social/economic status.

c. The club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment, and abuse.

d. All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.

e. The club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.

6. Committee

a. The affairs of the club shall be conducted by a committee which shall consist of Chairperson, Secretary, Treasurer and a minimum of three other committee members. 

b. The officers of the committee shall be elected at the AGM.

c. All committee members must be members of the Club. 

d. If agreed, the committee shall elect a Vice Chair from among its members. 

e. The term of office for the committee shall be three years, and members shall be eligible for re-election.

f. If the post of any officer or ordinary committee member should fall vacant after such an election, the committee shall have the power to fill the vacancy until the succeeding Annual General Meeting.

g. The committee will be responsible for adopting new policies (including with regard to Safeguarding, Health and Safety and Disciplinary matters), codes of practice and rules that affect the organisation of the club.

h. The committee will have powers to appoint any advisers to the committee as necessary to fulfil its business.

i. The committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The committee will be responsible for taking any action of suspension or discipline following such hearings.

j. The committee meetings will be convened by the Chair of the Club and be held no less than four times per year.

k. All committee members will have the right to vote at committee meetings.

l. The quorum required for business to be agreed at Management Committee meetings will be 3.

7. Finances

a. The club treasurer will be responsible for the finances of the club.

b. The financial year of the club will run from 1st October and end on 31 September in each year.

c. All club monies will be banked in an account held in the name of the club. 

d. An audited statement of annual accounts will be presented by the treasurer at the Annual General Meeting.

e. Any cheques, BACS or other electronic means of payment (PayPal etc.) drawn against club funds should hold the signatures of or be authorised by the treasurer or one of up to two other officers.

8. Annual General Meetings and Extraordinary General Meetings

a. General meetings are the means whereby, subject to any other constitutional provisions, the members of the club exercise their democratic rights in conducting the Club’s affairs. 

b. The club shall hold the Annual General Meeting (AGM) in the month of December to:

• Approve the minutes of the previous year’s AGM. 

• Receive reports from the Chairman and Secretary. 

• Receive a report from the Treasurer and approve the Annual Accounts.

• Receive a report from those responsible for certifying the Club’s accounts.

• Elect the members onto the committee.

• Agree the membership fees for the following year.

• Consider any proposed changes to the Constitution.

• Deal with other relevant business.

• Confirm details of Insurances.

c. Notice of the AGM will be given by the club with at least 28 days’ notice in writing stating the location of the meeting, its time and a brief description of the business to be transacted shall be given to all members.

d. Except in exceptional circumstances, one third of the members of the committee shall retire at the meeting, typically based on length of service. Retiring members shall be eligible for re-election.

e. Proposed changes to the constitution shall be sent to the Secretary prior to the AGM, who shall circulate them at least 7 days in writing before an AGM.

f. All members have the right to vote at the AGM.

g. The quorum for AGMs will be 15 members.

h. The Chairman of the Club shall hold a deliberative as well as a casting vote at general and committee meetings.

i. An Extraordinary General Meeting (EGM) shall be called by an application in writing at least 14 days before the appointed date to the Secretary supported by at least 10% of the members of the Club.  The committee shall also have the power to call an EGM on 14 days’ notice by decision of a simple majority of the committee members. Members shall be sent details of the subject of business of such an EGM.

j. All procedures shall follow those outlined above for AGMs.

9. Amendments to the constitution 

This constitution (which may be supplemented by formal articles if a Company or a CIO Constitution) will only be changed through agreement by a simple majority vote at an AGM or EGM.

10. Discipline and appeals

a. All concerns, allegations or reports of poor practice/abuse relating to the welfare of children, young people and vulnerable adults will be recorded and responded to swiftly and appropriately in accordance with the safeguarding policy and procedures of the Club which shall be approved yearly. The Club Welfare Officer (CWO) is the lead contact for all members in the event of any safeguarding concerns.

b. All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.

c. The committee will meet to hear complaints within 21 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.

d. The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 14 days of the hearing.

e. There will be the right of appeal to the committee following disciplinary action being announced. The committee should consider the appeal within 30 days of the Secretary receiving the appeal.

11. Liabilities, Indemnities and Insurance 

a. The club is formed as a Company Limited by Guarantee with its own legal identity governed by its Articles of Association. Liabilities will be limited to the value of the shares or membership held by individual members of the club.

b. Whilst affiliated to the British Horse Society, the club shall be entitled to benefit from Public and Employer’s Liability Insurance as per the BHS Schemes of Insurance. It may also take out other insurance as required, and shall present details of such insurance to its AGM each year. 

12. Dissolution 

a. A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.

b. In the event of dissolution, provided that the club is solvent, all debts should be cleared with any club funds.  Any assets of the club that remain following this will be transferred not to the committee, as resolved by the EGM or AGM to a suitable Not for Profit organisation or the British Horse Society.

We are affiliated to British Riding Clubs. You can find more information about BRC here: https://www.bhs.org.uk/enjoy-riding/british-riding-clubs