Last Updated January 2026

Introduction

The Fitted Horse occasionally participates in equestrian events, demonstrations, clinics, and educational sessions. These may be:

• Events we attend (trade shows, yard visits, demonstrations at equestrian venues)
• Events we host (educational clinics, group sessions, workshops)
• Events hosted by clients (yard clinics, group consultations organized by clients)

This document outlines the terms and conditions for all event-related activities to ensure clarity, safety, and a positive experience for everyone involved.

Events We Attend

Trade Shows and Public Events

When The Fitted Horse has a stand or presence at public equestrian events:

What We Offer:

• General information and advice
• Product displays and demonstrations
• Booking appointments for consultations
• Educational materials and resources
• Opportunity to meet and ask questions

Important Terms:

• Advice given at events is general in nature and not a substitute for individual consultation
• No hands-on assessments or fittings at public events (safety and time constraints)
• Appointments can be booked for later individual consultations
• Products may be available to purchase (subject to stock)
• Event-specific offers or discounts may apply (clearly advertised)

Demonstrations at Yards or Venues

When invited to demonstrate at established venues:

Our Requirements:

• Safe working environment and appropriate facilities
• Demonstration horse(s) provided by venue with owner consent
• Adequate insurance coverage by venue
• Clear agreement on what will be demonstrated
• Audience size appropriate for space and safety
• Time allocation agreed in advance

Payment:

• Fee structure agreed in advance (may be discounted for educational/charity events)
• Travel costs may apply depending on distance
• Payment terms confirmed in writing

Events We Host

Educational Clinics and Workshops

When The Fitted Horse organizes educational events:

Event Information:

• Date, time, and location confirmed in writing
• Topic/content clearly described
• Capacity/maximum attendees stated
• Cost per person or per horse clearly advertised
• What's included and what participants should bring

Booking and Payment:

Booking Process:

1. Booking confirmed only when deposit/payment received
2. Confirmation sent via email with event details
3. Reminder sent 7 days before event
4. Final details sent 48 hours before event

Payment Terms:

• Deposit: 50% deposit required to secure place (non-refundable if cancelled by participant within 14 days of event)
• Full Payment: Balance due 7 days before event or full payment in advance
• Payment Methods: Bank transfer, card, or cash (as per our standard payment methods)

Cancellation by Participant:

• More than 14 days before event: Full refund minus £10 administration fee
• 7-14 days before event: 50% refund (deposit forfeited)
• Less than 7 days before event: No refund (place may be transferred to another person with notice)
• Non-attendance on day: No refund

Cancellation by The Fitted Horse:

• Full refund if event cancelled by us for any reason
• Notification as soon as possible if cancellation necessary
• Attempt to reschedule where feasible
• No liability for travel costs or other expenses incurred by participants

Participant Responsibilities:

• Arrive on time as specified
• Bring horse in appropriate condition (clean, healthy, sound, safe to handle)
• Bring equipment as requested in event information
• Follow all safety instructions
• Behave respectfully toward other participants
• Inform us of any special requirements or concerns in advance

What's Included:

• Educational content/demonstration as described
• Any handouts or materials specified
• Refreshments (if stated in event details)
• Certificate of attendance (if applicable)

What's NOT Included:

• Individual consultations (unless specifically stated)
• Equipment purchase (may be available separately)
• Accommodation or meals (unless residential event)
• Personal equipment or tack

Group Consultations

When offering group fitting sessions at our chosen venue:

Structure:

• Small group format (maximum 4-6 participants typically)
• Each participant receives individual assessment time
• Group observes and learns from each assessment
• Educational discussion and Q&A throughout

Booking:

• Individual bookings or group booking by organizer
• Same payment and cancellation terms as individual clinics
• All participants must complete consent and information forms

Additional Terms:

• Horses must be on-site and ready for their allocated slot
• Late arrivals may result in reduced consultation time
• Participants observe others' sessions (consent obtained)
• Photography/video consent separate (optional)

Events Hosted by Clients (Yard Clinics)

Client-Organized Yard Clinics

What is a Yard Clinic:

A client organizes a group event at their yard or venue, inviting The Fitted Horse to provide consultations for multiple horses in one visit. This is cost-effective for groups and builds community.

Minimum Requirements:

To make yard clinics viable and cost-effective:

• Minimum participants: 4 horses (may negotiate for 3 depending on distance)
• Maximum participants: 8 horses in one day (to maintain quality)
• Location: Within reasonable travel distance (discuss for distant locations)

Organiser Responsibilities:

The client organising the event is responsible for:

Organisation: 

✅ Recruiting minimum number of participants
✅ Collecting participant information and forwarding to us
✅ Coordinating schedule and time slots
✅ Confirming all participants are committed
✅ Collecting and managing payments (or directing participants to pay us directly)
✅ Providing schedule and participant list at least 7 days before event

Facilities: 

✅ Safe, suitable working area (as per our Health & Safety Policy)
✅ Adequate lighting for all appointments
✅ Safe parking for our vehicle
✅ Access to water and hand washing facilities
✅ Shelter available if needed (in case of poor weather)
✅ Other horses/dogs secured during consultations

Communication: 

✅ Informing participants of timings and expectations
✅ Ensuring participants prepare horses appropriately
✅ Being present throughout the event
✅ Acting as point of contact on the day

Safety: 

✅ Ensuring safe environment as per our Yard Risk Assessment requirements
✅ Competent handlers available for each horse
✅ Emergency contact information available
✅ First aid kit on site

Pricing for Yard Clinics

Reduced Rate Structure:

Yard clinics offer discounted consultation rates due to travel efficiency:

• Yard clinic rate (4+ horses): 10% discount per horse
• Organiser benefit: Organiser receives a free consultation when organising - minimum 6 participants

Travel Charges:

• Included within 20 mile radius
• £1 per additional mile beyond standard radius
• Shared between participants

Payment Options:

Option 1 - Organiser Collects:

• Organiser collects payment from all participants
• Pays The Fitted Horse one total amount
• Simpler for us, organiser manages participant payments
• Payment required 5 days before event

Option 2 - Individual Payment:

• Each participant pays The Fitted Horse directly
• Organizer provides contact details
• We invoice each participant
• Payment required 5 days before event

Deposit:

• 50% deposit required to secure date (paid by organiser or split between participants)
• Deposit non-refundable if event cancelled within 14 days
• Balance due 5 days before event or on the day

Booking Process for Yard Clinics

Step 1: Initial Contact

• Organiser contacts us with proposed date and expected number of participants
• We confirm availability and provide pricing
• Discuss logistics and requirements

Step 2: Confirmation

• Organiser confirms commitment and provides participant list
• Deposit paid to secure date
• Event details confirmed in writing

Step 3: Pre-Event (5 days before)

• Final participant list and schedule provided
• Information forms completed by all participants
• Balance payment due
• Final logistics confirmed

Step 4: Event Day

• We arrive at agreed time
• Consultations conducted as scheduled
• Any purchases or follow-up arrangements made
• Feedback gathered

Step 5: Follow-Up

• Thank you to organiser
• Individual follow-up with participants as needed
• Opportunity to book future individual appointments

Cancellation Terms for Yard Clinics

Cancellation by Organiser:

More than 14 days before event:

• Full refund minus £20 administration fee
• Attempt to reschedule if preferred

7-14 days before event:

• 50% refund (deposit forfeited)
• Or reschedule to alternative date within 3 months

Less than 7 days before event:

• No refund
• Or reschedule with additional £50 rescheduling fee

Insufficient Participants:

If minimum participants not reached:

• More than 14 days notice: Full refund or reschedule
• Less than 14 days notice: Options discussed (proceed with reduced discount, reschedule, or partial refund)

Individual Participant Cancellation:

• Individual participant cancellations managed by organizer
• We require final list 7 days before event
• Changes within 7 days may affect overall discount structure

Cancellation by The Fitted Horse:

• Full refund if we cancel for any reason
• Notice given as soon as possible
• Attempt to reschedule

Weather/Unsafe Conditions:

• Event may be postponed if conditions unsafe
• Rescheduled to mutually convenient date
• No penalty for weather-related postponements

General Event Terms

Health and Safety

All events subject to our Health & Safety Policy:

• Risk assessment conducted before and during events
• Right to refuse or stop work if conditions unsafe
• All participants must follow safety instructions
• Horses must be in appropriate condition (healthy, sound, safe)
• Competent handlers required for each horse

Participant Obligations:

• Disclose horse behaviour issues in advance
• Ensure horses are safe to handle
• Follow all safety instructions given
• Bring horses in clean, appropriate condition
• Inform us of any concerns immediately

Welfare Standards

All events subject to our Equine Welfare and Ethical Practice Policy:

• Horse welfare is priority over all commercial considerations
• We may decline to work with horses showing pain, distress, or significant behavioural issues
• Professional referrals made where appropriate (vet, dentist, etc.)
• No guarantees of specific outcomes
• Individual assessments remain professional consultations

Consent and Privacy

Photography and Social Media:

• Separate consent obtained for any photography/video at events
• No obligation to consent - does not affect service
• Group photos may include multiple participants
• Individual consent required for each person/horse featured
• See our Social Media and Content Policy for full details

Data Protection:

• All participant information handled in accordance with UK GDPR
• Information used only for event organization and follow-up
• Not shared with third parties without consent
• Retained as per our Record Retention Policy

Insurance and Liability

Our Insurance:

• We maintain Public Liability Insurance (£5,000,000 minimum)

Participant/Organizer Insurance:

• Participants advised to maintain appropriate equine insurance
• Venue/organizer should have appropriate public liability insurance
• We are not responsible for injury to horses, participants, or third parties except where caused by our negligence

Limitation of Liability:

• Participants attend at own risk
• Horses are inherently unpredictable and events carry inherent risks
• We are not liable for accidents, injuries, or incidents except where caused by our proven negligence
• Participants responsible for their own horses at all times

Equipment and Sales

Trial Equipment:

• Limited trial equipment may be available at events
• Subject to availability
• Deposit required for any trial equipment taken away
• Same terms as individual consultations apply

Equipment Sales:

• Products may be available for purchase at events
• Subject to stock availability
• Standard payment terms and Returns Policy apply
• Pre-ordering recommended to ensure availability

Custom Orders:

• Can be placed at events
• Standard custom order terms apply (see Returns Policy)
• Delivery timescales confirmed at time of order

Professional Conduct

We Expect:

• Respectful behaviour from all participants
• Punctuality and preparation
• Attention and engagement during educational content
• Courtesy toward other participants
• Professional interaction at all times

We Reserve the Right To:

• Refuse service to anyone behaving inappropriately
• Ask disruptive participants to leave (no refund)
• Cancel events if participant behaviour compromises safety or professionalism

Educational Content and Intellectual Property

Educational Materials:

• Any handouts, slides, or materials provided are for personal use only
• Not to be reproduced or distributed without permission
• Copyright remains with The Fitted Horse
• Materials may not be used for commercial purposes

Recording:

• Audio or video recording only with explicit permission
• Personal notes and photos for own use permitted unless stated otherwise
• Sharing of recordings or detailed content on social media requires consent

Contact and Booking

To Discuss or Book an Event:

📧 Email: emma@thefittedhorse.co.uk
📱 Phone: 07359 205538

Information to Provide:

• Type of event (clinic, demonstration, yard clinic, etc.)
• Proposed date and location
• Expected number of participants
• Specific topics or focus areas
• Any special requirements

We Will:

• Respond within 48 hours
• Discuss options and requirements
• Provide quote and availability
• Confirm terms in writing
• Support event planning and organization

Terms Acceptance

By booking or attending an event organized or attended by The Fitted Horse, you acknowledge that you have read, understood, and agree to these Event and Clinic Terms, along with our other policies:

• Terms and Conditions
• Health and Safety Policy
• Equine Welfare and Ethical Practice Policy
• Returns and Refunds Policy
• Social Media and Content Policy
• Privacy Policy

Questions or concerns about these terms should be raised before booking.