Risk Management

Risk management involves minimising risks facing the Association, affiliated clubs and their members (collectively referred to as the Pony Club), whether appearing in the form of financial loss or physical injury or damage or abuse.

It includes a number of steps summarised as follows:

Risk managment is an ongoing process to be continually reviewed and updated at all levels. Documentation of this process is an integral part of the process and should be kept on file for future reference at all levels. Clubs must complete a risk assessment for each pony club activity and event, if you require help putting together a risk assesment contact the office for some examples that can be used as a starting point to help clubs develop their own documents and templates.

Below you can download all related forms and further information.

Information Links

National Incident Reporting System

The form captures data on incidents and injuries to both rider and horse, and the circumstances of the incident. The system automatically provides a copy of the incident report to the state office and to the submitter. Data will be handled in accordance with the PCA Privacy Policy. Where it is an insured event (ie affecting a member) it will be provided to our insurer. This form is for use across Australia for all clubs, events, clinics, competitions, camps, rallies and musters from now on. This form has been subject to legal review and is the only form that will be recognised by our insurer.

Please find the National Incident Reportng System here. 

COVID-19 Information

Some other links that may support your club to resume activities include:

Covid - 19 Resumption of Sport: UPDATES

Last updated July 2021.

NSW Health have advised that community sport may continue under strict conditions in areas within NSW where permitted:

PCA NSW members:

Further information and Q & A from the Office of Sport here

NSW Health have updated the COVID-19 Safety Plan templates

We hope that these guidelines help Organising Committees determine the level of risk for your activity and whether or not the activity/event may go ahead based on the risk mitigation processed in place and the number of confirmed cases of Covid-19 in your area.

Please note that one of the NSW Health actionable items it for sporting organisations to "Take all reasonable steps to minimise the number of spectators attending community sport events"

Clubs must contact their venue owners (Council, Trusts etc.) to confirm that the grounds are available for use and have completed their own risk assessment document for their venue. Clubs need to sumbit a copt of their resumption of sport risk assessment to the State Office.

Members must comply with the PCA NSW, NSW Health Guidelines and NSW Public Health Orders so that they do not compromise their position in the event of an insurance claim.

We do not want our sport/clubs to be the next COVID-19 cluster so if someone is not well they should stay at home or be sent home.

With the everchanging nature of the situation please keep up to date with the latest Government advice and Public Health orders. 

Allow 1 person per 4 square metres for outdoor community sport activities only

The 4 square metre rule for organised outdoor events please see here for more details on what acitivities and events require a Covid-19 Safety Plan and for tips on how to minimise risk at sporting events.

Physical distancing means reducing the close physical contact we have with one another and staying 1.5 metres away from people we don't live with - read more here. 

Gallery: Click to enlarge

Covid 19 vs cold and flu
Covid infographic v2


Forms Requiring Completion

Example risk assessment july 2021

FORMAT: docx SIZE: 170.21 KB UPLOADED: Jul 21st, 2021


FORMAT: pdf SIZE: 655.9 KB UPLOADED: Jun 30th, 2020

COVID poster - Sport venue guidelines - clubs and operators

FORMAT: pdf SIZE: 1.22 MB UPLOADED: Jun 22nd, 2020

COVID poster - Sport venue guidelines - participants and spectators

FORMAT: pdf SIZE: 1.11 MB UPLOADED: Jun 22nd, 2020

Accident - hazard near miss form and preventative action report

For informational purposes - all accidents, incidents are near misses must be reported in the above online form

FORMAT: pdf SIZE: 135.88 KB UPLOADED: Feb 8th, 2017

Emergency plan and contacts

FORMAT: pdf SIZE: 154.03 KB UPLOADED: Feb 8th, 2017

Safety officer checklist - yearly-2

FORMAT: pdf SIZE: 703.9 KB UPLOADED: Mar 18th, 2021

Event safety checklist rally day

FORMAT: pdf SIZE: 94.66 KB UPLOADED: Jun 5th, 2018

PCA NSW Site Specific Induction Form

FORMAT: pdf SIZE: 203.97 KB UPLOADED: Feb 8th, 2017

Safety officer briefing

FORMAT: pdf SIZE: 73.08 KB UPLOADED: May 26th, 2014

New horse and rider assessment sheet for use at clubs

FORMAT: pdf SIZE: 67.07 KB UPLOADED: May 29th, 2018

Equ067 pc-event-day-checklist for 010217

FORMAT: pdf SIZE: 388.49 KB UPLOADED: May 21st, 2019

Safety officer checklist - yearly

FORMAT: pdf SIZE: 160.76 KB UPLOADED: Dec 8th, 2020


Incident Notification Fact Sheet

FORMAT: pdf SIZE: 1.02 MB UPLOADED: Oct 15th, 2018

QR Code How To

FORMAT: pdf SIZE: 301.39 KB UPLOADED: Dec 15th, 2020

Covid infographic v2

FORMAT: pdf SIZE: 337.33 KB UPLOADED: Jun 30th, 2020

Biosecurity Plan

FORMAT: pdf SIZE: 202 KB UPLOADED: Feb 8th, 2017

Pca nsw sample event generic emerg response plan

FORMAT: pdf SIZE: 459.99 KB UPLOADED: Feb 8th, 2017

Pca nsw sample event generic emerg response plan

FORMAT: doc SIZE: 1.02 MB UPLOADED: Feb 8th, 2017

Risk management for clubs and zones

FORMAT: pdf SIZE: 379.82 KB UPLOADED: May 26th, 2014

Understanding the hws act- a practical guide

FORMAT: pdf SIZE: 1.26 MB UPLOADED: May 26th, 2014

Guide to whs incident notification

FORMAT: pdf SIZE: 998.78 KB UPLOADED: May 26th, 2014

ASC club guide document

FORMAT: pdf SIZE: 625.15 KB UPLOADED: May 26th, 2014

Prepare your horse for a bush fire

FORMAT: pdf SIZE: 1.19 MB UPLOADED: May 26th, 2014

Summer heat alert

FORMAT: pdf SIZE: 597.02 KB UPLOADED: May 26th, 2014

Standard operating procedures

FORMAT: pdf SIZE: 308.9 KB UPLOADED: Oct 2nd, 2014

AIDR - Crowded Places Handbook

FORMAT: pdf SIZE: 1.49 MB UPLOADED: May 16th, 2019

FAQ Responsibilities of Event Organisers

FORMAT: pdf SIZE: 263.21 KB UPLOADED: May 16th, 2019

User Charges NSW Ambulance

FORMAT: pdf SIZE: 449.09 KB UPLOADED: May 16th, 2019

Optional Forms

First aid checklist-2

FORMAT: pdf SIZE: 66.05 KB UPLOADED: Feb 8th, 2017

Sample Emergency Procedures

FORMAT: docx SIZE: 18.89 KB UPLOADED: May 26th, 2014

Trail waiver

FORMAT: pdf SIZE: 30.58 KB UPLOADED: May 26th, 2014

Record Health and Safety Issue Template

FORMAT: pdf SIZE: 18 KB UPLOADED: May 26th, 2014

Site plan - premises or event

FORMAT: pdf SIZE: 87.91 KB UPLOADED: Feb 8th, 2017

Risk assessment matrix

FORMAT: pdf SIZE: 221.5 KB UPLOADED: Feb 8th, 2017

Pony club sample kitchen sds register

FORMAT: pdf SIZE: 10.7 KB UPLOADED: May 26th, 2014

Pony club sample SDS register

FORMAT: xlsx SIZE: 15.18 KB UPLOADED: May 26th, 2014

Sample chemical register

FORMAT: doc SIZE: 32 KB UPLOADED: May 26th, 2014

Unleaded petrol

FORMAT: pdf SIZE: 49.19 KB UPLOADED: May 26th, 2014

SDS petroleum distillates HFP

FORMAT: docx SIZE: 146.19 KB UPLOADED: May 26th, 2014

SWP spray painting plant

FORMAT: doc SIZE: 232.5 KB UPLOADED: May 26th, 2014

Sample manual handling risk assessment

FORMAT: pdf SIZE: 232.44 KB UPLOADED: May 26th, 2014


Risk Managment Policy

FORMAT: pdf SIZE: 819.74 KB UPLOADED: Feb 8th, 2017