Rainbow Dreaming CIC

Terms and Conditions for Pony Visits

Last updated: March 2026

Rainbow Dreaming CIC is a not-for-profit Community Interest Company providing visits with our specially selected therapy ponies to care homes, hospitals, hospices, community groups and other suitable settings. We also provide ponies for parties, weddings and other events. Our aim is to bring comfort, companionship, smiles and memorable experiences to people who may benefit from spending time with our ponies.

These Terms and Conditions explain what you can expect from us and what we ask of the organisations that book our visits.

1. Bookings and confirmation

1.1. All bookings are subject to availability and acceptance by Rainbow Dreaming CIC.

1.2. A booking is considered confirmed once the date, time, location, fee and any relevant arrangements have been agreed by both parties.

1.3. The organisation making the booking is responsible for ensuring that the information provided at the time of booking is accurate, including the venue address, access arrangements, parking and any relevant site restrictions.

1.4. Any special requirements, accessibility considerations or concerns relating to residents, patients, visitors or staff should be discussed with Rainbow Dreaming CIC before the visit.

1.5. Rainbow Dreaming CIC reserves the right to decline a booking where the venue, circumstances or proposed arrangements are unsuitable for the welfare of the ponies or the safety of people attending.

2. Visit duration and activities

2.1. Our standard indoor visit is approximately one hour, unless another arrangement has been agreed in advance.

2.2. The visit may include supervised interaction with the ponies, gentle grooming, stroking and opportunities for conversation, reminiscence, photographs and shared experiences, as appropriate to the setting and the individuals involved.

2.3. Activities will be adapted to suit the environment, the needs of the people present and the comfort and welfare of the ponies.

2.4. Rainbow Dreaming CIC does not provide pony rides as part of its standard visiting service. No one may mount, ride or otherwise use the ponies in a way that has not been expressly agreed and authorised.

2.5. Visit times are approximate and may be affected by traffic, weather, access difficulties or circumstances outside our reasonable control. We will communicate any significant delay as soon as reasonably practicable.

3. Fees, travel and payment

3.1. Our standard visit fee is currently £95 for therapy visits, plus any applicable travel or other charges agreed at the time of booking. Fees for our other services vary depending on type, location, time required and number of attendees, and a deposit may be required to secure a particular date.

3.2. The fee and any travel costs will be confirmed before the booking is accepted. Additional charges will not be added without prior agreement, except where an adjustment has been expressly provided for in the booking arrangements.

3.3. Rainbow Dreaming CIC is a not-for-profit organisation. Our fees for therapy visits are subsidised and do not necessarily represent the full cost of providing a visit.

3.4. Unless otherwise agreed in writing, invoices must be paid within 14 days of the invoice date.

3.5. Where a grant, donation or sponsorship arrangement is funding a visit, the agreed funding conditions and payment arrangements will apply.

3.6. If payment is overdue, we will contact the booking organisation to seek resolution. Future bookings may be suspended while outstanding invoices remain unpaid, subject to any agreed contractual arrangements.

4. Cancellations and changes

4.1. If a venue needs to cancel or rearrange a visit, it should notify Rainbow Dreaming CIC as soon as possible.

4.2. We ask for at least seven days' notice of cancellation wherever possible, to allow us to manage our diary and offer the appointment to another organisation.

4.3. Where a venue, or individual, cancels with less than 48 hours' notice, Rainbow Dreaming CIC reserves the right to charge reasonable, demonstrable costs already incurred specifically for that booking, provided these costs and the cancellation terms have been communicated in advance; we do acknowledge that this may not always be possible for care homes, hospices and/or other residential settings.

4.4. In the event of a cancellation with more than 48 hours' notice, no cancellation fee will normally be charged. Any exceptional non-recoverable costs will be discussed with the venue.

4.5. If Rainbow Dreaming CIC needs to cancel or rearrange a visit, for example because of pony illness, welfare concerns, severe weather or circumstances beyond our reasonable control, we will notify the venue as soon as possible and offer an alternative date where practicable.

4.6. If we cancel a visit and cannot provide a replacement date acceptable to the venue, any payment made for that visit will be refunded. We will not be responsible for indirect losses arising from the cancellation, except where liability cannot lawfully be excluded.

4.7. We will always put the welfare of our ponies and the safety of those involved first.

5. Pony welfare and suitability

5.1. The health, welfare and comfort of our ponies are central to every visit.

5.2. Rainbow Dreaming CIC reserves the right to shorten, modify, pause or end a visit if a pony becomes tired, stressed, unsettled or unwell, or if continuing would be inappropriate for the pony or the people present.

5.3. Our ponies must be treated gently and respectfully. They must not be chased, hit, pulled, frightened, fed or handled inappropriately.

5.4. Feeding the ponies is not permitted unless Rainbow Dreaming CIC has expressly authorised it and supplied or approved the food.

5.5. Only the ponies brought by Rainbow Dreaming CIC may participate in the visit. The venue must not introduce other animals into the interaction area without our agreement.

5.6. Rainbow Dreaming CIC reserves the right to refuse any activity or interaction that it considers unsuitable or unsafe.

6. Venue responsibilities and safety

6.1. The organisation or individual booking is responsible for ensuring that the premises and agreed visit area are suitable for the ponies and the planned activities.

6.2. The venue must provide safe, appropriate access, including suitable parking and a safe route between the parking area and the visit location.

6.3. The venue must inform Rainbow Dreaming CIC in advance of any relevant hazards, access restrictions, building works, unusual site conditions or other circumstances that could affect the visit.

6.4. The venue is responsible for its own safeguarding arrangements, staffing, supervision and care of residents, patients, service users, children and other attendees.

6.5. In the case of care homes and other residential settings, venue staff must remain available and provide appropriate supervision throughout the visit. Rainbow Dreaming CIC's handlers are responsible for managing the ponies, but that does not replace the venue's duty of care towards the people it supports.

6.6. The venue should ensure that attendees are informed about appropriate behaviour around ponies and that anyone requiring assistance is supported by an appropriate member of staff, parent or carer.

6.7. The venue must notify Rainbow Dreaming CIC before the visit of any known allergies, relevant infection-control requirements, fear of horses, behavioural risks or other circumstances that may affect participation. Personal information should be limited to what is reasonably necessary to plan a safe visit.

6.8. Rainbow Dreaming CIC may refuse access to an area or suspend an activity if the conditions are unsafe or unsuitable.

7. Allergies, hygiene and infection control

7.1. Although we take reasonable steps to maintain cleanliness and manage risks, contact with ponies, their coats, equipment or the surrounding environment may cause allergic reactions or expose individuals to animal-associated allergens or germs.

7.2. The venue is responsible for assessing the suitability of the visit for its attendees, residents, patients, staff and visitors, including any infection-prevention requirements.

7.3. Handwashing facilities or suitable hand-cleaning arrangements should be available after contact with the ponies.

7.4. Anyone who is unwell or subject to isolation or infection-control restrictions should only participate where the venue's responsible staff consider this appropriate and consistent with applicable guidance.

7.5. Rainbow Dreaming CIC reserves the right to modify or cancel a visit if infection-control requirements cannot reasonably be met.

8. Consent, dignity and safeguarding

8.1. Participation in a visit must be voluntary and appropriate to the individual's circumstances.

8.2. The venue is responsible for obtaining any necessary consent or authorisation from residents, patients, parents, guardians or representatives, where applicable.

8.3. No individual should be pressured to approach, touch or interact with a pony. People must be allowed to observe from a comfortable distance or decline participation altogether.

8.4. Rainbow Dreaming CIC expects everyone involved to be treated with dignity, respect and consideration, particularly people who may be vulnerable or have additional support needs.

8.5. Any safeguarding concern arising during a visit will be handled appropriately and, where necessary, referred to the relevant responsible person or authority.

8.6. Rainbow Dreaming CIC will maintain appropriate safeguarding practices for its activities and comply with applicable legal requirements.

9. Photography, filming and publicity

9.1. Photographs or videos may be taken during a visit only where this is permitted by the venue, and appropriate consent has been obtained from the people identifiable in the images, or from an authorised representative where required.

9.2. Rainbow Dreaming CIC will seek permission from the venue before using photographs or videos for its own publicity, website or social media.

9.3. Permission to take a photograph does not automatically mean permission to publish it. Separate permission must be obtained where necessary for the intended use.

9.4. The venue should inform Rainbow Dreaming CIC of any restrictions relating to photography, confidentiality or the use of images.

9.5. Rainbow Dreaming CIC will respect requests not to photograph or publicise identifiable individuals.

10. Liability and insurance

10.1. Rainbow Dreaming CIC will take reasonable care to conduct visits safely and responsibly and will maintain appropriate insurance for its activities, subject to the terms, conditions and exclusions of the relevant policies.

10.2. The venue remains responsible for the safety and management of its premises, the people in its care and its own staff, subject to applicable law.

10.3. All participants must follow reasonable safety instructions given by the pony handler and venue staff.

10.4. Nothing in these Terms and Conditions excludes or restricts liability where doing so would be unlawful, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot legally be excluded.

10.5. Subject to clause 10.4, Rainbow Dreaming CIC will not be responsible for loss or damage arising from circumstances outside its reasonable control or from the venue's failure to meet its responsibilities under these Terms and Conditions.

10.6. Nothing in these Terms and Conditions removes any statutory rights or responsibilities that apply to either party.

11. Force majeure and unforeseen circumstances

11.1. Neither party will be treated as being in breach of these Terms and Conditions where it is prevented from fulfilling its obligations by circumstances reasonably beyond its control.

11.2. Such circumstances may include severe weather, flooding, transport disruption, emergency restrictions, sudden illness, injury or illness affecting a pony, or other unforeseen events that make the visit unsafe or impracticable.

11.3. The affected party will notify the other as soon as reasonably possible. Both parties will make reasonable efforts to agree an alternative arrangement where appropriate.

12. Feedback and complaints

12.1. Rainbow Dreaming CIC welcomes feedback and aims to resolve concerns fairly, promptly and constructively.

12.2. Any complaint should be sent to info@rainbowdreaming.co.uk, with details of the visit, the concern raised and the outcome being sought.

12.3. We will acknowledge and review complaints as soon as reasonably practicable and aim to provide a substantive response within 14 days. If more time is needed, we will explain why and provide an expected response date.

13. Privacy and personal information

13.1. Rainbow Dreaming CIC will handle personal information in accordance with applicable data-protection legislation and its privacy policy.

13.2. Venues should provide only the personal information reasonably necessary to arrange and conduct a safe visit.

13.3. Personal information and photographs will not be used for unrelated purposes without an appropriate lawful basis or consent where required.

14. Changes to these Terms and Conditions

14.1. Rainbow Dreaming CIC may update these Terms and Conditions from time to time to reflect changes to its services, operating arrangements or legal obligations.

14.2. The version applicable to a booking will normally be the version supplied or made available when the booking is confirmed, unless a change is agreed between the parties or required by law.

15. Contact details

Rainbow Dreaming CIC

Website: www.rainbowdreaming.co.uk

Email: info@rainbowdreaming.co.uk

Rainbow Dreaming CIC is a not-for-profit Community Interest Company dedicated to bringing the joy of pony visits to people and communities who can benefit from them.

By confirming a booking, the individual or booking organisation acknowledges that it has been provided with, or had the opportunity to read, these Terms and Conditions and agrees to the arrangements applicable to its visit.