P ONY C LUB A USTRALIA BUSINESS RISKS INTERNATIONAL - COPYRIGHT ORIGINAL P ROCEDURES W HILE O N T OUR 1

O VERVIEW OF S ERVICES BUSINESS RISKS INTERNATIONAL - COPYRIGHT ORIGINAL Pre-Departure Preparation Documentation Collection Packing Pointers Procedures While on Tour Personal Safety Considerations Crime Awareness, Avoidance and Prevention Environmental and Health Concerns Crisis Management and Response Crisis Management Team (CMT) Crisis Management Procedure and Response 2

I NTRODUCTION ► Prior proper preparation will ensure ease of travel no matter the destination ► A pre-travel security briefing will be given by Pony Club Australia well prior to travel. ► Pony Club Australia will use the ‘buddy system’. ► Preparation will relieve the stresses normally accompanied by international travel and help mitigate risks encountered along the way ► Whilst travelling the Team Manager makes the decisions and ensures that all security and safety procedures are adhered to by the team and support staff. ► Abiding by Pony Club Australia’s security and safety procedures will allow you to be prepared for most types of emergency ► 90% of security/safety incidents occur at airports, accommodation and social/leisure locations BUSINESS RISKS INTERNATIONAL - COPYRIGHT ORIGINAL 3

S ECURITY & S AFETY P ROCEDURES A T A IRPORT ► Meet at Group Check In where the Team Manager will do a role call to make sure all are in attendance. ► Make sure you have all your travel documents in order. ► Proceed as a group and do not wander away from the group. ► Keep noise to a minimum and listen to all directions of Team Manager. ► Once checked in proceed through security screening into ‘sterile’ areas as quickly as possible. ► Watch and maintain possession of your personal bags and belongings at all times. ► DO NOT talk about or make jokes about security as this is a serious offence and you can be detained/arrested. BUSINESS RISKS INTERNATIONAL - COPYRIGHT ORIGINAL 4

A RRIVING AT D ESTINATION ► Remain as a group making sure that your travelling ‘buddy’ has been accounted for. ► Team Manager will make sure all the team is accounted for before moving away. ► Remain as a team at luggage carousel and wait for all team members to receive luggage. ► Make sure that you ID the luggage as being yours. ► Once all team members have all luggage move away to transport departure point as a group. ► Once at transport departure point wait for further instructions from Team Travelling Manager. ► Use only pre-arranged transport. ► MAKE SURE THAT YOU HAVE ALL THE TEAMS CONTACT DETAILS BEFORE LEAVING. BUSINESS RISKS INTERNATIONAL - COPYRIGHT ORIGINAL 5

A CCOMMODATION ► Secure all valuables. ► Keep room tidy so you will know if anything is missing. ► Do not give out your room number or accommodation details to any person not associated with the team. ► DO NOT TAKE any person to your room that is not associated with Pony Club Australia. ► Seek permission from Travelling Team Manager if you want to met with any person outside the travelling party. ► Be aware of your surroundings and if you feel unsafe immediately call the Team Manager. BUSINESS RISKS INTERNATIONAL - COPYRIGHT ORIGINAL 6

L OCATION & T RAVEL S AFETY ► DO NOT venture out alone. ► Make sure the Team Manager is aware of where you are going and what you will be doing. ► The Team Manager will develop a reporting procedure if you are not staying as a group. ► If possible travel in a group as this does lessen the risk of attack. ► Do not carry a large amount of cash or valuable items. ► Have emergency contact number ready if needed. ► Ensure compliance with local laws. ► Endure compliance with Pony Club Australia’s procedures and protocols. ► Always avoid isolated areas and streets, civil disturbances and demonstrations. ► Trust your instincts, if you feel uncomfortable leave the area/location and contact the Team Manager. ► Be wary of strangers that try to befriend you and ask you personal questions and/or questions about your travelling team. BUSINESS RISKS INTERNATIONAL - COPYRIGHT ORIGINAL 7

T EAM M ANAGER ► The Team Manager will have direct responsibility for the entire travelling team. ► The Team Manager cannot delegate this role unless approved by President of Pony Club Australia. ► This is from the initial stages of tour preparation in Australia until the team arrives back safely from the tour. ► The Team Manager will make sure that they have made contact with hosting team and obtained the details of a liaison officer who will be the point of contact (POC). ► The Team Manager will have all contact details of Pony Club Australia’s key contacts. ► The Team Manager will make contact with designated communication person at Pony Club Australia for the duration of the tour at nominated times. BUSINESS RISKS INTERNATIONAL - COPYRIGHT ORIGINAL 8

T EAM M ANAGER C OMMUNICATION BUSINESS RISKS INTERNATIONAL - COPYRIGHT ORIGINAL Travelling Team Manager to make contact with Communications Manager Travelling Team Manager to report: Team location Physical, emotional and psychological condition of the team Current security level Anticipated movements between now and next pre-arranged contact Any other information regarding the team that believes is important or needs to be communicated. Communications Manager to report team’s welfare to Pony Club Australia Management Activate Missing Team plan: If any member or the team has become unreachable, missed scheduled communication times or any other extenuating circumstances, see Crisis Management Plan 9

O VERVIEW ► The Travelling Team Manager is in charge and has direct responsibility for the entire team. ► The Travelling Team Manager will adhere to communication and journey management plan implemented by Pony Club Australia. ► Implementation and understanding of risks will reduce the vulnerability of individuals and the team. ► Pony Club Australia will brief all team members and support staff. ► No person(s) outside of Pony Club Australia can have any direct input in the management of the tour unless given authority to do so by President Pony Club Australia. BUSINESS RISKS INTERNATIONAL - COPYRIGHT ORIGINAL 10