The Willows operates primarily in an outdoor, semi-rural environment across all seasons. Sessions take place in the yard, paddocks, and grounds regardless of the weather — and that is very much part of what makes this provision special.

At The Willows, we believe there is no such thing as bad weather — only a bad choice of clothing. Sessions will go ahead in wet, cold, muddy, and overcast conditions. Young people are expected to come prepared to be outside, and families and schools are responsible for ensuring they arrive dressed appropriately for the conditions on the day.

This policy sets out what young people should wear and bring in all weathers — including specific requirements for hot and sunny days.

Whatever the weather, the following apply to every session at The Willows:

• Closed-toe footwear at all times: Flip flops, open-toed sandals, and similar footwear are not permitted at any time of year. This is a non-negotiable site safety requirement due to the presence of horses, uneven ground, and outdoor working areas. Young people must wear sturdy closed-toe shoes or trainers. If a young person arrives in inappropriate footwear, the session may need to be adapted or, in some cases, rescheduled.
• Clothing that can get dirty: Sessions involve animals, mud, hay, and outdoor work. Young people should wear clothing that parents and carers are happy to see get muddy, wet, or marked. Smart or delicate clothing is not appropriate for sessions at The Willows.

In wet or cold weather, young people should bring:

• A waterproof rain jacket — sessions continue in the rain. A good waterproof is essential.
• Wellies or waterproof boots — the yard and paddocks can be very muddy. Wellies are strongly recommended during autumn, winter, and spring, and after any period of rain.
• Extra layers — temperatures can drop quickly outdoors, especially in the yard. Young people should bring a warm fleece or jumper even if the morning feels mild. In cold weather, a hat and gloves are recommended.

Sessions will not be cancelled due to cold, rain, or mud. If a young person arrives without appropriate clothing for the conditions, Nicola will contact the parent, carer, or school and may need to adapt the session to keep the young person comfortable and safe.

During periods of warm or sunny weather, young people are at increased risk of sunburn, heat exhaustion, and dehydration. The following are mandatory requirements for all outdoor sessions when the UV index is moderate (3+) or temperatures exceed 20°C:

• Sun cream: Young people must arrive with sun cream already applied. A minimum SPF 30 is recommended. Parents, carers, and referring schools are responsible for ensuring sun cream is applied before the session begins. Where a young person arrives without sun cream applied, The Willows will contact the parent/carer or school. A small supply of SPF 50 sun cream is kept on site for emergency use only — this is not a substitute for prior application.
• Sun hat: Young people must bring and wear a sun hat during outdoor activities. A wide-brimmed hat or cap with neck coverage is preferred. If a young person arrives without a hat, Nicola will assess whether it is safe to proceed with outdoor activities or whether the session should be adapted to remain in shaded areas.
• Water: Young people must bring a named water bottle containing sufficient water for the session (minimum 500ml). During hot weather, additional water intake is encouraged throughout the session. Fresh water is available on site to refill bottles. Young people will be reminded to drink regularly.

Parents, carers, and referring schools are responsible for:

• Checking the weather forecast before each session and dressing the young person appropriately.
• Ensuring the young person brings a waterproof jacket and wellies or waterproof boots during wet or cold weather.
• Ensuring the young person wears appropriate closed-toe footwear at all times — no flip flops or open-toed sandals.
• Sending the young person with a full water bottle for every session.
• Applying sun cream before arrival and ensuring the young person brings a sun hat on warm or sunny days.
• Informing The Willows of any skin conditions, allergies, or sensitivities that may affect sun cream use, heat tolerance, or cold weather comfort.

Where a young person regularly arrives without appropriate clothing for the conditions, Nicola will contact the parent, carer, or referring school to discuss this and agree a plan. Repeated non-compliance may affect the young person's ability to participate in outdoor activities.

Nicola Bevan and any supporting staff will:

• Monitor weather forecasts before each session and adapt activities where necessary to keep young people safe and comfortable.
• Ensure shaded rest areas are available during warm weather sessions.
• Ensure sheltered or covered areas are accessible during wet or cold sessions.
• Remind young people to drink water regularly throughout the session.
• Reduce or modify physical activity during periods of extreme heat (above 28°C) or severe cold.
• Keep a supply of SPF 50 sun cream and a spare hat on site for emergency use in warm weather.
• Keep a spare waterproof jacket and wellies on site where possible for emergency use in cold or wet weather.
• Ensure animals have access to shade and fresh water in hot weather, and appropriate shelter in cold or wet conditions.

The Willows will adapt sessions in response to extreme weather conditions. This may include:

• Extreme heat (above 28°C or Met Office heat health alert): Moving sessions earlier in the day, increasing time in shaded or indoor areas, reducing physical activity, or shortening the session.
• Severe cold or ice: Adapting activities to avoid icy or hazardous ground, increasing indoor time, or in exceptional circumstances rescheduling the session.
• Storms or high winds: Suspending outdoor activities involving horses or other animals until conditions are safe. Sessions may move indoors or be rescheduled if the site cannot be used safely.

Parents, carers, and schools will be notified as early as possible if a session needs to be rescheduled due to weather.

Staff at The Willows are trained in first aid and will be alert to the signs of heat-related illness during warm weather sessions.

Signs of heat exhaustion include: heavy sweating, pale or clammy skin, fast or weak pulse, nausea, dizziness, muscle cramps, tiredness, and weakness.

Signs of heatstroke include: high body temperature (above 39°C), hot and dry skin, rapid and strong pulse, confusion, and loss of consciousness. Heatstroke is a medical emergency.

Response:

• Move the young person to a cool, shaded area immediately.
• Encourage them to drink cool water if conscious and able.
• Apply cool, damp cloths to the skin.
• Contact the parent or carer immediately.
• If symptoms of heatstroke are present or the young person loses consciousness, call 999 immediately and follow first aid procedures.
• Record the incident in the accident/incident log and notify the parent or carer in writing.

At the start of each term, and at any point when significant weather is forecast, The Willows will remind parents, carers, and referring schools of the requirements set out in this policy. This will be communicated by email or phone.

This policy is available on the website and will be shared with all families and schools at the point of referral.

This policy will be reviewed annually, or sooner if there is a significant incident or a change in guidance from the relevant authorities. The policy owner is Nicola Bevan.