Photo credit: Leslie the Pony Lion and Amy. Photo © Sara Muskulus
Conduct Incident Policies & Process
What Types of Concerns Can Be Reported?
The Conduct Committee may review concerns involving behavior or patterns of behavior that:
- Feel unsafe, threatening, coercive, or harmful
- Violate the FPCS Code of Conduct
- Create significant disruption or safety concerns within the community
- Endanger participants, volunteers, or event operations
- Demonstrate patterns of harassment, stalking, retaliation, or abuse of power
Examples may include:
- Consent violations
- Sexual misconduct
- Harassment or stalking
- Threats or intimidation
- Physical violence
- Hate speech or discriminatory conduct
- Abuse of authority
- Serious safety violations
- Retaliation
- Reckless or dangerous behavior
The Conduct Committee may review incidents occurring at FPCS-sponsored events, in official FPCS spaces, or in some cases outside official events when the reported conduct may reasonably indicate a risk to participant safety or community wellbeing within FPCS spaces.
Who Can Make a Report?
Reports may be submitted by:
- Individuals directly impacted by an incident
- Witnesses
- Event staff or volunteers
- Participants concerned about community safety
Anonymous reports may also be submitted, though anonymity may limit the committee’s ability to investigate or follow up.
Emergency or Immediate Safety Concerns
At an FPCS Event
If you are experiencing an immediate safety concern during an event, contact:
- Rangers
- Sanctuary volunteers
- Event staff
- Any staff member with a radio
These teams can assist with:
- immediate safety support
- connecting you with resources
- documenting incidents
- contacting emergency services if needed
- helping initiate a formal report
FPCS recognizes that reporting during or immediately after a traumatic event can be difficult. Participants may report incidents immediately, later during the event, or after the event has concluded.
Criminal Conduct and Emergency Services
FPCS and the Conduct Committee are not replacements for law enforcement, emergency medical services, or licensed mental health professionals.
If you believe a crime has occurred or someone is in immediate danger, contact emergency services or law enforcement as appropriate.
Event organizers appreciate being informed of serious emergencies affecting participant safety or event operations whenever possible.
Non-Emergency Reporting
Incident reports may be submitted at any time using the FPCS Incident Report Form.
If you are unsure whether a situation should be reported, you may contact the Conduct Committee with questions before submitting a formal report.
Contact:
conduct@firepony.org
What Happens After a Report Is Submitted?
The Conduct Committee reviews reports using a structured review and investigation process focused on participant safety, available information, and organizational risk assessment.
Depending on the situation, the committee may:
- Request additional information
- Conduct interviews
- Review supporting documentation or evidence
- Assess safety concerns
- Recommend interim safety measures
- Recommend sanctions or participation restrictions
Not all reports result in formal sanctions.
Some reports may:
- result in educational interventions,
- lead to temporary safety measures,
- be archived for pattern tracking,
- or conclude with no further action.
The Conduct Committee strives to approach reports fairly, respectfully, and consistently while prioritizing participant safety and community wellbeing.
Possible Outcomes
Depending on the nature and severity of the conduct, possible outcomes may include:
- Educational warnings
- Behavioral agreements
- Leadership or volunteer restrictions
- No-contact directives
- Removal from an event
- Temporary suspension
- Indefinite suspension
- Permanent participation bans
The Board of Directors retains final organizational authority regarding participation restrictions and event access unless authority has been formally delegated otherwise.
Interim safety measures may also be implemented while a report is under review.
Confidentiality and Privacy
The Conduct Committee makes reasonable efforts to protect participant privacy and limit disclosure of sensitive information to those with a legitimate operational need to know.
However, absolute confidentiality cannot be guaranteed.
Information may need to be shared in limited circumstances to:
- assess safety concerns
- conduct investigations
- implement restrictions
- coordinate event operations
- comply with legal obligations
Retaliation
Retaliation against individuals who submit reports, participate in investigations, provide witness statements, or otherwise engage with the conduct process is prohibited.
Retaliation may include:
- intimidation
- harassment
- social targeting
- threats
- attempts to discourage reporting
- disclosure of private information
- encouraging others to target participants
Reports of retaliation may result in additional sanctions or restrictions.
If a Report Is Made About You
The Conduct Committee reviews reports seriously and evaluates available information through a structured review process.
If a report is made involving you, the committee may contact you to:
- explain the process
- gather additional information
- request interviews or statements
- discuss possible next steps
Submission of a report does not automatically result in sanctions or findings of wrongdoing.
The committee evaluates reports based on available information, safety concerns, procedural consistency, and organizational risk assessment.
Good-Faith Reporting
Participants will not face retaliation solely for making a report in good faith, even if insufficient information exists to substantiate the concern.
However, knowingly fabricated reports or intentional misuse of the reporting process may itself constitute a conduct violation.