Christmas 2023 Application Form - North Yorkshire Together

- Step 1 of 9

Thank you for your for your interest in and commitment to supporting children and young people over the school holidays.

Research has shown that the school holidays can be pressure points for some families, and evidence shows that free holiday activities can have a positive impact on children and young people. FEAST, funded by the Department for Education's Holiday Activities and Food programme, is a response to this issue.

Please make sure before completing your application that you have fully reviewed our Application Guidance.

You may also wish to draft your responses on the Word version of this application form. You cannot submit this Word document as an application. Applications received in this format will not be considered.

You can save your current progress and return to it later using the function at the bottom of the page.

Information about your organisation

Organisation Name *

If you plan on running separate activities across multiple sites, you need to make individual applications for each setting. If doing so, please differentiate each setting in your Organisation Name, e.g. North Yorkshire Together (Selby) / North Yorkshire Together (Craven).

Organisation Type *

Association or Trust
Community Interest Company
Company (limited by guarantee)
Formally constituted club
Educational Establishment
Local Authority
Registered Charity
Registered CASC
Self-Employed
Unregistered Club or Association
Other

If your organisation is more than one of the above, please select the most appropriate. If 'Other', please confirm your organisation type in 'Organisation Description' below.

Organisation Description *

Write this in a way that is accessible to FEAST-eligible families, as this description will be public on our website.

Your name *

Your email *

Your phone number *

Your business address *

Address Line 1

Address Line 2

City

State / Province / Region

Postal Code

This address will be shared with North Yorkshire Council and other relevant third parties to provide you with supporting material for your FEAST activities.

About your proposed FEAST activities

FEAST activity name *

Make sure to include here the name your customers know you by here, e.g., 'North Yorkshire Together Summer Fun'. Do NOT just use 'Summer Fun', as this will not stand out on your listing on our website.

FEAST activity description *

Please write an engaging and accessible description, as this will go on our website and will need to stand out to secure bookings. This should be at least 50 words.

Where will your activity take place? *

The vast majority of FEAST activity will take place in a North Yorkshire district. If you are planning a trip/visit into another county, select Other.

Can children and young people ONLY attend the activity if they already use your service? *

No
Yes - but we're happy for new people to join ahead of our activity
Yes

The vast majority of applicants should select 'No' to this answer. FEAST activities should be open to a wide range of young people, and meeting new people is a core element of the programme. However, some specialist provision (e.g. SEND, young carers) may not be appropriate unless the young person is previously known to the activity provider.

If yes, please share wording that we can list on our website to support parents/carers to understand this

You should use this same wording on your HolidayActivity listing.

What age ranges can attend? *

4 - 7 years
7 - 11 years
11 - 14 years
14 - 16 years
16 - 18 years (SEND only)

FEAST-eligible young people must be in Reception - Year 11 (or up to Year 13 if SEND). We appreciate that these ranges may not align with your activity (e.g., 8 - 12 years). Please choose the most appropriate ranges - e.g. 7 - 11, 11-14 - and make clear in your activity description the age ranges that can attend.

What specific days AND times will your activity run? *

Please give as much detail as possible, e.g., Wednesday 27th December 2023, 10am - 2pm, Friday 29th December 2023, 9am - 5pm. Please avoid unspecific dates, e.g. 'First Weds, Thurs and Fri of holidays', or 'Every weekday'. This information will be listed on our website, so it needs to be as clear and precise as possible.

Name of venue where your activity will take place *

If your activity will have a number of locations - e.g. a community centre for four days, with a trip to the beach on one day - please include the most frequently used venue. Only use one venue name. This will be listed publicly on our website.

Address of venue where your activity will take place *

Please use the venue’s full address, with no contractions or abbreviations, including post code.

Which statement best describes your current venue booking? *

I have agreement from my proposed venue
I'm waiting to hear back
I haven't yet reached out to them

If you haven't reached out yet, we suggest you do this as soon as possible.

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Inclusivity and Accessibility

Are you providing specialist activities for children and young people with SEND? *

Specialist activities are likely to ONLY be attended by children and young people with SEND (and/or their family members).

For specialist provision, which access need can you accommodate?

Communication and interaction access needs
Cognition and learning difficulties
Social, emotional and mental health needs
Sensory needs
Physical impairments

We plan on making this information publicly accessible on our website.

For each access need you have selected, give a brief explanation as to your ability to meet these needs - and any limitations you have

e.g. on-to-one support provided, specialist facilities and equipment, staff with accredited training/qualifications.

Are you able to facilitate the safe and inclusive involvement of children and young people with SEND? *

Yes
No - but we would appreciate support to become able to do this
No

Which access need do you feel you can accommodate? *

Communication and interaction access needs
Cognition and learning difficulties
Social, emotional and mental health needs
Sensory needs
Physical impairments

We plan on making this information publicly accessible on our website.

For each access need you have selected, give a brief explanation as to your ability to meet these needs - and any limitations

e.g. on-to-one support provided, specialist facilities and equipment, staff with accredited training/qualifications. Specialist providers do not need to replace their above answer here.

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Your policies and procedures

Please confirm that you will have the following policies and procedures in place for your FEAST activity *

GDPR
First Aid, including training, staffing and procedures
Food Safety procedures
Health & Safety
Inclusion and/or diversity policy
Risk Assessment
Safeguarding, including DBS certificates

Evidence of all of the above will be required from those applicants offered a grant.

Please identify any key risks of delivering your FEAST activities and ways you will mitigate these

A response is required in every box. Applications that do not complete each box will not be considered.

Larger risks such as accidents and incidents, safeguarding, health and safety, first aid, managing allergies / medication need to be captured and mitigated against in your risk assessment and other policies, which you will provide separately if successful.

Layout

Staff (incl. contractors/freelancers and volunteers)

For example, how will you ensure activity can still go ahead if your intended staff become unavailable.

Facility/venue hire

What can you do to make sure your proposed venue is available and within budget? What will you do if this changes?

Lack of take up

What will you do to make sure that your activities are well advertised and well attended? North Yorkshire Together is not responsible for the uptake of your activities.

Food

If you are relying on an external food provider, what can you do if they withdraw? You do NOT have to demonstrate here how you will meet the FEAST food requirements - this is covered later on in the application.

Ratios at your activity

FEAST activities must adhere to the lowest of the following that applies to your activity:

The ratio required by the participants' access needs (SEND)
The ratio set out by your National Governing Body (or similar), if relevant, for your type of activity (e.g., 1:10 for Gymnastics) - not exceeding a maximum of 1:12. You MUST use this, or lower, if it applies to your activity.
A minimum of 1 adult (over 18) to a maximum of 12 children (under 18)

Please let us know what your ratios will be: *

Ratio as per participants’ access needs – not exceeding a maximum of 1:12
Ratio set by National Governing Body (or similar) - not exceeding maximum 1:12
A minimum of 1:12

If per access needs or National Governing Body (or similar), please specify

For example, "National Governing Body for Gymnastics (1:10)" or "1:3 due to access needs"

What level of insurance cover do you hold? *

As a minimum, this should be Public Liability and Employers Liability insurance.

Please give the name of your Safeguarding Officer *

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Advertising and booking

All FEAST activities are listed on HolidayActivities, a platform that parents/carers directly book onto activities (even those only open to specialist groups).

Activity providers are responsible for creating and managing this listing.

North Yorkshire Together lists your activity on our publicly available website, but does not manage enquiries or bookings on your behalf.

We will also undertake ad-hoc marketing and celebration of providers, but this is not to be relied upon to generate bookings. North Yorkshire Together provides marketing resources and templates for you to use.

How will you market your FEAST activities to maximise take up of AND attendance at funded places? *

If you have previously used HolidayActivities, include here any ways of using the system (waiting lists, 'overbooking', manual acceptance etc.) that you will use to maximise bookings and attendance, alongside what non-platform methods (e.g. social media, posters, schools visits etc.) you will use.

Please provide an alternative phone number and email for non-HolidayActivities based bookings *

This is for parents/carers with language barriers, access needs etc. The vast majority of bookings will be taken via HolidayActivities. You will need to manually add email or phone bookings to HolidayActivities.

If you will also advertise your FEAST activities on your own webpage, please provide a link

What are your organisation's social media handles? *

Instagram, Facebook, Twitter etc. This is so we can provide ad-hoc promotion and celebration of our FEAST activities providers. This may also be listed on our website.

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Food & Nutrition

You must provide at least one meal per 4 hour session (breakfast, lunch or tea) to FEAST-funded participants. All food provided at your FEAST activities (including snacks) must meet School Food Standards. FEAST can only fund food for eligible children.

We expect the majority of food served at your FEAST activities to be hot. However, we acknowledge that there will be occasions when this is not possible, and cold food should be used where appropriate.

Please confirm which of the following you intend to provide: *

Breakfast – hot
Breakfast – cold
Lunch – hot
Lunch – cold
Tea – hot
Tea – cold
Snacks – hot
Snacks - cold

The DfE require FEAST-funded children to have access to an identical overall food offer to any children who pay to attend.

For example, non-FEAST-funded children must also have access to food during your activity. This can be brought from home, if you do not wish to provide food for them.

However, if non-FEAST-funded children can bring a packed lunch, you must ensure that FEAST-funded participants have access to a packed-lunch style option, prepared and paid for by you. This is so that FEAST-funded participants aren't clearly eating different food.

Under no circumstances should the food offer provided to FEAST-funded participants be of a lesser quantity or quality than food offered to non-FEAST funded participants.

Are you also providing food to children NOT eligible for FEAST? *

Yes – as standard
Yes – parents can opt in
No – they will bring a packed lunch or similar, but we would be interested in further support to provide this
No - they will bring a packed lunch or similar
Activity is only for those FEAST eligible

ALL children must have access to food during the activity, and this offer should be consistent across FEAST-funded and non-FEAST-funded participants.

If any answer except 'Yes - as standard', please share how you will ensure a positive and equal food offer for all children

For example, making up packed-lunch style food for FEAST-funded children, where paying children bring their own packed lunch.

All food provided at FEAST activities must meet DfE requirements. The below links provide you with information and guidance about these.

School Food Standards

Allergy guidance for schools

Food information regulations - Natasha’s Law

Food Business Registration - You must ensure that any external food providers you work with are registered as a food business, and have an acceptable food hygiene rating. This provides reassurance that food safety standards are being met.

Please detail how you will meet the requirements above, and how you will collect essential information around children’s food allergies and intolerances *

Information about allergies and intolerance can be captured directly on HolidayActivities, however you must have a way of checking and applying this information before any food is distributed - e.g. confirming requirements with parents/carers on/prior to the first day.

How will you meet the requirement to increase participants' awareness of healthy eating, healthy lifestyles and positive behaviours at every session? *

Support is available via North Yorkshire Together and the North Yorkshire Council Healthy Schools team if required.

How will you meet the requirements to increase parent/carer awareness of healthy eating, healthy lifestyles and positive behaviours at least once a week? *

Support is available via North Yorkshire Together and the North Yorkshire Council Healthy Schools team if required.

Examples to meet the children and parent/carer requirements above include:

getting children involved in food preparation and cooking
growing fruit and vegetables
taste tests
discussing food and healthy eating during mealtimes
including food and nutrition in other activities

Offering positive learning and development through FEAST activities creates stigma-free opportunities to support children and young people in learning about healthy lifestyles and exercise. This could cover, for example, the use of vapes, cigarettes, drugs, and how this can lead to issues including economic, social, personal safety, exploitation and/or criminality. These more complex issues should only be tackled by those with the relevant industry-standard knowledge and/or qualifications where relevant.

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Physical Activity

All FEAST activities must meet the following physical activity guidelines on a daily basis.

All participants should engage in moderate-to-vigorous physical activity for an average of at least 60 minutes per day. Click here for more information.

This does not have to be in the form of a structured activity session, but can include active travel, free play and sports.

Participants should engage in a variety of types and intensities of physical activity.

Providers should aim to minimise the amount of time participants spend being sedentary, and when physically possible should break up long periods of not moving with at least light physical activity.

How will you meet the physical activity requirements of the FEAST programme? *

Enrichment activity

FEAST activities must be fun and enriching and provide children with opportunities to:

Develop new skills or knowledge
Consolidate existing skills and knowledge
Try out new experiences
Have fun and socialise

This could include but is not limited to:

Creative activities, for example putting on a play, junk modelling or drumming workshops
Experiences, for example a nature walk or visiting a city farm.
Free play, for example fun and freedom to relax and enjoy themselves

How will you meet the enrichment requirements of the FEAST programme? *

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Signposting and Support

FEAST activity providers must be able to offer information, signposting and/or referrals to other services and support that would benefit children and their families. This could include, but is not limited to:

Citizens Advice
School nurses, dentists, or other healthcare practitioners
Family support services or children’s services
Housing support officers
Jobcentre Plus
Organisations providing financial education
Early years and childcare, including help to pay for childcare (for example, Tax-Free Childcare)

Support is available via North Yorkshire Together if required.

How will you meet the requirements to provide parents and families with signposting to other sources of information and support? *

This could include in person family sessions, emails to parents/carers, leaflets home or other e.g. social media, downloadable resources, recorded content etc. Wherever possible, we encourage this to be active and engaging - e.g. not overly reliant on flyers. Please include any training staff will receive to be able to support families.

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Your FEAST budget & targets

Please download and complete the FEAST 2023 budget spreadsheet

FEAST 2023 Application budget - to complete

Which of the holidays are you applying for a FEAST grant for? *

Christmas 23

The ability to apply for multiple holiday periods works on a calendar basis, e.g. You can apply for Easter, Summer and Christmas in at the Easter application stage, for Summer and Christmas at the Summer application stage, but for Christmas only at the Christmas application stage.

Please upload your completed FEAST 2023 budget spreadsheet here *

Click or drag a file to this area to upload.

Using the TOTALS from your completed Application Budget spreadsheet, please fill in the below.

You can use the Row references to help you.

You must use the exact figures from your completed spreadsheet. If these do not match, we cannot process your application.

Please enter the correct figures (as per your budget spreadsheet) below:

Number of sessions (Row 7)

Total number of places across all sessions (Row 10)

Total number of FEAST places across all sessions (Row 13)

Across all sessions

Cost per head for your activities (Row 30) *

Total funding requested for your activities (Row 31) *

Please confirm that you will adhere to the following: *

You will not charge FEAST more per head than paying parents/carers (where paid-for places are offered)
That where it is offered, you will enable FEAST young people to participate in early drop-off and late pick-up at no extra cost
That there will be no charges passed onto FEAST parents whatsoever – e.g. late collection fee, additional snacks etc.

We reserve the right to independently review your adherence to these principles. Any activity provider found to be breaching them will not be eligible to continue participating in FEAST.

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Additional Information

Provider Training

Please note, sharing information below helps us to deliver FEAST and should not be a barrier to you successfully receiving a grant.

Do you and/or your staff require training in any of the below?

Becoming a Mental Health Friendly Organisation
Behaviour Support
Crafts, Games and Enrichment
Equity
Food Requirements
LGBT+
Marketing
Mental Health in Young People
Outdoor Classroom
Safeguarding
Secondary Age Activities
SEND - becoming more inclusive
Social Media Masterclass
Supporting Neurodivergent Young People
Sport / Physical Acitivty
Trauma Based Practice
Youth Work

Some training in these areas is already available: https://www.yhlearning.co.uk/bundles/this-is-haf.

Please detail any other support or training not listed above that you and/or your staff would benefit from

Do you agree to undertake additional training if required? *

I understand that if successful, funding is conditional on attending one of the below Provider Development Sessions *

23rd November in Ryedale AM
29th November in Harrogate PM
I can't do either of these dates

If you can't get attend any of these dates, please get in touch with us on grants@northyorkshiretogether.co.uk

I confirm that the information I have provided in this application is true and correct to the best of my knowledge. I confirm that I understand that any grant monies awarded may be withheld or clawed-back in the event that any substantial information is found to be untrue. *

I confirm that I understand that grant monies may be withheld or clawed-back should I fail to reach my agreed targets, and/or if I do not provide accurate monitoring information to North Yorkshire Together *

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