Big Norfolk Holiday Fun Provider FAQs

Thanks for your interest in the Big Norfolk Holiday Fun programme! Once you have submitted an expression of interest, please allow a couple of weeks for the team to get back to you.

If you have any further questions about your entry that aren’t answered here, please email the team directly on [email protected] 

All of our resources and training courses are listed on the Big Norfolk Holiday Fun Knowledge Hub.

Here, you’ll be able to download various bits of information and sign up to suggested online training courses to facilitate your delivery when available.

The funding for the programme is paid on a sessional basis. There is no upper or lower limit but you must justify your costs when you apply. You will be asked for a breakdown of costs when you apply.  You will need to show costs for staffing, venue, and food and other admin.

Our team will confirm all funding with you prior to your activities starting.

The funding is for an offer that includes a healthy meal. This should be a hot meal wherever possible. Only providing snacks or a repetitive offer of cold food such as a prebought sandwich is not acceptable

You are asked to list your food costs in your application.  You may wish to do this per head, or combine the food costs with the nutritional education element (e.g the children cook or prepare their own food.)

Please look to minimise waste food wherever possible.

There are many opportunities to include ways to discuss healthy eating and lifestyle choices with the children as part of your programme.  You do not need to ‘teach’ any prescribed information. The government website suggestions include:

• getting children involved in food preparation and cooking
• growing fruit and vegetables
• taste tests
• discussing food and nutrition
• including food and nutrition in other activities

Various resources around this are signposted or on our Knowledge Hub.  You will also get to come along to drop-in provider sessions and get tips off other providers.

Visit the government’s website, which contains all the information you need relating to school food standards: Standards for school food in England – GOV.UK (www.gov.uk)

All Big Norfolk Holiday Fun providers should make use of the Every Move activity finder to list your activities and take bookings. You can also take payments through this for regular paid spaces.

The Active Norfolk team will set up your account for you and bitesize training videos on how to use your account for checking attendance and so on are available in the Knowledge Hub.

A family finds out if they are eligible and can apply to register their child/children for means-tested free school meals via the NCC website (apply for free school meals)

A family does not have to be accessing free school meals to take part in the holiday activities programme, they just need to be eligible.

Please be aware, being eligible for free school meals is not the same as being in receipt of universal free school meals.  Universal Free school meals for all Y1 and Y2 students and should not be confused with eligible FSM students, who have a specific and different criteria.

Activities should be 4 hours as a minimum (at least half a day). We ask that you aim for at least 4 days a week for the holiday period, but if you cannot deliver for four days, you can still be part of the programme.

The funding can only cover costs relating to eligible children who receive means-tested free school meals or are otherwise vulnerable. Only a small amount of the overall funding is for vulnerable children but providers should be aware this covers a wide criteria.

Ideally, such places should be given for individuals through professionals who are aware and working with the child such as social workers, foster carers, police or school staff.

When booking the parent should select BNHF Awarded Place* in this instance.  If you feel any of your attendees may fall into this group, please just contact us directly and we will check wherever we can with relevant NCC staff

We would encourage you offer blended activities where your activities are be open to all, with a set number of spaces reserved for Big Norfolk Holiday Fun funded spaces. You can charge non-eligible children to attend these mixed sessions.

Ideally, we would accept referrals from professionals who are aware and working with the child in question, such as social workers, foster carers, police or school staff. We cannot accept self referrals.

To find out more about referring a child, visit: Big Norfolk Holiday Fun: Information for Schools (activenorfolk.org)

Yes, all new applications from October 2022 will be submitted online and be subject to the new contract system. Please download and read the Standard Terms and Conditions for the funding.

To stay up to date with the HAF programme, you are invited to attend the monthly HAF drop-in sessions which provide you with updates and changes regarding the programme. Please email [email protected] for details if you would like the links to attend these

The Every Move activity finder has been developed by Active Norfolk, and is the official booking system for Big Norfolk Holiday Fun.

Through this system, you can list your activities and the public can search and book on easily. You can also set up paid places for those not eligible for means-tested free school meals, and register through our Stripe account to receive payments.

For more information on how to sign up and list your activities, watch our Every Move support video. If you have any troubleshooting issues visit the Knowledge Hub for our support guide.

The benefit to you

• Less administration: Online bookings will be visible to the NCC team, email notifications sent directly to your inbox and attendance sheets automatically generated.
• Online payments: Paid Non-HAF placements can be made online and will go straight into your bank account.
• Minimise ‘no-shows’: Families are only able to book children onto one activity per slot, removing double booking issues

The benefit to users

• One solution: We have created a single booking solution for families so they can manage all of their children’s holiday activities in one place. Users will be able to see a summary of their booked activities.
• Alerts and emails: Parents can receive an alert to their activities for the upcoming week.

The benefit to us

• Increased visibility: Gives us an up-to-date picture of uptake and spaces available, this will help us support you to fill your places.
• Funding requirements: Improved reporting to support our funding obligations.
• Data: The mandatory data required for the programme is collected automatically when parents book, making it easier and safer to share information.

Promotional Profiles: You are required to have an Every Move listing. We refer to this as a promotional profile. This helps families find information about your activities.

Booking Profiles: Those who have signed the new terms and conditions, are also required to use Every Move booking system. We refer to this as a booking profile. This allows families to book onto your activities. If you cannot use the Every Move booking system, you must indicate this on the Marketing Form provided to you after signing your contract. Those who are on the old contract, are highly encouraged to use Every Move booking system. If you do not wish to use the Every Move booking system, you will need to indicate this on the Marketing Form provided to you. If you have not received the marketing form please contact [email protected]

We will send out communications closer to Easter to let you know the launch date.

Here are the questions that are gathered from users:

• • Attendee First name*
  • Attendee Surname*
  • Date of birth*
  • Gender*
  • Postcode*
  • Dietary requirements (including allergies)*
  • SEND* – yes or no
  • Learning needs, personality, health notes and adjustments needed or any concerns
  • Select all the reasons for this child’s HAF eligibility: free school meal recipient (FSM), home*
  • Name of school*
  • Special school – yes or no
  • Consent for photography*
  • Emergency contact*

You can also ask up to 4 custom questions of your own.

An asterisk * indicates a required field 

Every Move resources can be accessed on the Knowledge Hub.

In addition we have a series Every Move support videos.

We also have dedicated Every Move Provider Support. Please email: [email protected] if you have questions related to the set-up of your activities.