Big Norfolk Holiday Fun Provider FAQs

Big Norfolk Holiday Fun Provider FAQs

On this page you can find answers to some of the most common provider questions around the Big Norfolk Holiday Fun programme. Please note, this page is for activity providers. If you are a parent looking to book your child onto an activity session, click here.

If you can’t find the answer you’re looking for, please email [email protected].

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.

If you are unable to attend a live training session,  you can request a recording after the session has been delivered.


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 (

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.

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

Every Move Activity Finder FAQs

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, or if you have any troubleshooting issues visit the Knowledge Hub for our guide and Every Move FAQs.

We are always looking for ways to improve the Big Norfolk Holiday Fun programme. Our main goal is to create a single booking solution for families. This change will make the process of signing up to activities both quick and simple for families, providing a better all-round experience. From the perspective of providers, we want to streamline and create an efficient process to administer the Big Norfolk Holiday Fun programme.


The benefit to you

  • Automation: Once a booking is made, an email notification will be sent directly to your inbox, reducing the number of calls
  • Minimise ‘no-shows’: Families are only able to book children onto one activity per slot, removing double booking issues
  • Activity logging options: We have made changes to the way you set up your activities that allows greater flexibility on the day/times of your provision.
  • Attendance sheets: You will be able to generate quick attendance summaries for administration purposes.
  • Online payments: Paid Non-HAF placements can be made online and will go straight into your bank account.
  • Less administration: Online bookings will be visible to the NCC team and reporting back will be reduced.


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.
  • Summary of activities: 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

  • Visibility: Gives us an up-to-date picture of uptake and spaces available, this will help us support you to fill your places.
  • Streamline: The process creates efficiency to the process and allows us to better administer the Big Norfolk Holiday Fun programme.
  • 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]

No, Active Norfolk will set-up your promotional profile or booking profile. However, there are some areas of input we require from you. We require you to:

  1. Complete section 3 of the marketing form. This will provide us with the relevant information to complete your Every Move profile.
  2. Complete the actions set out in section 4 of the of the marketing form.
  3. Review and approve your profile before we publish. We will contact you when you need to do this.
  4. If using the Every Move booking system for paid places, you will need to set-up Stripe Account. We will contact you when you need to do this.

If you haven’t received the marketing form please contact: [email protected]

The BNHF Every Move bookings will be live to the public on 21st November 2022.

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

An asterisk * indicates a required field 

Every Move resources can be accessed on the Knowledge Hub. We also have dedicated Every Move Provider Support. Please email: [email protected] if you have questions related to the set-up of your activities.

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Get in touch

If you don’t see the answer to your question, or you would like to arrange a call to speak with someone about the Big Norfolk Holiday Fund in more detail, please drop us a line.

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