Application Form:   Devon Holiday Activities and Food (HAF) Programme 2025/26

This holiday provision is for school aged children from reception to year 11 (inclusive) who receive benefits-related free school meals.

Please ensure you have read and understood the Service Specification in full before completing the application form.

PLEASE SUBMIT A SEPARATE APPLICATION FOR EACH DELIVERY VENUE, AND ONE APPLICATION EACH FOR PRIMARY AND SECONDARY PROVISION

Section 1

Venue Information

1.Name and address of the venue

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2.Please provide full postcode of venue.

This information will be used to analyse the geographical spread of responses but will not be shared or used to identify responses.

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3.Which area of Devon will you be providing places (ie, where will your venue be?)

East Devon

Exeter City

South Hams

Torridge

Teignbridge

West Devon

Mid Devon

North Devon

4.What is your target age range for this programme? Select one

PRIMARY SCHOOL

SECONDARY SCHOOL

Section 2

Organisation Information

5.Oganisation name

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6.Organisation address

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7.Type of organisation

Charity/community group

Church group

Uniformed group

Child care provider

School

Youth Group

Sole Trader

8.Are you currently registered with Ofsted?

Yes

No, I am exempt

I am a School

Ofsted application underway

9.Ofsted Registration Number (state N/A if not applicable)

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10.Charity Commission Reg No (state N/A if not applicable))

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11.Companies House Reg No (state N/A if not applicable)

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12.Website address/Facebook page (if you have one)

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13.Name of your HAF scheme (if you have one)

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Section 3

Applicant Contact Details

14.Name

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15.Position in Organisation

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16.Contact telephone number

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17.E-mail address

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18.Is your organisation a universal SEND provider or a SEND specialist provider?

Specialist Provision: only providing places for children with complex needs. Places for our children with more complex needs will be funded at a higher rate to account for any additional support needed.

Universal SEND Provider

Specialist SEND Provider

19.Booking contact details (if this is different to main contact above)

Name;  telephone number; E-mail address

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Section 4

Breakdown of Grant Details 

Please ensure you have read the specification: https://beta.devon.gov.uk/educationandfamilies/child-family-support/family-support/haf-programme/information-for-providers/devon-haf-service-specification/
GUIDE TO THE NUMBER OF PLACES YOU CAN APPLY FOR:  100 FSM children in a school would generate a need for 30 HAF places.  50 FSM children in a school would generate a need for 15 HAF places.  25 FSM children in a school would generate a need for 7 HAF places.

20.Do you have previous experience in successfully running HAF places for Devon County Council?

Yes

No

21.Describe your food offer, eg, breakfast, lunch or dinner, snacks

Clarifying how you aim to meet the school food standards. (http://www.schoolfoodplan.com/actions/school-food-standards/)

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22.What cooking activities or food preparation activities do you plan to run with the children?

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23.How will you meet the physical activity standards, ie 60 minutes per day?  Give examples of physical activities provided.

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24.What enriching activities will you provide?  eg, inviting in local services like the police, fire services. RNLI etc

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25.How do you propose to staff the provision? (please include numbers of staff, experience and qualifications).

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26.How will your provision be inclusive and accessible? (as required in the Equality & Diversity Act 2010).

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27.What training have your staff/volunteers received in this respect (inclusion, Special Education Needs and Disabilities)?

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28.Please describe your organisations commitment to safeguarding and safer recruitment highlighting what training your staff/volunteers receive in this respect.  Your safeguarding training must have been completed within the last 3 years.  We can assist you with this.

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29.Are all your staff and volunteers DBS checked?  This is a standard requirement for HAF schemes.

Yes

No

30.Tell us about your risk assessment process, including how you will meet health and safety requirements (particularly with regard to the Health & Safety at Work Act 1974)

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31.How will you complement other local provision?  Are you collaborating with any other organisations? (for example, schools, charities, youth groups and children’s centres etc. Or supermarkets if they are providing food or food boxes). If so, tell us who you are working with?

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32.How will you support, signpost or link families to local services (eg, health, employment, education)?

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33.How will you reach benefit-related Free School Meal children and their families to ensure maximum take-up of grant funded places?

What is your communication plan?

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34.Tell us a bit about your marketing and communication plans for this project including how you will engage with parents and encourage their children to attend their booked places?

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35.Please provide a brief description of your organisations purpose, skills, experience and track record.

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36.Which of the following holidays are you applying for funding? Required to answer. Multiple choice.

SPRING (4 days)

SUMMER (16 days)

WINTER (4 days)

37.What number of days will you be providing for SPRING?

The value must be a number

38.What number of days will you be providing for SUMMER?

The value must be a number

39.What number of days will you be providing for WINTER?

The value must be a number

40.What is the total number of HAF funded places you are applying for per day for SPRING?  (Max of 30/day)

The value must be a number

41.What is the total number of HAF funded places you are applying for per day for SUMMER?  (Max of 30/day)

The value must be a number

42.What is the total number of HAF funded places you are applying for per day for WINTER?  (Max of 30/day)

The value must be a number

43.How will you allocate your 15% Extended Criteria places? Please state N/A if not applicable

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Section 5

Amount of Grant Required

44.Breakdown of Grant – please provide your programme budget in this section, specifying how the funding will be spent (for example, staff costs, food costs, any training requirements, venue hire, insurance, resources etc).

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45.Total Amount of Grant Requested: £

eg; max 30 places/day @ £30 = £900 X 24 days = £21,600

The value must be a number

46.(a) Average cost per child, per session offered, without food: £.

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47.(b) Average cost of food, per child, per session: £

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48.Total of (a) + (b).

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49.If you are providing places for fee paying children (a blended provision is the preferred option for the HAF Programme), how much are you charging per day?

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50.Tell us why you think your grant proposal and project is good value for money.

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51.Please add any additional comments/information that you feel would support your application or if there is anything else you think we need to know.

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Section 6

Policies and Procedures

52.Please tick to confirm you have the following – if you don’t tick a box we will contact you to organise appropriate training for you if necessary. 
Devon County Council reserves the right to request copies of policies or request evidence of training and insurance prior to awarding or during the grant period. Multiple choice.

A Safeguarding Policy

Safer Recruitment Policy which includes all staff and volunteers

Equality and Diversity Policy

Inclusion Policy

The knowledge and skills to sufficiently risk assess your proposed activities

Sufficient Insurance to cover your proposed activities including public liability insurance of no less than £5 million

Staff or volunteers with responsibility for preparing or handling food will have had a minimum of level 2 food hygiene certification

Staff or volunteers with responsibility for first aid will have appropriate training and certification

Your organisation has a Designated Safeguarding Lead (this is someone responsible for the safeguarding and wellbeing of the children attending) who has received Devon County Council’s (or equivalent) level 3 safeguarding training in the last 3 years

All staff and volunteers in your organisation have received Devon’s level 2 safeguarding training in the last 3 years.

Your organisation has approval to use the premises identified for the activities described in this application.

All staff have had a DBS check

Section 7

Declaration

I declare that:

I have read and understand all sections of the Devon HAF Service Specification. I also understand that if I/the organisation does not comply with the information therein, any grant approved may be withdrawn at any time.

I have completed all relevant sections of this application accurately and in accordance with the guidance notes.

This organisation has the authority to accept the grant under the grant conditions.

I am a member of the organisation’s management team or I am the owner.

53.Full Name

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54.Position in Organisation

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