OVERVIEW
This funding supports the delivery of Easter, Summer and Christmas school holiday activities with food for children in receipt of benefit’s related free school meals across Rochdale Borough. It is part of the Government’s Holiday Activities and Food (HAF) programme, funded by the Department for Education, which has provided healthy meals and enriching activities to disadvantaged children since 2018.
Locally, the programme is coordinated by Rochdale Borough Council and Your Trust (Rochdale Boroughwide Cultural Trust), covering Heywood, Middleton, Rochdale, and Pennines.
School holidays can be pressure points for families due to increased costs and reduced incomes. This can lead to a holiday experience gap, where children from low-income households are less likely to access organised out-of-school activities, more likely to experience poor nutrition and physical inactivity, and more likely to face social isolation.
The HAF programme aims to address these challenges by offering free holiday clubs that include nutritious meals and enriching activities.
PROGRAMME AIMS
Children should: receive healthy and nutritious meals; maintain a healthy level of physical activity; feel safe, happy, and socially connected; develop knowledge of nutrition and health; take part in fun and engaging activities; return to school engaged and ready to learn.
Families should: be included in planning and delivery; receive guidance and support; be signposted to relevant services.
ELIGIBILITY COSTS
The programme is for school-aged children (Reception to Year 11) receiving benefits-related free school meals. Other vulnerable children which include Cared for children, Children in Need (CIN), Children with an Early Help Assessment, or where the family have an allocated Supporting Families Keyworker
STANDARDS AND PROVISION
Food: At least one meal (preferably hot or freshly cooked) per day must be provided, compliant with School Food Standards and Natasha’s Law. Food must consider allergies, dietary needs, and cultural/religious requirements. If your HAF provision prepares, cooks, handles, stores or serves food, it must be registered as a food business with the local authority—unless all food is supplied by an already registered external provider. (This is a legal requirement under UK food safety law)
Physical Activity: Minimum of 60 minutes of moderate to vigorous physical activity daily, aligned with NHS guidelines.
Nutritional Education: Daily activities to improve children’s knowledge of healthy eating (e.g., cooking, growing food).
Family Education: Weekly sessions for parents/carers on sourcing and preparing nutritious, low-cost meals.
Enrichment: Activities must support skill development, creativity, and wellbeing.
Signposting: Providers must offer referrals to services such as Citizens Advice, school nurses, housing support, and Jobcentre Plus.
WHO CAN APPLY
Eligible applicants include: voluntary and community organisations, schools and multi-academy trusts, private providers, charities, CICs, not-for-profit companies, and statutory organisations.
WHAT WILL WE FUND
High‑quality holiday provision that offers eligible children and young people access to enriching activities, healthy food, and safe, welcoming spaces during school holidays.
Funded projects may include holiday clubs and programmes that provide a varied and engaging activity offer, such as:
- Physical activity and sport – including structured games, active play, team activities, dance, outdoor activities, and movement‑based sessions that encourage children to be active and healthy
- Creative and cultural activities – such as arts and crafts, music, drama, performance, creative writing, and opportunities for self‑expression
- Digital and enrichment activities – including digital creativity, coding, media, STEM activities, problem‑solving, and educational games
- Wellbeing, social and life‑skills activities – focusing on confidence‑building, resilience, teamwork, emotional wellbeing, and positive social interaction
GRANT SIZE AND VALUE FOR MONEY
Funding is typically expected to average around £20–£25 per eligible child per day (based on a minimum 4‑hour session), depending on age range, venue type, and delivery model.
Applications will be assessed on value for money, quality of provision, and alignment with the HAF core offer.
ELIGIBLE COSTS (WITH COST EXPECTATIONS)
The following costs are eligible where they are directly attributable to delivery of the HAF programme:
Staffing costs
- Session delivery staff, session leaders, coaches, tutors, and supervisors.
- Reasonable planning and preparation time (expected to be proportionate).
- Staffing levels must be appropriate to age group and needs.
- Any management overheads must be modest and directly linked to delivery (not core organisational running costs).
Staffing costs must be in line with local norms and the expected rates of pay for the role being delivered, taking account of experience, qualifications, and responsibilities. Rates should reflect prevailing local wages for holiday provision, childcare, youth work, and sports or activity delivery.
Volunteer Expenses
- Travel, food, or out‑of‑pocket expenses for volunteers are eligible.
- Payments must not exceed HMRC guidance for volunteer expenses.
FOOD AND CATERING
Providers are expected to prioritise the provision of hot or cooked meals wherever practicable, as these offer greater nutritional value and a more positive mealtime experience for children. Cold meals should be used only where a hot meal is not feasible and must remain substantial, balanced, and compliant with School Food Standards.
- Food costs should not normally exceed £4.50 per child per day, inclusive of ingredients, preparation, or external catering.
This £4.50 benchmark reflects practice across neighbouring authorities and is used as a value‑for‑money reference point. Snack‑based or low‑value cold food options are not acceptable as a substitute for a meal
VENUE HIRE AND UTILITIES
Reasonable venue hire, utilities, cleaning, and caretaking costs are eligible where they are proportionate to the quality, size, suitability, and facilities of the venue used, and where they directly support the safe and effective delivery of HAF provision.
Costs should be:
- Appropriate to the type and standard of facility provided
- Competitive, reflecting community, voluntary, or not‑for‑profit rates where these are available
- Clearly justified where higher‑cost venues are proposed
For example:
- A large, modern, or specialist venue (such as a purpose‑built activity space, youth facility, or venue with enhanced accessibility, catering, or safeguarding features) may reasonably attract higher hire costs where it clearly improves the quality, inclusivity, or safety of the provision.
- A small, basic community room or hall with limited facilities is expected to be hired at a lower cost, reflecting its simpler layout, capacity, and level of equipment.
Higher venue costs must demonstrate clear added benefit for children and young people, such as improved accessibility, adequate space for activities, or facilities that enable the delivery of a higher‑quality HAF offer.
Long‑term facility improvements, capital works, or building adaptations (for example, refurbishments, structural changes, or permanent installations) are not eligible for HAF funding.
MODEST CAPITAL ITEMS (EQUIPMENT)
Small‑scale equipment essential for delivery may be funded, subject to the following limits:
- Items must be clearly linked to HAF delivery (e.g. sports equipment, cooking utensils, activity resources).
- Total capital spend should not normally exceed 10% of the total grant value.
- Items must not be general organisational assets unrelated to HAF.
- Equipment must be used primarily for HAF sessions and retained for future community benefit where possible.
Examples of eligible capital items:
- Sports equipment (e.g. balls, bibs, cones)
- Basic catering equipment (e.g. slow cookers, hot plates used for HAF only)
- Arts, crafts, or enrichment resources
This approach reflects national expectations that HAF funding prioritises direct child‑facing delivery over asset accumulation
INELIGIBLE COSTS AND ACTIVITIES
The following are not eligible for funding:
- General organisational running costs not linked to HAF
- Large capital works or building improvements
- Equipment primarily for non‑HAF use
- Profit‑making or excessive surplus generation
- Research-only activities
- Promotion of political or religious beliefs
WHEN TO APPLY
Applications for Summer 2026 HAF funding are open from 17th April to 4th May 2026.
PAYMENT TERMS
Successful applicants will be notified by 29th May 2026.
Funding will be issued in two stages: 75% upfront, 25% post-delivery, upon submission of satisfactory attendance records and completion of quality assurance checks.
Providers should retain receipts and records for audit purposes.
MONITORING, EVALUATION AND QUALITY ASSURANCE
The Rochdale Borough HAF Coordination Team will carry out visits to funded HAF sessions during delivery periods. These visits form a key part of the programme’s Quality Assurance (QA) process and help ensure that provision meets the standards set by the Department for Education (DfE).
Visits will be used to:
- Monitor the quality and safety of delivery
- Check alignment with the approved application and HAF requirements
- Identify examples of good practice and areas for improvement
The approach to monitoring is supportive and developmental, with the aim of strengthening provision and improving outcomes for children and families.
Providers are required to use the HolidayActivities platform to manage bookings and record attendance accurately. This information is essential for programme monitoring, payment, and reporting to the Department for Education.
Feedback surveys from children and families may also be shared with providers to support evaluation and gather insight into the quality and impact of the programme.
A provider webinar is available here to support use of the booking platform.
GRANT AGREEMENT AND MINIMUM REQUIREMENTS
Successful applicants must sign a Grant Agreement confirming adherence to the DfE HAF Standards Framework and the following minimum requirements:
- Safeguarding policy and recent training
- Level 2 Food Hygiene certificate where appropriate
- Registered food business where appropriate
- Relevant first aid training
- Public liability insurance
- Right to work in the UK for all staff
- DBS checks for all staff and volunteers
- Be inclusive and accessible (as required in the Equality and Diversity Act 2010)
- Meet health and safety requirements (particularly with regard to the Health & Safety at Work Act 1974)
- Plans to engage children in receipt of benefits related FSM in Rochdale Borough
- Evidence of addressing community need and programme outcomes
- Capacity to deliver during the Rochdale Borough identified school holidays
