There are some minimum operating standards that will need to be in place before delivery on the HAPpy programme. The grants process requires some important documents to be in place to be able to apply for funding.


Applying as an existing provider

If you are submitting an application under the same name and legal structure as your Summer application then, as long as they remain current, you do not need to re-submit supporting documents that you have already provided.

You must submit:

  • Completed application form
  • Completed activity sheet listing delivery locations, number of places, food requirements etc.
  • Your final previous monitoring report

You only need to submit the following documents if they have expired or have been updated since you supplied them as part of your previous application:

  • Relevant insurance policies which must cover the full upcoming delivery period
  • Equality & Diversity policy
  • Covid risk assessment

Please view the latest guidance regarding keeping Covid secure during the holidays and lateral flow testing for holiday clubs.
Please note that you will also be required to complete the training template which will be issued to successful applicants.
If you are an existing provider but are applying under a different name or legal structure, you must follow the application guidance for new applicants in order to enable us to complete necessary due diligence.

If you have any queries about how to proceed then please contact

New applicants must provide the following (see note below for requirements from schools):
  • A copy of your governing document
  • A copy of your most recent accounts. If you do not have audited accounts then please explain why and confirm if you are registered with HMRC.
  • A list of a minimum of three current trustees/management committee members (at least two of whom must be independent/unrelated)
  • Health and Safety policy including food hygiene where relevant
  • Appropriate Safeguarding policy – which must include a statement evidencing that all staff and practitioners are DBS checked to the required standards for the activity
  • Equality and Diversity policy – accessibility and inclusiveness
  • COVID risk assessment
  • Relevant insurance polices
  • Completed activity sheet listing the delivery locations and number of places etc.

We will assume you have the relevant documentation but ask you to assure that any commissioned provider conforms to all requirements.

We may ask you to submit:

  • Appropriate Safeguarding policy and processes and evidence of recent training
  • Equality policy
  • COVID safety procedures and risk assessment for activity
  • Confirmation of appropriate public liability insurance
Safer Staffing processes

All applicants must adhere to Safer Staffing Processes which include:


We will be delivering some of the required training courses before the Christmas Holiday delivery. These training courses are:

  • Safeguarding and Protecting Children
  • Level 2 Food Hygiene (this course is needed if you are preparing your own food for consumption)

Please note: First Aid is a required qualification but unfortunately due to Covid-19 we cannot offer this course as they are currently not running it in its full entity. You still need to ensure deliverers on the programme have a valid First Aid qualification.

Successful applicants will be expected to attend online networking events and participate in free online training. With the short timescale until delivery at Christmas there will be some training courses that we will not be able to run. We will update this section if we can provide any of the additional training courses.

Ofsted Requirements
Holidays clubs may need to register with Ofsted and there are associated benefits of doing so. We know that not all will need or want to do that. Guidance on the exemptions to Ofsted registration are set out here: Registration exemptions – Childminders and childcare providers

Please note: It can take up to 12 weeks for the Osfted registration process.

Providing meals

It is a requirement of the programme for meals to meet the school food standards which are intended to help children develop healthy eating habits and ensure that they get the energy and nutrition they need across the whole day.

We understand it may be tricky to offer hot food every day, but to ensure the young people are getting a good variety of foods, our expectation is that the majority of food served by providers will be hot. We acknowledge that there will be occasional days when this is not possible and that a cold alternative should be used.

Whilst lunch is the favoured meal for the programmes, some schemes may choose to provide a hot breakfast or a meal later in the day.

Need help with the food element?