HAF Annual Report 2024/2025

The London Borough of Sutton - Holiday Activities and Food Programme Annual Report 2024/2025

1. Introduction

This report provides an overview of the London Borough of Sutton’s Holiday Activities and Food (HAF) programme for 2024/2025, funded by the Department for Education. The programme supported children and young people during school holidays with enriching activities and nutritious meals, contributing to healthier and more active lifestyles.

In 2024/2025, the HAF Programme expanded significantly in participation and scope, responding to economic pressures that increased food insecurity and reduced access to extracurricular activities. In partnership with local services, schools, and organisations, the programme offered a wide range of activities—from sports and arts to educational workshops and trips—designed to educate, engage, and inspire. Every participant also received balanced, nutritious meals.

The Department for Education allocated £652,060 in funding, enabling delivery of the Spring, Summer, and Winter programmes. Resources were carefully managed to ensure inclusivity and maximum impact for Sutton’s children and families. Budget distribution is detailed in this report, with transparency and accountability prioritised throughout the year.

We are proud of the programme’s growing popularity, improved standards, and broad support. In 2025–2026, we aim to build on these achievements by enhancing activities and expanding access. Our thanks go to all teams, partners, schools, and organisations who helped make HAF 2024/2025 a success.

2. Background

Sutton, much like the rest of the UK, is still healing from the pandemic’s detrimental impact and pressures due to the ongoing cost of living crisis with many families requiring support. Sutton’s child population (0-17 year olds) is 48,463 and about 13% (6,399) of children live in low-income families (1). Approximately 6,760 children i.e. 16.3% of students receive free school meals (FSM)(2) . This figure continues to rise. 

The Holiday Activities and Food (HAF) Programme has been a crucial initiative in this context, providing essential support to improve the health and well-being of children from disadvantaged backgrounds in Sutton, targeting areas that need it the most. 

(1) View a full list of Sutton statistics from Cognus partners https://www.cognus.org.uk/about-us/sutton-statistics/

(2) School Spring Census Data 2024 provided by Cognus. 

3. Department for Education (DfE) - HAF Programme Overview

There are many benefits for children who attend the HAF programme. We want to encourage all HAF providers to ensure a high-quality experience that will result in children:

• receiving healthy and nutritious meals

• maintaining a healthy level of physical activity

• being happy, having fun and meeting new friends

• developing a greater understanding of food, nutrition and other health related issues

• taking part in fun and engaging activities that support their development and well-being

• feeling safe and secure

• getting access to the right support services

• returning to school feeling engaged and ready to learn

The full aims, objectives, and core offer of the HAF programme can be found in the Department for Education’s guidance for HAF 2025 publication (External Link). 

The minimum standards for quality provision for the programme are:

1. Enriching activities

2. Nutritious Food

3. Physical Activity

4. Nutritional Education/Promoting Healthier Behaviours and Lifestyles

5. Signposting and Referrals

3.1 DfE Funding

For 2024/2025, the London Borough of Sutton were awarded an original grant allocation of £652,060 to deliver the HAF programme across Sutton.

The allocation was dependent on the number of children who were eligible for benefits-related free school meals from the school census data.

100% of the original allocation was received upfront and the total spend based on actual expenditure was £652,060 for 2024/2025 HAF programmes.

It is important to note that Spring HAF 2025 programme delivery was funded through the 2025/2026 grant funding allocation by the Department for Education and therefore will be reported on in the Annual report for 2025/2026.

No additional funds were used to support the delivery of the 2024/2025 programmes. 

4. Commissioning and Procurement

In Summer 2023, the London Borough of Sutton introduced a flexible procurement framework for the Holiday Activities and Food (HAF) programme, using a Dynamic Purchasing System (DPS). This innovative approach created a more efficient, transparent, and competitive process for sourcing high-quality provision from a broad range of local and regional providers.

As part of the initial onboarding process, providers were required to complete qualifying questionnaires to assess their policies, safeguarding procedures, and overall suitability. Those who met the criteria were approved onto the DPS and invited to take part in a series of ‘mini competitions’—a structured bidding process for individual programme periods.

Each mini competition required providers to submit detailed proposals outlining their planned activities, quality of provision, safeguarding practices, and pricing. These bids were scored independently by an evaluation panel against set quality and value-for-money criteria. Successful bids were ranked to ensure the best possible outcomes for children, young people, and families.

Mini competitions were conducted for the Winter 2023 and Spring 2024 HAF programmes, with further rounds launched for Summer 2024 and Winter 2024. This system allowed providers to bid for one or multiple delivery periods, supporting greater contract continuity, provider sustainability, and programme familiarity for participating families.

To ensure geographic and thematic coverage, the 2024 HAF mini competitions were divided into the following delivery Lots:

Lot 1 – Sutton North Wards

Lot 2 – Sutton South Wards

Lot 3 – HAF+ Targeted Provision for 13–16-year-olds

A full list of commissioned providers for the 2024 HAF programme is available in the ‘Provider List’.

5. Marketing and Communication

Reaching the Target Cohort

Ahead of Summer HAF 2024, Sutton invested in a central booking platform ‘HolidayActivities’ to help manage the HAF Programme. The HolidayActivities e-vouchers platform was designed and built specifically to support effective HAF programmes, enabling local authorities, activity providers and eligible families to easily and securely engage their children in HAF activities. 

By leveraging this digital solution, the platform efficiently distributes e-vouchers directly to our eligible families (on benefits-related free school meals), ensuring seamless access to our HAF programme. 

6. Special Educational Needs and Disabilities/Additional Needs

Championing Inclusion: Supporting Children with SEND

Sutton’s HAF Programme is built on a strong commitment to inclusion, ensuring children with Special Educational Needs and Disabilities (SEND) can fully participate in enriching and enjoyable holiday experiences. In 2024/25, providers delivered a mix of inclusive and specialist sessions, meeting a range of needs from low-level support to complex requirements.

Where additional support—such as 1:1 staffing—was needed, funding was granted in consultation with the Children and Young People’s Disability Team, ensuring safe and effective participation for all children.

To help providers better meet SEND needs, we invested capital funding into bespoke SEND kits, including sensory tents, therapeutic tools, ear defenders, and weighted blankets. These were widely praised by both families and providers.

In response to rising demand and undiagnosed needs, we introduced a tailored SEN training package to upskill providers in managing diverse needs more confidently and inclusively.

We also partnered with the CAMHS Education Wellbeing Service to deliver mental health workshops, helping providers support the emotional wellbeing of children with additional needs.

Regular feedback from families and providers helps us refine our approach, ensuring Sutton HAF remains a place where every child feels safe, supported, and included.

7. Additional Resources, Partnerships and Aligning with Other Priorities

Partnerships are integral to the success of Sutton's HAF Programme, as they enable us to expand our reach, enhance service delivery, and maximise community impact. Ahead of each HAF programme, we look to establish connections and partnerships with services to enhance the core HAF offer. 

8. HAF Programmes 2024

Easter 2024

• Number of commissioned providers: 20

• Number of locations: 25

• Number of awarded places to commissioned providers: 3,838

• Number of attended places: 2,780

With a notable increase in overall attendance, including a rise in children with SEND accessing HAF provision in 2024. A wide variety of activities were delivered, including multi-sports, martial arts, drama, arts and crafts, cooking, and more—ensuring something for every interest and ability. To maintain quality, we conducted five site visits for quality assurance. All providers met the DfE’s HAF standards, with many offering diverse and engaging sessions. While some providers reached maximum capacity, others faced challenges in uptake, with some unable to fill places beyond their fixed costs. Despite this, the breadth and quality of activities across the programme remained strong.

The below data provides an overview of our attendance data from our evaluation of the Easter HAF programme. A breakdown of further data and Easter expenditure can be found in the full report. It is important to note that when interpreting Easter data, Sutton HAF did not have a Central Booking System in place.

• Free School Meals Population (Eligible Cohort on benefits-related FSM): 6,645

• Primary Aged Children: 666

• Secondary Aged Children: 117

• Total Unique HAF Funded Children: 783

Summer 2024

• Number of commissioned providers: 20

• Number of locations: 31

• Number of awarded places to commissioned providers: 12,208

• Number of attended places: 8,553

A wide range of activities were delivered during Summer HAF, including multi-sports, cycling, arts and crafts, coding, drama, and day trips. We also continued the targeted provision for 13–16 year olds, offering engaging workshops in podcasting, filmmaking, content creation, and DJing. Summer 2024 attendance increased by 36% (unique HAF-funded children) compared to Easter 2024, supported by improved data accuracy thanks to full provider compliance with the booking platform and verification by its support team. All providers were visited for quality assurance, and HAF standards were met. While some sessions reached full capacity, others experienced varied uptake.

The below data provides an overview of our attendance data from our evaluation of the Summer HAF programme.  A breakdown of further data and Summer expenditure can be found in the full report.

• Free School Meals Population (Eligible Cohort on benefits-related FSM): 6,543

• Primary Aged Children: 794

• Secondary Aged Children: 271

• Total Unique HAF Funded Children: 1,065

Christmas 2024

• Number of commissioned providers: 14

• Number of locations: 24

• Number of awarded places to commissioned providers: 2,026

• Number of places attended: 1,521

Winter HAF delivered a wide variety of engaging activities, including multi-sports, drama, arts and crafts, STEM sessions, theatre, and seasonal trips. Although attendance and the number of unique children were lower than the previous year—an outcome we anticipated due to the winter season—the programme remained impactful. Our exclusive 13–16 provision continued to develop successfully, offering targeted workshops focused on life skills such as sports coaching, physical literacy, filmmaking, drama, and content creation. To maintain high-quality delivery, we carried out six quality assurance visits. We also partnered with Take and Make to distribute recipe kits to 19 clubs, enhancing the nutritional learning element of the programme.

The below data provides an overview of our data from our evaluation of the Christmas HAF programme.  A breakdown of further data and Christmas expenditure can be found in the full report.

• Free School Meals Population (Eligible Cohort on benefits-related FSM): 6,599

• Primary Aged Children: 389

• Secondary Aged Children: 141

• Total Unique HAF Funded Children: 530

9. Summary

The 2024/2025 HAF Programme in Sutton continued to support the well-being of children from low-income families through enriching activities, structure, and nutritious meals during school holidays.

Participation grew, especially among children with SEND. Feedback highlighted the value of supportive staff and inclusive environments that helped children feel welcome and confident.

We continued to use our central booking system and Dynamic Purchasing System (DPS), both of which improved efficiency and provider engagement. Targeted provision for 13–16 year olds also continued to expand.

Some operational challenges remained, including provider readiness, staffing, and fluctuating attendance. These reinforced the need for early planning, clear communication, and greater support for inclusive delivery.

Improving family communication is a priority to reduce non-attendance and make better use of resources.

Families consistently shared that HAF gave their children routine, joy, and a sense of belonging. Sutton remains committed to strengthening the programme and ensuring all children have access to safe, inclusive, and fulfilling holiday experiences.

Read our full Annual Report for the London Borough of Sutton’s HAF Programme 2024/2025 (External Link).

Thank you