About Summer Sendsation 2017

Summer SENDsation 2017- Event Information Pack 2

About Summer SENDsation 2017 3 Venue 4 Opening Times 5 Getting There 5 Unloading and Loading 5 Parking and Vehicles 5 Build Up and Break Down 5 Useful Contacts 6 Meet Your Audience - Who Will We Be Marketing To? 7 Message from the Shooting Stars Consultation Group 8 Sponsorship Opportunities 9 Exhibitor Forms (to be Completed) 10 Application Form 10 Terms & Conditions 11 Risk Assessment Form 12 Food Safety Questionnaire (for Caterers) 13 Declaration 14

LONorthants LONorthants LONorthants SummerSENDsation17 www.northamptonshire.gov.uk/localoffer The Local Offer, Northamptonshire County Council, John Dryden House, 8-10 The Lakes, Northampton, NN4 7YB 01604 366124 Summer SENDsation 2017- Event Information Pack 3

11 June 2017 - Northampton College, Booth Lane, Northampton, NN3 3RF

Summer SENDsation is back! The exciting free event for local families (who have a child or young person with special educational needs and disabilities) will return to Northampton College’s state-of-the-art Booth Lane campus in 2017.

Summer SENDsation is a non-profit event, so admittance is 100% free-of-charge for both visitors and exhibitors. Charities will be allowed to fundraise, and businesses will be allowed to sell their products or services. Our only condition is that exhibitors MUST provide a fun activity for visitors. This might be a game, crafts, a sports activity, a performance, a music activity, a tombola, face painting, or whatever else you do best!

In 2015, Summer SENDsation welcomed local families for a fun-filled day of sports, activities, music, and relaxation with the chance to learn about the county’s best services for children and young people with SEND. Feedback was overwhelmingly positive (see below), and plans are now underway to make the next Summer SENDsation bigger than ever!

Summer SENDsation 2017 will provide an excellent platform to showcase your products and promote your organisation while offering a fun day out for all.

Refresh your memory of the last Summer SENDsation with our film, here: https://youtu.be/7RLtaiZdoaI

Event Partners:

“A very well-organised and well thought-out event. “I thoroughly enjoyed it and found it Plenty to keep the children amused and lots of space. useful to help local people directly.” Lovely food and great information stalls.” Mencap V Cordwell, Parent

“It was very well organised. We have had more “Thank you to all the people who organised the event - interest in our service following the event.” it was good to have fun and resources all in one place!” Northamptonshire Police H Tarratt, Parent

“Great event. Well-organised and very informative. “A great community-building experience.” Lovely to see so many families.” Thrive Occupational Therapy Services V Vincer, Parent

Northampton College’s Booth Lane campus is the ideal location for Summer SENDsation 2017. Located just a stone’s throw from Northampton town centre, Booth Lane is easy to reach via public transport and provides free onsite parking with plenty of parking bays for ‘blue badge’ holders. This state-of-the-art campus provides outstanding physical access and features a ’Changing Places’ bathroom on every floor.

Location

The Booth Lane campus is easily accessible with a range of transport links. The main entrance for visitors is off St Gregory’s Road. For more information, please visit: www.northamptoncollege.ac.uk

Northampton College’s DisabledGo listing can be viewed here: http:// www.disabledgo.com/organisations/ northampton-college/northampton-college--- booth-lane-3

Opening Times Public:

Sunday 11 June (12noon – 4pm)

Exhibitors:

 Access your stand from Sunday 11 June at 10:30am  The venue must be clear of all vehicles (including trailers) by 5:30pm  Stands must be staffed from11.45am to at least 4pm (or until the last member of the public leaves)

Getting There

Northampton College is located close to the town centre and is easily accessible with a range of transport links. Please visit www.northamptoncollege.ac.uk for further information.

Unloading and Loading

 Exhibitors can use the drop-off points at the front of the building (via Booth Lane) to load and unload small items but need to move the vehicle to the St Gregory’s car park once finished  Exhibitors can use the through-road to unload large items into the amphitheatre. Please indicate on the application form if this will be necessary

Parking and Vehicles

 Exhibitors must use the St Gregory’s car park  The campus has ample on-site parking with plenty of parking bays for ’blue badge’ holders  Parking attendants will be on-hand to assist  No vehicles (except emergency vehicles) should move on-site between 11:45am and 4:15pm  Vehicles moving on-site at the permitted times should use their hazard lights and move no faster than 5mph

Build Up and Break Down Build Up:

Exhibitors can access the site from Sunday 11 June (10:30am). Stands must be completed by 11:45am.

Break Down:

 Dismantling should not commence until all visitors have left. It is essential to dismantle exhibits and remove possessions as soon as the event finishes  Exhibitors must vacate the campus by 5:30pm on Sunday 11th June. If you need to make alternative arrangements, please contact the organisers directly

Please help us keep the campus clean by using the waste bins and recycling bins provided.

Nikki Taylor - IASS Manager 01604 361562 [email protected]

Kathy Forsdyke - Local Offer Manager 01604 368512 [email protected]

Julia Smith - Local Offer Project Officer 01604 364943 [email protected]

Leanne Smith - Local Offer Project Officer 01604 368735 [email protected]

Paul Meadows - NPFG Joint Chairperson 07745 249094 [email protected]

Jane Marriott - NPFG Finance Manager 07745 249094 [email protected]

Graeme Wilson - Northamptonshire Sport Development Officer

01604 367953 [email protected]

Susan Lewis - Northamptonshire College Marketing Manager

01604 734567 [email protected]

The Summer SENDsation 2017 committee are working on a concentrated marketing plan to ensure you reach your target audience. Summer SENDsation will be marketed directly to families who have registered onto the Local Authority’s Special Needs Index (SNIX).

SNIX Demographics

Geography Age: Primary Disability

33% Northampton 35% 15-19 73% Learning Disability 17% Kettering (inc. Desborough & Rothwell) 29% 10-14 12% Communication Disorder 12% Wellingborough (inc. Earls Barton) 20% 5-9 9% Physical Disability 11% Corby 13% 19+ 3% Hearing Impairment 10% South Northamptonshire (inc. Brackley & Towcester) 3% Under 5 2% Visual Impairment 9% East Northamptonshire (inc. Rushden & Raunds) 9% Daventry (inc. Brixworth) 1% Bordering Counties

Gender: Wheelchair Use NB: The average persona for an individual on the 69% Male 77% No SNIX register is a 16 year-old boy from Northamp-

31% Female 23% Yes ton with a learning disability

In addition, we are also implementing the following, wider-ranging promotion strategy:

We Will:

● Place PR features in up to 12 free and paid-for print publications across the county (to include social media) ● Hand out ‘Save the Date’ postcards at the events and exhibitions we attend ● Publish front-page advertorial in the spring edition of the Special Needs Index (SNIX) magazine ● Place PR features in around 6 specialist newsletters from around the county ● Maintain the event’s unique identity with consistent use of distinctive artwork elements / brand assets ● Utilise contacts at BBC Radio Northampton and Inspiration FM ● Distribute posters and information to 300+ local schools (including special schools) ● Use Mailchimp to send marketing email/s to relevant opted-in SNIX users ● Enable visitors to book free tickets and workshop places available via Eventbrite ● Regular scheduled posts on the Local Offer Facebook page (currently 605 page-likes) ● Regular scheduled tweets from the Local Offer Twitter account (currently 452 followers) ● Cross-promotion with our partners ● Judicious use of highly-targeted (and actionable) advertisements on Facebook and Twitter ● At least one carefully-timed Thunderclap

How YOU Can Get Involved:

● Promote to your customers via your website, social media, etc. We can provide materials to support this ● Use Summer SENDsation 2017 to run a workshop, do some fundraising, do some product-sampling, sell some products, or to simply raise awareness ● Join our Facebook event and help us make decisions about Summer SENDsation 2017 ● Take part in our Thunderclap ● Choose from one of our economical sponsorship packages. Summer SENDsation is not-for-profit, so all proceeds will go either towards marketing the event or entertainment on the day ● Supply a prize for a free prize-draw at the event

LONorthants LONorthants LONorthants SummerSENDsation17 www.northamptonshire.gov.uk/localoffer The Local Offer, Northamptonshire County Council, John Dryden House, 8-10 The Lakes, Northampton, NN4 7YB 01604 366124 Invitation to Summer SENDsation 2017 Sunday 11th June 2017 at Northampton College

Dear Service-Providers,

We are the Shooting Stars focus group. We help the County Council make things better for young people with special educational needs and disabilities.

Summer SENDsation will help local families find out about services for children and young people with

special educational needs and disabilities.

Lots of people will come. There will be fun and games, the chance to make new friends, and even some special

guests.

We will be at Summer SENDsation to tell people what we do and how other young people can get involved.

We think you will enjoy Summer SENDsation as much as we do. We would love it if you came along.

Best wishes, The Shooting Stars Summer SENDsation 2017- Event Information Pack 9

Summer SENDsation 2017 is a non-profit event run for the benefit of local children and young people with special educational needs and disabilities.

Sponsorships will help contribute towards the event’s running costs. Any extra funds will be spent on enrichment, for example: ● Indoor & outdoor branding (e.g. balloons, signage, flags) ● Extra paid-for advertising ● Animal encounters (e.g. falconry display) ● Free fun food (e.g. ice-cream, candy floss, popcorn) ● Street entertainers (e.g. magician, caricaturist, circus) ● Celebrity guests (e.g. Paralympians, comedians) ● Event hireables (bouncy castle, photo-booth, lawn games) ● Printing (e.g. programmes, t-shirts)

Items for the free prize draw are also welcome. If you would like to discuss sponsorship, please call Kathy Forsdyke on 01604 368512 or email [email protected]. Packages

Main Sponsor: Supporter: £2,000 £99 Benefits (only one available)

Press releases announcing your sponsorship  Exclusive Your company name added to event title 

Marketing Your logo + company name on all marketing materials 

Materials Your logo listed on marketing materials 

Event Half-page display advert in the printed event programme 

Programme Your logo in the printed event programme 

Your logo + company name on event day signage*  Signage Your logo on event day signage* 

Signage Your logo + company name on event day digital signage 

(Digital) Your logo on event day digital signage 

SNIX A full-page display ad in spring 2017 SNIX (with design service)  Logo on front page of spring 2017 SNIX magazine Magazine  (posted to A ¼ page display ad in spring 2017 SNIX (with design service) families) 

4 post on the Local Offer Facebook page (605 page-likes)  4 tweet from the Local Offer Twitter account (452 followers) Social  1 post on the Local Offer Facebook page (605 page-likes) Media 

1 tweet from the Local Offer Twitter account (452 followers) 

Souvenirs Your logo / name on promotional items (offered at event)* 

(toys, etc) Your logo on co-branded promotional items (offered at event)* 

Promotional stall (in your chosen location)  Stall Promotional stall (in your chosen location, if available) 

*If the main sponsor (or a supporter) would like to provide branded event-day signage and/or promotional items, please notify us as soon and possible, and ensure the items are purchased, produced, and delivered no later than May 2017.

Provider Name

Contact Name

Registered Address

Post Code

Contact Number Email Address Website

Social Media Tags or Pages

Facebook, Twitter, etc What will your stall will be offering? Please include: information and activities Provide as much detail as possible

Indoor or outdoor location preferred?

Do you require access to an electrical point?

This will only be available for indoor activities What equipment do you plan to bring with you?

Please include: banners, stand, barracudas, activity materials How much space do you estimate you will require? Please provide in square meters What is your target audience? Please include: age, additional need/disability, gender, etc

Public Liability Insurance Ref No.

Exhibitors must agree to:

 Obtain Public Liability Insurance for the day, and any other relevant insurances and documentation  Hold (and provide a copy of) a valid Food Hygiene Certificate if catering  Complete the risk assessment  Be aware that access to the site to set up is from 10:30am. Stalls must be set up by 11:45am, the event will be open to the public from 12pm to 4pm. Packing away can commence when all visitors have left the site, but must be completed by 5:30pm. You will be advised when it is safe to pack up and collect your car. This must be done only once all visitors have left the event  Be aware that no vehicles except emergency vehicles will be permitted to move on site between 11:45 am and 4:15pm (earlier if all visitors have left). Vehicles moving at permitted times should have hazard lights on and move at less than 5mph  Provide all of your own equipment for the day (e.g. tablecloths, laptop etc.) and a table/gazebo if you wish to be outside  Not have any amplified music or activities that generate loud noises without letting us know.  Only sell goods or services as specified in your application. Alcohol will not be permitted on site, including as prizes (such as bottle tombolas)  Understand that the Organiser reserves the right to refuse any application without giving any reason, and to determine the area and position of stalls. Organisers will allocate the stall according to site requirements and as we see fit for the Fun Day as a whole  Hold activities which are accessible to a young person with a special need or disability.  Do not bring any products and images which are offensive in relation to a family based event.  Comply with the appropriate local safety regulations (including environmental health, fire, trading standards etc.)  Be aware that attendance is at the stallholder’s own risk; the organisers will accept no responsibility for any loss, injury or damage  Ensure that your activity/stall is safe at all times. You must be aware of any potential hazards that may endanger yourself, your team or the general public and take appropriate steps to minimise any identified risks. Stall/pitch holders are responsible for complying with the relevant Health and Safety regulations for your specific activities  Ensure that all the equipment you bring with you is properly maintained and has passed appropriate safety checks  Be responsible for the disposal of your own waste  Be responsible for the behaviour and conduct of all of your staff or team attending the Fun Day.  Understand that discriminatory behaviour of any kind will not be tolerated. The organisers reserve the right to exclude persons exhibiting threatening or abusive behaviour. All participants must behave safely and protect the safety of others  Follow instructions from the staff present on the day in relation to all matters

Anybody found not to be complying with the above will be asked to vacate the premises

Please indicate you have considered the following risks

Tick Hazard Who is at Risk Control of Risk ✓

Electrical equipment will be clearly signed and will Electrical Equipment Anyone on site be kept inaccessible and has been certified safe by a PAT certificate/label.

Anyone on site Especially Any tripping hazards such as guide-ropes for stalls/ Tripping Hazards children or gazebos/ marquees will be clearly marked those with a disability

Vehicles on Site Vehicles must remain in the allocated car park Public areas at all times. Volunteers Stewards No movement of vehicles will be allowed during the event

Manual Handling Stallholders Manual handling will be undertaken with care by (Setting up stalls, Contractors those providing the equipment marquee, stage etc.)

Electrical equipment will have required safety Fire checks Anyone on site No open fires are permitted Caterers must provide firefighting equipment

Children Safeguarding Vulnerable Staff aware of safeguarding principals adults

If you are catering, please complete this questionnaire:

Which local authority are you registered with?

What is the local authority’s address?

What level of food hygiene training have food handlers have had prior to the event?

What type of unit will be used?

Stall, marquee, purpose built unit, converted vehicle, tent, other

Please indicate the unit size

Please provide in square meters

What food products will be sold?

What measures will be taken to store and monitor of high risk food/drinks being stored and displayed for service?

What are your requirements for water?

What power source (if any) will be used for cooking/storage etc?

Please sign to say you have read and understood this document and will minimize possible risks to yourself and anyone attending the event.

Signature ……………………………………….…………………………………

Print name ……………………………………..…………………….………….

Date …………………………………………………..…………….………………

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Optional:I enclose a cheque donation (made payable to “Northamptonshire Parent Forum Group”) for the following sponsorship package:

Yes! I’d like to be Summer SENDsation 2017’s Main Sponsor: £2,000

Yes! I’d like to be a Summer SENDsation 2017 Supporter: £99

Please contact Jane Marriott (Finance Manager) with any queries - 07745 249094 [email protected]

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Please return to: The Local Offer, SEN and EHC Team, John Dryden House, 8 – 10 The Lakes, Northampton, NN4 7YD

Email: [email protected]