Wren Hall Sunday Teas Allocation Process Nov

1 Wren Hall Sunday Teas Allocation Process To provide an open and transparent approach towards the allocation of “Sunday Teas slots” the Wren Hall Events and Main Committees have conducted a review of the arrangements associated with Wren Hall Teas. The first aim was to establish appropriate eligibility criteria for the various organisations that might request a Sunday Teas slot. The first reference point to all the decisions made has been the Wren Hall Constitution, with particular reference to the below points: • “Wren Hall is a Charity whose purpose is to develop and maintain resources that are then used to organise events and activities that stimulate the widest possible involvement of people within the villages of Beausale, Haseley, Honiley and Wroxall and surrounding areas.” • “By working in partnership with all relevant interest groups, voluntary organisations, statutory authorities and individuals the Management Committee seeks to provide for improvement in local wellbeing of an involved and valued community.” The Committee have agreed that there will be two categories: 1) First Priority Group These organisations must be based in the Parish of Beausale, Haseley, Honiley and Wroxall. These organisations will automatically receive a “slot”. At the moment this includes the following: Ferncumbe Youth Club Haseley Church Honiley Church Women’s Club Wren Hall. 2) Second Priority Group These organisations will be entered into a draw to allocate the remaining “Sunday Tea slots”. These organisations, or the organiser of the Sunday Teas event, must reside in the Parish of Beausale, Haseley, Honiley and Wroxall or the following adjoining Parishes:- Baddesley Clinton Balsall Common Hatton Kenilworth Leek Wootton Rowington Shrewley. Wren Hall Sunday Teas Allocation Process Nov. 2019 Charity No 522936 2 NB If an organization does not receive an allocated slot in one year they will automatically be allocated a slot the following year (after the First Priority Group have received their slot). Additional points: All the organisations that have loyally run Teas for many years and currently have a “slot” will be automatically included in the draw. All organisations will be requested to email a short summary about the organisation and how they plan to utilise the funds raised. To help provide more available “slots” Wren Hall intends to trial an extended season. This will open a month earlier and close a month later. However, due to Wren Hall building work during the winter of 2019/20 we are unable to commit to an early start in 2020, however we will finish one month later. Organisations who are allocated these slots should anticipate that the attendance will be lower until the customers become more aware of the new season. Guidance for New applicants • The organisation or organiser needs to reside in either the Parish or adjoining Parishes as listed above. • The organisation should submit a short summary about the organisation to include the following:- o how they plan to utilise the funds raised o how the organisation benefits local people within the Parish of Beausale, Haseley, Honiley and Wroxall or the adjoining Parishes listed above. • The committee will then decide if the organisation is eligible and which is the appropriate category i.e. Priority 1 group or Priority 2 group. The Draw Process The allocation and the draw will be conducted during the winter months. Wren Hall will gather information from the organisations as to their preferences. They will be asked to give the following information: • Their preferred 3 dates. • Two dates to avoid. The first organisation drawn will be allocated their first choice (if available) or second choice (if available) or third choice (if available). If none of the three preferred dates are available then the organisation will be allocated any available slot taking into account, where possible, the dates to avoid. The same process will apply to the second organisation drawn, third organisation drawn etc. Wren Hall will notify the organisations of their allocation. If a date proves to be unsuitable the organisation can liaise with other organisations to exchange dates. The Sunday Teas Team should be informed if any changes are made to the dates. Wren Hall Sunday Teas Allocation Process Nov. 2019 Charity No 522936 3 Communications Wren Hall wishes to do all of its communication via email. If the main organiser does not use email they must allocate a person from within the organisation that will take this responsibility. Guidance for all organisations running an event All organisations are required to follow the below guidance: • Complete the check-in check-out process in the kitchen (per Food Standards Agency guidance). • Ensure that 100% of all cakes have an accompanying Ingredients Form (per Food Standards Agency guidance). New Organisations that have been allocated a “slot” are required to help at 2 Wren Hall Sunday Teas slots in order to gain experience of the Teas prior to running their own Tea (this will mean that members of the Wren Hall Teas Team will be there to answer any questions). A member of the Teas Team from Wren Hall will pop in during your first Sunday Teas event to help with any queries that might occur. Wren Hall Sunday Teas Allocation Process Nov. 2019 Charity No 522936 .

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