PHOTOGRAPHY OXFORD
Charity Registration Number: 1154142
Trustees Report and Accounts for the year ended 31st August 2025
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Contents
| 1. Legal and Administrative Information | Page 3 |
|---|---|
| 2. Trustees’ Report | Page 4 - 6 |
| 3. Reserves Policy | Page 7 |
| 4. Statement of Trustee’s Responsibilities | Page 8 |
| 5. Independent Examination and Examiner’s Report | Page 9 - 10 |
| 6. Statement of Financial Activities | Page 11 |
| 7. Balance Sheet | Page 12 |
| 8. Notes to the Accounts | Page 13 |
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1. Legal and Administrative Information:
TRUSTEES AS AT 31 AUGUST 2025: Paul Bullivant (Chair) Kate Ji (Treasurer) Haley Drolet Eddie Gibb Sam McGuire Jug Parmar Megan Ringrose Jane Smith Joanna Vestey Sean Wyatt Benet Slay DIRECTOR: Katy Barron CHARITY NUMBER: 1154142 PRINCIPAL ADDRESS: 78 Oxford Road, Oxford, OX3 0RD INDEPENDENT EXAMINER Mr. David Barron 51 Stratfield Road, Oxford, OX2 7BG BANKERS The Co-Operative Bank INSURANCE BROKERS Marvin Hatchwell Howden Insurance 107 High Street Oxford OX1 4DA
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2. Trustees’ Report
The accounts have been prepared in accordance with the accounting policies set out in Note 1, the charity’s governing document and the Charities SORP (FRS 102).
A. Structure, governance and management:
The charity is a Charitable Incorporated Organisation (CIO) and is governed by its Foundation Constitution.
Objectives:
The objective of Photography Oxford (abbreviated as Photo Oxford) as stated in the founding constitution is: ‘to advance education by promoting and providing opportunities for the appreciation, understanding and enjoyment of photography and the arts’.
Photo Oxford’s mission is to deliver a biennial international photography festival featuring a diverse programme of exhibitions and related events, professional development opportunities, and a public engagement and outreach programme, delivered in collaboration with strategic partners across the City of Oxford as well as nationally and internationally.
The detailed objectives are:
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Delivery of an ambitious and creative programme working to a high level of excellence, informed by current and historical photographic practice and research.
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Creation of an expansive public programme designed to engage members of the community, with an emphasis on developing new audiences.
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Connecting visual arts venues across Oxford and raising their profile through the Photo Oxford Festival, the only professionally curated and exclusively visual arts festival in the city.
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Fostering local, national and international collaborations.
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Generating a range of educational outreach initiatives, with local schools, the University of Oxford and Oxford Brookes University, local photographic societies and groups, community and arts organisations and a broad online constituency.
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Nurturing and supporting emerging talent by providing a series of professional development opportunities.
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Using the festival theme to develop new perspectives and opportunities.
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Working towards financial and environmental sustainability.
The Trustees have referred to the guidance contained in the Charity Commission’s general guidance on public benefit when reviewing aims and objectives and in planning future activities. In particular, the Trustees consider how planned activities will contribute to the aims and objectives they have set.
Organisation:
The charity is governed by a Board of Trustees (The Board) that must have a minimum of three individuals. There is no maximum number of trustees. Trustees meet on a regular basis to agree the strategic direction and policy of the organisation. They also ensure that the charity fulfils its objectives and complies with the requirements of the Charity Commission.
Trustees also take on important roles in the activities of Photo Oxford in the lead up to and during the festival.
The Board has formed a number of working groups to concentrate on specific activities including; Communications, Community Outreach, Fundraising and Programming.
The Charity’s day-to-day activities including the organisation and promotion of a biennial photography festival is delegated by the Board to the Director. The Director attends Board meetings to report to trustees on developments, including finance, fundraising and risks, and to seek approval to the festival programme and to other related events and opportunities.
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Appointment of Trustees:
New trustees are invited to join the Board with a view to ensuring the Board has the appropriate skills, knowledge, experience and diversity relevant to Photo Oxford and current best practice. New trustees are given an induction pack that includes information on governance, good practice, legal obligations, the foundation constitution, a copy of the most recent annual report and accounts, and an overview of the current business plan.
No trustee has any beneficial interest in the charity. All trustees are members of the CIO and the only persons eligible to be members of the CIO are its trustees. If the CIO is wound up, the members have no liability to contribute to its assets and no personal responsibility for settling its debts and liabilities.
Trustees:
The Trustees who served during the period 01/09/2024 - 31/08/2025 were as follows:
Paul Bullivant - Chair Kate Ji – Treasurer Haley Drolet Eddie Gibb Jug Parmar Megan Ringrose Joanna Vestey Sean Wyatt Benet Slay Taous Dahmani (retired 28.04.25.) John Hunt (retired 10.09.24.) Sam McGuire (appointed 20.11.24) Jane Smith (appointed 22.07.25.)
At their meeting on 22.01.25. the trustees also appointed an Emerging Career Associate, Tegan Rush, who is not a trustee but is invited to attend board meetings and to participate fully in the business of the charity.
B. Key achievements during the year ended 31st August 2025:
The next festival is programmed to take place in October and November 2025, therefore the year ended 31st August 2025 was an intense period of planning, coordination and fundraising.
The Board can report the following principal achievements:
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Two long serving trustees retired and a number of new trustees were recruited bringing a range of relevant skills to the Board as well as greater diversity.
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The Board supported the Director in the development of a diverse and innovative programme of exhibitions, events, professional development opportunities and outreach activities in the lead up to the festival 2025.
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Thanks primarily to the efforts of the Director, valuable funding was obtained from a range of sources including The Arts Council England, patrons, commercial sponsors and a trust that wishes to remain anonymous, as well as income from the international ‘Open Call’ to photographers.
The trustees gratefully acknowledge valuable funding from a range of sources outlined above.
The trustees wish to formally record their thanks to former trustees Taous Dahmani and John Hunt for their very significant contribution to Photo Oxford.
The trustees also wish to record their thanks to the Director, Katy Barron, whose vision, experience, energy and commitment have made the forthcoming festival possible.
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Development and partnership activities:
The theme chosen for the Photo Oxford Festival 2025 is ‘Truth’. The Director and trustees believe that this theme both reflects the longstanding debate about the medium of photography as well as drawing on contemporary concerns about AI generated images. It is also a theme which is flexible enough to allow a range of interpretations.
During the year under review the Director developed detailed plans for the festival in autumn 2025 including :- consolidating relationships with a range of key partners including The British Journal of Photography, The Bodleian Library, Modern Art Oxford and Oxford Brookes University; identifying suitable exhibition venues; researching photographers and artists who would contribute to the theme and objectives of the festival; and exploring sources of funding and making funding applications, e.g. to The Arts Council England.
In addition, the Director engaged with a range of partners and initiated active participation in the following:
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Working with a Photo Oxford trustee developing a photographic outreach programme for clients of the Oxford based charity, Aspire which supports often vulnerable people with their employment and housing needs. This outreach work was later expanded to include a number of charities and other organisations supporting people with special needs.
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Maintaining the long-term project with the new Schwarzmann Centre for the Humanities including a commission for 6 photographers, working over several months, recording the creation of the largest new building in Oxford for many years as well as some of the many people who have worked on the construction of the building.
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On-going consultations with Oxford-based photographers and photography groups to further develop their thoughts about future festivals.
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Supporting and promoting a series of workshops on the application of alternative photographic techniques.
Further detailed preparations for the forthcoming festival included:
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Working with trustees on the coordination of volunteers; ticketing of events; marketing and communications.
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Planning and implementing a new website to improve communications with and information for supporters and the public
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Engaging and briefing members of the production team for website development and management; marketing and communications including graphics and presentation; social media; logistics.
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3. Reserves Policy
The aim of our reserves policy is to maintain free reserves in unrestricted funds at a level that equates to at least three months and at most six months of unrestricted expenditure. This is in line with Charity Commission guidance (Charity Reserves: Building Resilience). The policy is reviewed annually by the Board of Trustees.
The purpose of the financial reserves is to have the ability to respond positively to a variety of circumstances, including the need:
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to fund short-term commitments before a funding grant is received.
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to cover expenses while the trustees devise a plan of action when income unexpectedly falls short of promises.
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to cover expenses that unexpectedly exceed those that were budgeted.
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for seed-funding a promising project.
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for remuneration of the Director during the non-festival year so that she/he might prepare funding applications, book venues, research artists and generally engage in planning activities for the forthcoming festival.
For the 2024/25 financial year the target for reserves was set at £4,000. This was approximately 3 months average operating costs.
Furthermore, the trustees recognise that year-end reserves exceeded the target level due primarily to the receipt during the financial year of grant and festival-related funding intended to support the delivery of the 2025 festival programme and associated activities taking place after the year end.
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4. Statement of Trustee’s Responsibilities
The Trustees are responsible for preparing the Trustees’ Report and Accounts in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).
In preparing these accounts, the Trustees are required to:
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Select suitable accounting policies and then apply them consistently.
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Observe the methods and principles in the Charities SORP.
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Make judgements and estimates that are reasonable and prudent.
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Prepare the accounts on the going concern basis unless it is inappropriate to presume that the charity will continue in operation.
The Trustees are responsible for keeping adequate accounting records that disclose with reasonable accuracy at any time the financial position of the charity. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
The Trustees acknowledge their responsibilities for ensuring that the charity keeps accounting records that comply with Charity Commission regulations and for preparing accounts that give a true and fair view of the charity as at the end of the financial year and of its incoming resources and its application of resources, including its income and expenditure, for the financial year.
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5. Independent Examination
For the financial year ended 31 August 2025, the charity’s gross income was less than £250,000. Accordingly, the accounts have been subject to an independent examination in accordance with the requirements of the Charities Act 2011. The trustees appointed an Independent Examiner whom they consider to have the necessary ability and practical experience to carry out a competent examination of the accounts.
Our independent examiner is Mr David Barron, who resides at 51 Stratfield Road, Oxford, OX2 7BG. Their report is attached on the next page.
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Independent Examiner's Report: CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Rèport to th• trust••sl members of Photography Oxford On accounts for the year ended 31 August 202S Charlty no lif any) 1154142 Set out on pages I report to the truslees on my examination of the accounts of the atrx)ve charity I'the Trust'l lor the year ended 3110812025. Responsibilitles and As thé charity trustees of thè Trust, you aré r85ponsiblè for th8 preparation basis of report of the accounts in accordance with the requirements ol ihe Charities Act 20111.lha Aet.). I report in respect of my examination of the Trust's aoUnt5 carried out under section 145 of the 2011 Act and in carying out my examination, I havè follow8d thè applicablè Dirèctions givèn by thè Charity Commission under section 14515llbl of the Act. I have cofflpleled my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect.. accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord with the accounting records Independent examinerfs ststernent I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order lo enable a propgr understsnding of the a¢¢ounts to be rgached. Signed= Date: 0710612026 Name: David Barron Relevant professional qualificationlsl or body Address: 51 Straffield Road Oxford OX2 7BG PHOTOGRAPHY OXFORD- 1154142 Pag8 10of 17
6. Statement of Financial Activities
Income and expenditure account for the year ended 31st August 2025:
| Unrestricted Funds Restricted Funds Total 2025 Total 2024 |
|
|---|---|
| INCOMING RESOURCES Incoming resources generated by funds Voluntary income(NOTE 2) Incoming resources from charitable activities(NOTE 3) Other incoming resources |
£ £ £ £ 30,160 28,418 58,578 27,308 37,605 0 37,605 250 0 0 0 0 |
| TOTAL INCOMING RESOURCES | 67,765 28,418 96,183 27,558 |
| RESOURCES EXPENDED(NOTE 4) Cost of charitable activity Governance costs |
47,196 1,600 48,796 13,248 0 0 0 150 |
| TOTAL RESOURCES EXPENDED | 47,196 1,600 48,796 13,398 |
| NET MOVEMENT IN FUNDS | 20,569 26,818 47,387 14,159 |
| Reconciliation of funds Funds from previous period |
18,373 0 18,373 4,214 |
| FUNDS AS AT YEAR END | 38,942 26,818 65,760 18,373 |
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7. Balance Sheet
Balance Sheet as at 31st August 2025
| 2025 2024 |
|
|---|---|
| ASSETS Fixed assets Current assets Cash at bank |
£ £ 0 0 0 0 70,515 18,373 |
| NET CURRENT ASSETS | 70,515 18,373 |
| LESS: LIABILITIES Creditors(NOTE 9) |
4,755 0 |
| NET ASSETS | 65,760 18,373 |
Accounts Approval
The accounts were approved by the Board on 23/05/2026 and signed by:
Paul Bullivant Chair Dated: 23/05/2026
Samuel John Isaacs Trustee Dated: 23/05/2026
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8. Notes to the Accounts
1. Basis of preparation
The accounts have been prepared under the historical cost convention.
The accounts have been prepared in accordance with applicable accounting standards, the Charities SORP (FRS 102).
Going concern
The trustees have considered the financial position of the charity and its expected future income and expenditure. The trustees believe that the charity has adequate resources to continue in operational existence for the foreseeable future and have therefore prepared the accounts on a going concern basis.
2. Voluntary income
All incoming resources are included in the statement of financial activities when the charity is entitled to the income and the amount can be quantified with reasonable accuracy. The following specific policies are applied to particular categories of income.
A. Donations and grants
Income from donations and grants is included in incoming resources when these are receivable except as follows:
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When donors specify that donations and grants given to charity must be used in future accounting years, the income is deferred until those years.
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When donors impose conditions that have to be fulfilled before the charity is entitled to use such income, the income is deferred and not included in incoming resources until the pre-conditions for use have been met.
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B. Donated services and facilities have not been included in the Statement of Financial Activities.
C. Restricted funds
Restricted funds represent income received for specific charitable purposes defined by the donor or grant-making body.
During the year the charity received restricted funding from Arts Council England to support the delivery of the 2025 Photo Oxford Festival and associated outreach activities. The charity also received a restricted contribution from Remenham Con LTD to cover Picter platform fees associated with the festival Open Call process.
Restricted income received during the year totalled £28,418.
Continued on next page.
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Voluntary income for this period, including grants, donations, gifts and sponsorships:
| 2025 2024 |
|
|---|---|
| Arts Council of England (Restricted) Bern Schwartz Foundation Private Donations Friends and Patrons Programme Grant: Anonymous Trust Remenham Con LTD (Restricted) |
£ £ 26,818 0 0 17,259 3,500 49 11,660 10,000 15,000 0 1,600 0 |
| TOTAL VOLUNTARY INCOME | 58,578 27,308 |
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3. Charitable activities
This is income received as payment for services provided by the Charity in aid of professional development or from the sale of goods.
| 2025 2024 |
|
|---|---|
| Commercial Gallery Participation Fees Curatorial Fee Event Tickets Open Call Entry Fees Photographic Print Sales Project Reimbursement Young Creatives project |
£ £ 500 0 3,260 0 2,061 0 28,800 0 295 0 2,689 0 0 250 |
| TOTAL CHARITABLE ACTIVITIES INCOME | 37,605 250 |
Notes continued on next page.
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4. Resources expended
Expenditure is recognised on an accrual basis as a liability is incurred. Expenditure includes any VAT and is reported as part of the expenditure to which it relates.
Costs of generating voluntary income comprise the costs associated with attracting and applying for voluntary income, including gifts, donations and grants.
Costs of generating funds comprise the costs associated with fundraising.
Costs of charitable activity are those costs associated with carrying out the charity’s activity, including the promotion of the practice and understanding of photography through photographic exhibitions and learned talks and discussions about the nature and purpose of photography.
Governance costs are those incurred in meeting the constitutional and statutory requirements of the charity and include the independent examination fees.
| 2025 2024 |
|
|---|---|
| Accountancy/Bank charges Art Transport Artist's/Speakers'/Judges'/Reviewers' Fees and Travel Freelance Expenses Freelance Remuneration Fundraising Marketing (Advertisement, Posters) Printing of sale prints, Postage, Stationery Project Costs (Various suppliers) Public Liability Insurance Subscriptions (Google / Mailchimp) Travel Expenses Website |
£ £ 40 155 648 0 0 0 124 0 31,641 10,869 3,700 0 4,568 430 0 674 3,496 0 391 366 606 388 0 15 3,582 500 |
| TOTAL RESOURCES EXPENDED | 48,796 13,398 |
Notes continued on next page
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5. Trustees
None of the Trustees (or any persons connected with them) received any remuneration during the year, nor were they reimbursed any travelling expenses.
6. Employees
The charity contracted, on a freelance basis, a Festival Director and other services. There were no employees.
7. Tangible fixed assets
The charity has no tangible fixed assets.
8. Debtors
The charity has no debtors.
9. Creditors
Creditors at the year end comprised unpaid freelance remuneration and website development costs relating to work undertaken during the financial year.
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