Charity Registration No. : 1159168
**BACKUP TECH**
TRUSTEES’ REPORT AND UNAUDITED ACCOUNTS FOR THE YEAR ENDED 31 DECEMBER 2023
## **BACKUP TECH**
## LEGAL AND ADMINISTRATIVE INFORMATION
_____________________________________________________________________
|Trustees|R Fisher|
|---|---|
||P Shepperd|
||L Dennison|
||P Heath|
||P Robson|
||S Arnold|
||M Burgess|
||S McGreevy|
||K Neminathan|
|Secretary|S McGreevy|
|Charity Number|1159168|
|Company Number|CE003242|
|Principal Address and||
|Registered Office|Backup Tech|
||Unit 1 Redoubt House|
||1B Edward Road|
||Eastbourne|
||BN23 8AS|
|Independent Examiners|x5 Xeinadin Group|
||2 Upperton Gardens|
||Eastbourne BN21 2AH|
|Bankers|
Lloyds Bank plc|
||Terminus Road|
||Eastbourne BN21 3AH|
**BACKUP TECH**
## CONTENTS
_____________________________________________________________________
||Page|
|---|---|
|Trustees report|1 - 4|
|Independent examiners’ report|5|
|Statement of financial activities|6|
|Balance Sheet|7|
|Notes to the accounts|8 - 10|
TRUSTEES’ REPORT FOR THE YEAR ENDED 31 DECEMBER 2023
_____________________________________________________________________
The trustees present their report and accounts for the year ended 31 December 2023. The trustees have adopted the provisions of Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2015)
## **Structure, Governance and Management**
## **Governing Document**
## **Chair report**
The charity continued its activities during the year ending December 31[st] 2023. The generous support of the events industry continued with a combined total of £255,431 raised through corporate donations, private donations and fund-raising activities.
Funds of £174,029 were used for grants and counselling to technicians who were experiencing financial difficulties or needed help and professional support as a result of illness, injury or hardship.
None of our work could have been achieved without the team of nine Trustees who give their time freely and have worked tirelessly to promote our Charity by organising events, marketing sponsorships and donations, managing the administration and understanding the needs of beneficiaries.
Standout events this year included the Village Fete and Bikefest. These events brought together a wide cross section of the industry, and beyond some excellent fund raising, fostered some great partnerships and educational opportunities. Special thanks to Lee Dennison (Vice Chair and chief organizer of the Village Fete). Lee has grown the Village Fete into a hugely successful annual event, where the industry comes together to have fun, share ideas and raise funds. Lee’s effort, care and diligence are extraordinary and he should be very proud of the results.
Our Accounts are prepared with major expertise and time from Shane McGreevy of PLASA (Shane is also a trustee) – thank you for your professionalism and guidance.
I would like to extend particular thanks to Jessica Allan (Charity Coordinator) and Nikki Scott (Pastoral Care Manager). Jess works tirelessly to make sure that all of the charity’s activities are well coordinated and communicated. Nikki works patiently with every one of our recipients ensuring that they each feel well supported, regularly dealing with people who are coming to terms with life changing health problems. Jess and Nikki are the true heart of the charity and continue to make an exceptional contribution.
Grants have been made during the year to technicians or their families. There has been an increase in recipients applying for support perhaps because of better awareness of the charity through our marketing activities, and in some cases due to a slowdown in the industry.
We see a mix of people suffering from financial hardship, injury and long-term illness, and a large proportion reporting mental health issues.
The various grants awarded to technicians in the live and recorded events covered lighting, sound, scenery, and rigging, props, design, AV, crew, programming and production.
1
TRUSTEES’ REPORT (CONTINUED) FOR THE YEAR ENDED 31 DECEMBER 2023
The charity has been active at various tradeshows including PLASA and ABTT. These shows allow us to explain our work and meet people in the industry.
We have continued to support the industry offering free training in Mental Health First Aid for freelancers, and addiction awareness courses.
Though the amounts raised by our Charity events contribute to the annual funding of Backup, this year funding also came from very generous corporate donations within the Entertainment industry and from the continued personal regular monthly financial giving by many of our colleagues. We thank all of them. This generosity allows Backup to continue to support those of our colleagues and their families who fall on hard times whether through illness, accidents or hardship.
I’d also like to take this opportunity to thank John Simpson (Backup chair 2016 – 2022) who left a significant bequest in his will that will enable the charity to better serve the entertainment industry that he loved.
…………………………………… Piers Shepperd Dated: 10/09/24
2
TRUSTEES’ REPORT (CONTINUED) FOR THE YEAR ENDED 31 DECEMBER 2023
## **Major risks**
As part of its ongoing risk assessment and risk management, the major risks to which the charity is exposed are continually assessed and the findings notified to the Trustees. The Trustees are satisfied that appropriate measures are being implemented to mitigate the effects of those risks. Internal risks are minimised by the implementation of effective financial and administrative controls and procedures, and by ensuring consistent quality of delivery for all operational aspects of the charity
## **Recruitment, Appointment of Trustees**
Trustees of the Charity, are elected by the Board. The Chair, working with one other Trustee, oversees the elections process for Board appointments, which are then approved by the board. A separate process agreed by the Trustee Board is followed for the election of the Chair. No other persons or bodies external to the charity were entitled to appoint persons to the Trustee Board.
## **Induction of Trustees**
Newly appointed Trustees are appointed with a comprehensive induction to Backup Tech through the provision of training courses and induction materials.
The trustees who served during the year were:
R Fisher P Shepperd L Dennison P Heath P Robson S Arnold M Burgess S McGreevy K Neminathan
## **Organisational Structure**
Backup Tech is governed by its Trustee Board, which is responsible for setting the strategic direction of the organisation and the policy of the charity. The Trustees carry the ultimate responsibility for the conduct of Backup Tech and for ensuring that the charity satisfies its legal and contractual obligations.
## **Aims, Objectives, Strategies and principal activity**
The charity's objects are that of providing grants to entertainment technology professionals, or their immediate family, who are seriously ill or injured and therefore unable to work. Grants can be used for basic living costs, medical related expenses, transportation, retraining or funerals. Anyone is eligible for assistance who has earned his or her living in the industry for at least five years working behind the curtain, behind the camera or on the road.
3
TRUSTEES’ REPORT (CONTINUED) FOR THE YEAR ENDED 31 DECEMBER 2023
## **Trustees Responsibilities**
Charity Law require the trustees to prepare financial statements for each financial year, which give a true and fair view of the state of affairs of Backup Tech and of the surplus or deficit for that period. In preparing those financial statements, the trustees are required to:
(a) select suitable accounting policies and then apply them consistently
(b) make judgements and estimates that are reasonable and prudent, (c) state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements, and
(d) prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation.
The trustees are also responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of Backup Tech.
The trustees are responsible for ensuring that the charity maintains an adequate system of internal control designed to provide reasonable assurance that assets are safeguarded against material loss or unauthorised use and to prevent and detect fraud and other irregularities.
Approved by order of the board of trustees on 10/09/2024 and signed on its behalf.
On behalf of the board of trustees
P SHEPPERD Trustee Dated : 10/09/24
L DENNISON Trustee Dated : 10/09/24
4
**BACKUP TECH**
## INDEPENDENT EXAMINERS’ REPORT TO THE TRUSTEES ON THE UNAUDITED ACCOUNTS OF BACKUP TECH
I report to the charity trustees on my examination of the accounts for the year ended 31 December 2023 as set out on pages 6 to 10.
## **Respective responsibilities of trustees and examiner**
The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required this year under Section 144(2) of the Charities Act 2011 and that an independent examination is needed.
It is my responsibility to:
- (a) examine the accounts under Section 145 of the 2011 Act;
- (b) to follow the procedures laid down in the General Directions given by the Charity Commissioners (under section 145(5)(b) of the 2011 Act); and
- (c) to state whether particular matters have come to my attention.
## **Basis of independent examiners’ report**
My examination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and the seeking of explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and, consequently, I do not express an audit opinion on the view given by the accounts.
## **Independent examiners’ statement**
In connection with my examination, no matter has come to my attention:
- which gives me reasonable cause to believe that, in any material respect, the requirements a) to keep accounting records in accordance with Section 130 of the 2011 Act; and b) to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the 2011 Act and are consistent with the Charities SORP (FRS 102).
- to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
A P Hill FCA **X5 Xeinadin Group** 2 Upperton Gardens Eastbourne East Sussex BN21 2AH Dated: 10/09/24
5
**BACKUP TECH**
## STATEMENT OF FINANCIAL ACTIVITIES INCLUDING INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31 DECEMBER 2023
||||**Unrestricted**
**Funds**|**Designated**
**Funds**|**Restricted**
**Funds**|**Total**
**2023**|**Total**
**2022**|
|---|---|---|---|---|---|---|---|
|||**Notes**|**£**|**£**|**£**|**£**|**£**|
||Incoming resources from generated funds
_Voluntary income:_|||||||
||Grants and donations
_Activitiesforgenerating funds_:|2|220,931|-|34,500|255,431|179,009|
||Investment Income|||-|-|||
||**Total Incoming Resources**||220,931
-
34,600
255,431
179,009|||||
|||||||||
||Resources Expended|||||||
||**Charitable activities**
Support costs|3
4|164,029
47,225|-
-|10,000
-|174,029
47,225|124,034
44,856|
|||||||||
||**Total resources expended**||211.254|-|10,000|221,254|168,890|
|||||||||
|||||||||
||**Net income for the year before investment**
**gain**||9,677|-|24,500|34,177|10,119|
||Net unrealised gains on investment||21,593|-|-|21,593|(56,433)|
|||||||||
||**Net Income for the year ended 31**
**December 2023**||**31,270**|**-**|**24,500**|**55,770**|**(46,314)**|
||||**Unrestricted**
**Funds**|**Designated**
**Funds**|**Restricted**
**Funds**|**Total**
**2023**|**Total**
**2022**|
|---|---|---|---|---|---|---|---|
||||**£**|**£**|**£**|**£**|**£**|
||**Reconciliation of funds**|||||||
||Total funds B/fwd||588,405|-|4,051|592,456|638,770|
||Net movement as above||31,270|-|24,500|55,770|(46,314)|
||**Total funds C/fwd**|619,675
-
28,551
648,226
592,456||||||
6
**BACKUP TECH**
## STATEMENT OF FINANCIAL POSITION AS AT 31 DECEMBER 2023
||||||||||||||**2023 2022**|**2023 2022**|
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
|||||||**Notes**|||||||**£**|**£**|
|**Fixed Asset Investments**
Brewin Dolphin|||||||||||||306,770|285,177|
||||||||||||||306,770|285,177|
|**Current Assets**
Debtors|||||||||||||500||
|Cash at bank and in hand|||||||||||||||
||||||||||||||388,958
345,012
695,728
630,189
47,502
37,733
648,226
592,456||
|**Total Assets**|||||||||||||||
||||||||||||||||
||||||||||||||||
|**Creditors: amounts falling due within**
**one year**|||||||||||||||
|||||||5|||||||||
|**Net Current Assets**|||||||||||||||
||||||||||||||||
|**Total Assets less current liabilities**|||||||||||||||
||||||||||||||||
||||||||||||||||
|**Reserves brought forward**
**Profit/(loss) for the year**|||||||||||||**592,456**
**55,770**|**638770**
**(46,314)**|
||||||||||||||||
||||||||||||||**648,226**
**592,456**||
The financial statements were approved by the Board of Trustees on 10/09/24 and were signed by:
**P SHEPPERD**
**L DENNISON**
7
**BACKUP TECH**
NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 DECEMBER 2023
## 1 **Accounting policies**
## 1.1 **Basis of preparation**
The financial statements of the charitable company, which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities SORP (FRS 102) ‘Accounting and Reporting by Charities: Statement of Recommended Practice applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2015)’, Financial Reporting Standard 102 ‘The Financial Reporting Standard applicable in the UK and Republic of Ireland’ and the Companies Act 2006. The financial statements have been prepared under the historical cost convention.
## 1.2 **Incoming resources**
All incoming resources are included on the Statement of Financial Activities when the charity is legally entitled to the income and the amount can be quantified with reasonable accuracy.
## 1.3 **Resources expended**
Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all costs related to the category. Where costs can be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources.
## 1.4 **Taxation**
The charity is exempt from tax on its charitable activities.
## 1.5 **Fund accounting**
Unrestricted general funds - these are funds, which can be used in accordance with the charitable objects at the discretion of the trustees.
Designated funds - these are funds allocated by the trustees out of unrestricted general funds for specific future purposes.
Restricted funds - these are funds that can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or if funds are raised for a specific purpose
## **2 Grants and Donations**
|**2 Grants and Donations**|||||
|---|---|---|---|---|
||**Unrestricted**
**Funds**|**Restricted**
**Funds**|**Total**
**2023**|**Total**
**2022**|
||**£**|**£**|**£**|**£**|
|Contributed Income
Grant from Light Relief
We Make Events
We Need Crew
Events|96,662
-
-
-
124,269|-
34,500
-
-
-|96,662
34,500
-
-
124,269|103,026
-
3,637
682
71,664|
8
**BACKUP TECH**
## NOTES TO THE ACCOUNTS (CONTINUED) FOR THE YEAR ENDED 31 DECEMBER 2023
## **3 Total resources expended**
|||**Staff**
**Costs**|**Depreciation**|**Other**
**Costs**|**Total**
**2023**|**Total**
**2022**|
|---|---|---|---|---|---|---|
|||£|**£**|**£**|**£**|**£**|
||**Charitable activities**||||||
||Direct Charitable expenditure||||||
||Grants
HardshipGrants|-|-|132,025
-|132,025
-|59,538
-|
||Other Charities|-|-|42,004|42,004|64,496|
||**Total**
**-**
**-**
**174,029**
**174,029**
**124,034**||||||
## **4 Activities undertaken directly**
||**2023**|**2022**|
|---|---|---|
||£|£|
|Other costs relating to direct charitable expenditure comprise:|||
|**Unrestricted**|||
|General OperatingExpenses|47,225|44,856|
|**47,225**
**44,856**|||
## **5 Creditors: Amount falling due within one year**
||**2023**|**2022**|
|---|---|---|
||**£**|**£**|
|Creditors|6,444|1,609|
|Accruals
Grants Allocated notpaid|35,263
5,795|32,061
4,063|
|**47,502**
**37,733**|||
## **6 Trustees remuneration and benefits**
None of the trustees (or any persons connected with them) received any remuneration during the year. There were no trustees’ expenses paid during the year.
9
NOTES TO THE ACCOUNTS (CONTINUED) FOR THE YEAR ENDED 31 DECEMBER 2023
## **7 Analysis of net assets between funds**
||**Unrestricted**
**Funds**|**Designated**
**Funds**|**Restricted**
**Funds**|**Total**
**2023**|**Total**
**2022**|
|---|---|---|---|---|---|
||**£**|**£**|**£**|**£**|**£**|
|Fund balance at 31 December 2023 are
represented by:||||||
|||||||
|Current assets|667,177|-|28,551|695,728|630,189|
|Creditors: amounts falling due within one
year|(47,502)|-|-|(47,502)|(37,733)|
|**619,675**
**-**
**28,551**
**648,226**
**592,456**||||||
10