Ealing Book Festival EALING BOOK FESTIVAL Trustees, Annual Report and Financial Statements for the period ended 30 June 2024 Ealing Book Festival is a Charitable Incorporated Organisation registered with the Charity Commission in England & Wales. number 1205805 Administrative Information Ealing Book Fesb"val is a Charitable Incorporated Organisation, regISte￿d with the Charity Commission in England & Wales, number 1205805. Its principal address is 55 Elers Road, London W13 9QB. The names of the trustees who managed the charity durin8 the period are.. Dates a¢ted rf not for whole pe￿0d Name of person lor body) entitled to appoint trustee {If aftyl Trustee name Office {rf any) Catherine Jaquiss Chair First charity trustee Jeff Brown Secretary 20 November 2023 First charity trustee 25 January 2024 Alex Gedi5 20 November 2023 12 July 2024 First charity trustee Jeffrey Highfield Treasurer First charity trustee Elizabeth Youard Secretary From 25 January 2024 Board of Trustees lan Burge From 15 February 2024 Board of Trustee5 Ealing Book Festwal k5 H Charitable Incorp)raied 0￿11￿8b0￿ re£￿ered wrth theCharftyCommtsyM In Eryknd & Wales. nUm￿r 1205&I5 Pa￿1 Establishment of the Charity The trustee5 began the process of establishing the chartty in July 2023. using the Charity Commission's"Foundation" model constitution. Following consultation with the Commission, a final version of the Constitution was submitted in October 2023. and the CommÈssion completed registration of the charity on 20 November 2023. Objectives and Activities The artivities the charity carrles out to fvrther its charitable objects are for the public benefit. The objects are set out in the constitutlon as= To advance public educottion in the London Borough of Ealing thmugh providing an annuol book festival ond writing-related eventsfor the oppreciatioo understonding andenjoyment of books ond to encouroge reodingforpleosurefor os wide on oudience as possible. induding vulneroble people and morginalisedcommunities. The main artivities of the tharity aimed at achieving our charitable purposes for public benefit during the period relate to the delNery of the Ealing Book Festival in April 2024. These activities are described in more detail in the °Achievements and Performance- sectioft. The trustees confirm that they have taken account of the Charity Commission's guidance on public benefit when reviewing the chariWs aims and objectives. They have also applied thig to planning activities and strategy for the year ahead. When the trustees take decisions, the boar(l is driven by the charitVs objects. The Board of Trustees is Clear about the charl￿S aims and meets regularly to ensure that these are being delNered effectively and sustainably. The contribution of volunteers plays a significant part in the ¢haritls ability to deliver its objects. All the charl￿$ activities during the reFK)rting period were delivered by volunteers. The Board of Trustees works in close partnership with a team of management volunteers who programme and deliverthe Book FestNal. The charity created the opportunity for local people to volunteer and to take part in both the planning of and the running of the Festival. 40 local residents acted as volunteer stewards at the Book Festival welcoming participants and ensuringthe smooth running of Festival sessions in April 2024. We will contrnue developing our volur¢teerin8 model, buildin8 upon feedback and leaming from our first year of opèration. Ealirg Bo￿¢ Festival is a Charitable lrtorwated (hganwtion re￿ered wf(hthe Charty Commo￿01) in E￿lIftd & Wale4 number120580S P>Be 2 Achievements and Performance The 2024 Festival The charity was established to run an annual book festival and the trustees thought tt prudent to run a single test event before committingto organising a full festival programme. This took place in November 2023 at Pitshanger Manor & Gallery. in the London Borough of Ealing. The trustees udged the event to have been extremely successful and proceeded. wtth the support of the volunteer programming team. to prepare a hjll festival programme for April 2024, and secured a number of grants and sponsorshlps. The April 2024 Festival took place again at Pitshanger Manor & Gallery and comprised 19 events ranging from sessions with national acclaimed authors.. a showcase for emerging locèl authors and a 'How to get published. work5hop- joint events with the Eallng aub, who commemorate the borough's music heritage- sessions with local poets.. and a children's poetry competition. The Festival ran at 86% capacity, totallin8 1,280 visriors. Feedback on the Festival and plannlnÉ for 2025 Feedback from the Festival has been overwhelmingfy posrtr¥e from all stakeholders. including attendees. speakers, volunteers and sponsors. The trustees will use this feedbacl and the suggestions for Improvement. in planning the 2025 Festival. We aim to grow the Festival on an inc￿Mental ba515 for the second year. We will continue to develop partnerships with other local organisations. and continue to build more variety and diversity into our programmin& in order to attract a larger audience, for better representation ol the Borough of Ealings diverse POPbJlation, than was possible in our first year_ We will develop our capability and capacity over the next few years. building upon the relationships and infrastrurture we have achieved in our first year, to continue to deliver our charitable artivities. We plan incremental growth of the Festival. to allow for learning and development over time. Our fundraising actiVTties were successfvjl in our first year through a combination of grants and sponsorship. We plan to develop our fundraising strategy for fLrture years, building on our success in the first year of the charitys existence. through the delivery of the Ealing Book Festival as a credible cultural event wr(h a lonE-term future. Ealing Book Festival ￿ a C￿r[table IncDrpor3ted Qwan￿On re8i%tered with the ChaiityComm￿￿Jn In tngland & Wales. nLTrmber 1205 Page 3 Risk Management The trustees have overall responslbilities for managing risk in accordan￿ with our risk management policy. We have undertaken an assessment of the principal risks and uncertainties facing the charity, and the tontrols. Our risk assessment approach involves identifying risks that could have a material impart on the financial or operational perfonmance of the tharrty. impeding the charity from meetin8 its Strategic objectives and finarKial targets. adverse￿ impacting on the chariws reputatbon or stskeholder expectations. Our princlpal risks and the process we have In plate to manage them are.. Failure to achieve adequate festival income through ticket sales and donations. We manage this risk by setting budgets for event income and expenditure agreed in advance. with close monltoring of the impact of event promotion measures. We have a Social media policy and established social media presence and are rolling out phased website development plan with Èxpert advi￿. Insufficient capacity and capability to run a successful book festrval in-year. As risk management measures the trustees are leading an ongoing capacity planning exerase. In parallel the volunteer pro8ramme management team are planrbill8 forward events as early as possible, building upon 2024 lèarning. Data protection and cyber security risL We are enhancing OLtr data protection strdtegy and data safeguards through expert advice and working on our data management controls. Given our current operating methods. the trustees consider our exposure to cyber security risk to be very low, but will take the management of this risk fully into account when implementing new systems and working methods 35 our capacity increases. E31inE Book Festival ￿ a CharitotrAÈ l*torpDr*ed (￿n￿tk)n rezi5tered with the Charitycomrnwin ITr E*nd & Wales. numt*r 1205WS Page 4 Structure, Governance and Management The chariV$ governing document is the Charltable Incorporated organisat￿n Foundation model constitution. Ealing Book Festival is a Charitable Incorporated OrganIsat￿)n whose only voting members are its charity trustees. Our governing body is the Board of Trustees which is responsible for ensuring that the tharrty meets its legal and regulatory obligations in fulfilling its chBritable objects. The board sets the charivs strategy and key organisational policies. It defines and monitors the charivs risk appetite and perforniance. ￿ is responsible for succession planning for trustees a5 well as for ensuring that there is sufficient volunteer capacity and capabilityto ensure that the Ealing jok Festival has 8 viable future. Our trustees are volunteers and are not remunerated for their work although they may claim reasonable expenses incurred through carrying out their duties as trustee5. An identified trustee leads on safèguarding on behalf of the Board of Trustees. The combination of the trustee training strategy and safeguarding poliry are measures to ensure that trustees understand their safeguarding responsibilities. The first Ealing Book Festival trustees were appointed at the point of the charivs registration in November 2023. Trustees adopt and follow a suitable code of conduct that reflects the charitvs values and sets out expected standards of ethits, probity and behaviour. Trustee independence and integrity is promoted. Trustees keep under wew the trustee skills required to meet the charity'5 objects. The dlversity of the Board of Trustees is assessed to ensure an effective, well balanced. board. The overall aim of trustee recruitment is to ensure that there is a suitable mix of skills on the board. and that the board properly represents the diversity of Ouf Stakeholders. We recognise the importance of effertive support for trustees at all stages of their terms with the Charity. We have put in place= A structured trustee recruitment process with open aifvertising campaigns A trustee indurtion and departure poliry- and An agreed training pian for all trustees. which is monttored by the Board of Trustees We are committed to embedding a high standard of governance within the charty and to using good practice within our evaluation and reviews. The charlty does not provide regulated services or artivf(ies for vulnerable adults, children and young people. The charivs Book Festival and book events are offered in local venues which operate under safeguarding policies and procedures. We work within our host venues, safeguarding arrangements and work con51Stently with our host venues, safeguardinE leads for our char[￿S events. With the Charity Governance Code framework in mind. our future plans will involve finding ways to dernonstrate diverstty. equality and inclusion in our practices and consult openly with stakeholder5,' and build our networks and partnerships through outreach in the London Borough of Ealing. Ealing Book Festwal is a Charits14e IrKowporated or8anlsat￿Th reglstered with theCharityComm6sh)n In Enwand & wa￿ number 12ffJW5 Pa¥* 5 Financial Development and Reserves Policy The financial statements show the charty ended the perlod with reserves of £12,705. Thi5 results from the financial developments described below. In September 2023, the charity received an initial grant which enabled the trustees to prepare for a test event. The tru5tee5 secured sponsorship of the event and worked in partnership wtth Pitzhanger Manor & Gallery to hold the event In November 2023. Pitzhanger Manor & Gallery provided the venue and other services free of charge. The event it*lf generated a small surplus of £3W. The trustees then proceeded to prepare a full festival programme. Early in 2024, the charity secured further grants, whtch gave the trustees a high level of financial security to commit to the contrartual and other arrangements required to hold the Festival. Sponsorship was again secured from a number of local businesses, and the chartty also received charttable donations from a number of indtviduals. The Festival took place in April 2024. and Pitzhanger Manor & Gallery again donated the venues for festiwal events to the charity. and provlded staff to support the festival activities. The charity also benefited from the efforts of some 40 volunteers during the Festival. The Festival generated a net surplus of some £5,7￿. Over the period, the charity received unrestricted grants and donations totalling £8.0￿, and incurred general expenses of £1,3￿. le4din8 to a net increase in reserves of £6.700. The trustees. policy for financial reserves seeks to ensure that the charity ends the festival season with sufficient reserves to cover: the estimated costs of running the charity and its infrdStructure for 2 years from the end of the financial year,. and the estimated costs of programmin8 and preparing fof the next yearfs Festival. before anv grants, sponsorship income or ticket sales are athieved This policy would enable the chartty to suwvive having to sknp a festival season due to unforeseen rcumstances. with reserves in hand to programme and prepare for the subsequent year. Reserves at the financial year end totslled £12,705, which the trustees consider to be in compliance with this reseThes policy. EalinE Book Fe5tnral is a Chariiable Incorw)r*ed Or8aTrlsath)n reg￿Ered with the charityc0rnm￿s￿ in England & Wale5. number 1205805 Page6 Reporting and Accounting Responsibilities The trustees are responslble for preparingthe trustees. Annual Report and the financial statements in accordance with appli(able law and United Kingdom Accounting Standards Iunited Kingdom Generally Accepted Accounting Practicel- The law applicable to charities requires the tnjstees to prepare financial statements for eath finanual year. which give a true and fair view of the State of affairs of the charity and of the incoming resources and application of resour￿. including the income and expenditure of the tharity for that period. In preparing these finanoal statements. the trustees are required to: selett suitsble accounts.ng poliaes and then apply them consistently- observe the methods and principles in the Charities SORP.. make judgements and estimates that are reasonable and prudent.. state whether applicable LIK Ac¢ounthng Standards have been followed, subject to any material departures (lisclosed and explained in the financial statements- prepare the financial statements on the going toncern basis unless it is Inappropriate to presume that the charitable company will continue in operation. The trustees are responsible for keeping adequate accounting records that disdose with reasonable accuracy at any time the financial position of the charity and enable thèm to ensure that the financial statements comply with the Chartties Act 2011, the Charities (Accounts and Reports) Regulations 2008 and the provisions of the Constr￿tiOn. They are also responsible for the prevention and detection of fraud and other irregularities. The annual report was approved by the trustees of the charity on 25 Ottober 2024 and signed on their behalf bv: Catherinejaquiss. Chair Jeffrey Highfield, Treasurer Eallns 8ook Festiv￿ isa ChJritJble Incorpor•ted Oryntsab istered with the charitycthnmiss1￿ in & Wale5. wmber 12C6WS Page 7 Independent examinerfs report to the trustees of Ealing Book Festival I report to the trustees on my examination of the accounts of the Ealing Book Festival (the Festival) for the period ended 30 June 2024. Responsibilities and basls of report As the chartytrustees of the Festival. you are responsible for the preparation of the account5 in accordance with the requirements of the Charities Att 20111.the ACYI. You consider that an audit is not required for this period under section 144 of the Act and that an independent examination is needed. I report in respect of my examination of the Festival's accounts carried out under s. 145 of the 2011 Act and in carying out my examination I have followed all the applicable Directions given by the Charity Commission under 5. 14515llbl of the Act. An examination includes a review of the accounting records kept by the trustees and a comparison of the accounts with those records. It also includes consideration of any unusual items or disclosures in the accounts. and seeing explanations from the trustees concerning such matters. The procedures undertaken do not constitute an èudlt. and consequently no opinion is given as to whether the accounts present a true and fair view, and my report I limited to those matters set out in the statement below. Independent examinerfs statement I have completed my examination. I confirm that material matters have come to my attention in connection wlth the examination giving me cause to believe that in any material respett: accounting records were not kept in respect of the Festival as required by section 130 of the Att; or 2. the accounts do not accord with those records- or 3. the accounts do not comply with the applicable requirements concerning the forni and content of accounts set out in the Charities (Accounts and Reportsl Regulations 2008 other than any requirement that the accounts give a true and fair view which is not a matter considered as part of an independent examination. I have no concems and have come across no other matters in connertion with the examination to which attention should be drawn in thi5 reFJQrt in order to enable a proper understanding of the accounts to be reached. Signed Name: Relevant professional qualification or body: Addres5'. Date: Alexander Ayres Chartered Instttute of Management Accountants London. United Kingdom 25 October 2024 Ealing 8ook Festival is a Charrtable Incorporated Organisation rewstered with the Charity Commission in Ellgland & Wales, nUm￿r 120580S Page 8 STATEMENT OF FINANCIAL AcfiviTIES FOR THE PERIOD ENDED 30 JUNE 2024 Llnrestricted Funds Period to 30 June 2024 Notés Incoming resources Donated f8cilitres and services Festival ticket sales Grants Sponsorship Donations lincluding Gift Aid) Bank Interest Total incoming resources 35.890 15.383 7,￿0 4,IX)O 1,043 63,356 Resouros expended Festival expenses Display and publicity materials Administrative expenses Insurance premiums Bank charges Totsl resour￿5 expended 149,2811 17181 14551 11881 191 {50.651) Surplusl{Deficit) on yearfs artivities 12,705 Net movemÈnt in Funds SurplusllDeficttl on yearfs activities 12.705 Total Funds carried forward 12,705 The Ni)tes on pages 11 and 12 forni part of these financial staternents The statement of financial activities includes all gains and losses in the year. All incoming resources and resources expended derive from continuing artivtties. Eallng Book Fe5tNal is3 Charitatr￿e Irwporated Organ￿￿)n re8lstered wtth the CharftyCommtss•)n in Englar￿ & Wales. number I205￿$ Paae 9 BALANCE SHEET AS AT 30 JUNE 2024 Asat 30June 2024 Current assets Cash at bank Debtors 12.705 12.705 Credltors." Net Cufrént assets 12,705 Net assets 12,705 Unre5trirted funds General funds 12,705 Total fvnds 12.705 The finanual Statements were appmved bythe trustees on 25 Ortober2024 and signed on their behalf by: CatherirFè Jaquiss, Chair Jeffrey H4ghfield, Treasurer Ealing Book Festival i4 a char[tab￿ 1r￿￿>0rated Organisati re8iStered w6th theCharityC(thmtssion in EryLind & Wales. wmber 12C6&JS paBe io Notes forming part of the Financial Statements for the period ended 30 June 2024 l. Account1￿ policies Statement of Compllan¢e The financial statements have been prepared in accordance wrth the second edition of the Charities Statement of Recommended Practice i55ued in October 2019, the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland IFRS1021 and the Charities Act 2011. Bas15 Qf preparatlon The Ealin8 Book Festival meets the definition of a public benefit entity undèr FRS102. The financial statements have been prepared under the historlcal cost Convention. with rtems ￿cOgnised at a)st or transaction value. unless otherwise stated in the relevant notes. The accounting policie5 have been applied consistently throughout the period. Goin8 concern The trustees consider there are no material un¢ertaintles about the Fest5vafs ability to contlnue as a going concern. Incoming resources All incoming resources are included in the statement of financial artivities when the chartty is entitled to the income and the amount can be quantir￿d with reasonable accuracy. The following specific policies are applied to particular categories of income-. Donations are included when the donor makes a commitment to make the donation. Investment income is included when receivable. Donated facilrties and services are included in incoming resources Iwith an equivalent amount in resources expended) where the beneftt to the charity is reasonably quantifiable and material. The value pla￿d on these resources is the estimated value to the charty of the service received or the facility provided. Resource5 empended Expenditure is recognised on an accruals basis once there is a lègal or construrtive obligation to that expenditure, it is probable that settlement is required. and the amount can be quantified reliably. Expenditure includes any VATwhich cannot be recovered and is reported as part of the expenditure to which it relates. Trusteg Remuneration and Related Party Tr4nsartions No trustee receNed any remuneration during the year. Nu trustee or other person related to the charity had any personal interest in any contract or transaction entered into by the charity during the year. Alex Gerlis, a trustee of the charity until 12 July 2024, appeared during the Festival in his capacity as an author. and waived his appearance fee. Ealing Bock FestNal ￿ a Charitable IncorFx)tsted Or8ani5abOII re8iStered wlth the Charty Comm15￿0Th kn En￿and &Wal4 numtÉ* 1205PA)5 Page 11 Staff numbers and costs No person was employed by the charity during the year. Taxatlon No tax charges have arisen, since no taxable income was received during the year. Donated facilitles and seThi This ttem represents the value of the festNal venues. sUPPOrt staff and other services provided bv Pitzhanger Manor & Gallery to the Festival. free of charge. These donated facilities and Se￿iceS are valued at their open market value, that is, the trustees, best estimate of what the tharity would have been Charged by an equiv31ent venue I service provider for equÉvalent facilities and servI￿s. Certain other venue expense5, such a5 the cost of additional securÉty and cleaning staff for the duration of the Festival. have been recharged by Pitthanger Manor & Gallery to the Festival, see Note 6 below. The Festival also relies heavi￿ on its many supporters and volunteers who donate their services for no remuneration. In line with stsndard accounting practice for charities. the trustees consider that the value of these setv1￿5 cannot be relhably quantified and so these services have not been reflected in these financial statements_ Festhial expenses Festival expenses consist of: Donated facilities and services Speakers, fees and expenses Venue charges Audio-visual and other equipment hire Other expenses Total Fesuval expenses 35.890 5,572 4,532 2.737 550 49.281 The valuation of donated faciltties and services is explained in Note 5. In line wf(h standar accounting practice for charities. as these donated services and facilities were consumed immediately, the trustees have immediately recognised an equivalent amount as an expense. Fund strurture All funds recer¥ed to date are Un￿$t￿tted fund5 awdilable for use at thetrltStee￿ discretion to further the objectNes of the charity. Ealing Book Festiydl is a Chatttable Incorpora*ed Or8anisknon registered w&th thecharftycommlssfjon in EX*￿nd & Wales. nurnber I105￿5 Pa8e 12 The trustees of the Ealing Book Festival would like to thank all the local businesses and organisations whose financial sUPPOrt enabled the charity to run a success￿1 Festival in 2024. Savtlls Estate Agents The University of West London St Benedicys School Advanced Thrnking Tuition Iformerty West London TLrtoringl The Freshwater Foundatlon The London Borough of Ealing Small Grants Fund Pitshan8er Manor & Gallery Thank you too to all the authors and speakers who appeared at the Festival events. And a huge thank you to all the volunteers who helped at the FestNal events. organising the venues, direrting people to the right event. supporting the speakèrs, and making sure the Festival events took pla￿ safely and efficiently. £alin8 Beok FestNal is 3 Charitsble IncorKKirated Or8ansation reglsteredwlth the char￿ cornm￿0￿ In En8knd &Wal4 number I205￿5 Page 13