Mission/Purpose

Holiday Forum aims to be inclusive to all. Its objective is to provide a safe environment where and in which people from the very old to the very young can enjoy themselves and each other’s company whilst learning more about their faith.

Holiday Forum provides the opportunity for those from the URC and other churches to spend a week together in beautiful surroundings. It is intended to provide rest, renewal, inspiration, and intellectual stimulation in line with Christian teachings.

Each day, there are groups and activities for all ages, allowing parents and guardians to take a break whilst children take part in groups, enabling adults to have the flexibility to participate in a wide range of activities, discussions, groups, and workshops.

Holiday Forum aims to be a safe environment, and unacceptable behaviour will not be tolerated. Harassment or intimidation of any attendee is unacceptable, as is any form of discrimination based on gender, age, sexual orientation and gender identity, disability or race. From time to time, the Steering Group will issue guidance regarding unacceptable behaviour and, if appropriate, sanctions may be put in place.

History

Holiday Forum started as a conference of the Congregational Church in 1950. It continued following the creation of the United Reformed Church (URC) until 1993, when Holiday Forum was closed down due to lack of funding.

A group of attendees from Holiday Forum decided to form a Steering Group to organise Forum 1994, financed with donations and advanced payments from the members. It has operated in this format ever since. Holiday Forum has renewed its affiliation with the United Reformed Church, initially under the Faith and Life Committee’s remit and later the Mission Department, however in December 2024 the United Reformed Church indicated that it no longer had sufficient central resources to provide support to Holiday Forum and wished to sever its links.

Holiday Forum now works on a not-for-profit basis, with all profits re-invested for the use of attendees. Holiday Forum continues to comply with URC requirements for Safeguarding and other procedures as laid out by the United Reformed Church nationally, but now seeks its safeguarding support from Thirtyone: eight – a private company – of which it has now become a paid member.

Structure of the organisation

The Holiday Forum Steering Group

Holiday Forum is administered by a Steering Group formed from no less than 6 attendees of Holiday Forum and no more than 12 members. Members of the Steering Group are usually appointed for a three-year term and are nominated and appointed based on the skills required and the nominations available. The Chair and Vice-Chair are appointed for a five-year term, the first year to shadow the outgoing Chair and the final year to assist with the transition to a new Chair.

The outgoing Steering Group is responsible for the election and appointment of members for the following year.

The Steering Group may at any time, by a two thirds majority vote, and for a fair and proper reason, remove any Steering Group member, provided that person has the right to be heard before a final decision is made.

The Steering Group may, at any time, appoint another member of Holiday Forum as a Steering Group member to fill a vacancy provided the maximum number is not exceeded.

Steering Group Officers
Once formed the Steering Group will appoint the following officers: Chair; Vice-Chair (alternatively Joint Chairs may be appointed in which case the duties of both positions are shared); Bookings Secretary; Treasurer; Safeguarding Officer. If no Safeguarding Officer is appointed, this role is carried out by the Chair.

The duties of the Chair are to:

• chair meetings of the Steering Group and the Open Meeting;
• act as spokesperson for the Holiday Forum when necessary.

The duties of the Vice-Chair are to:

• take and keep minutes of meetings;
• prepare the agenda for meetings of the Steering Group and the annual Open Meeting in consultation with the Chair;
• deal with correspondence;
• collect and circulate any relevant information within the Steering Group.

The duties of the Treasurer are to:

• supervise the financial affairs of Holiday Forum;
• keep proper accounts that show all monies collected and paid out by the Holiday Forum;
• produce annual financial accounts to be independently examined prior to acceptance by the Steering Group;
• present accounts at the Holiday Forum Open Meeting to the attendees of Holiday Forum in the following year.

The duties of the Bookings Secretary are to:

• liaise with the conference centre to manage the booking;
• deal with bookings of attendees;
• collect payments from attendees in consultation with the Treasurer.

The duties of the Safeguarding Officer are to:

• review and maintain the Safeguarding policy;
• liaise with relevant parties to resolve any safeguarding matters.

The Steering Group’s Officers are responsible for the administration of the Bursary Fund in accordance with the Bursary Policy agreed by the full Steering Group.

Meetings

The Steering Group shall meet as regularly as necessary and at least 5 times a year. Three of these meetings must be held during the conference. The minimum attendance for these meetings is 5, including two Officers.

The Chairperson or another Officer shall chair all meetings of the group.

Voting at Steering Group meetings shall be by show of hands. If there is a tied vote, then the Chairperson shall have a second vote.

Open Meeting for all attendees
Holiday Forum shall hold an Annual General Meeting (Open Meeting) during the conference. All attendees are entitled to attend, raise concerns and vote on any matters arising. The business of the Open Meeting shall include:

• receiving a report from the Chairperson regarding the activities and decisions of the Steering Group
• receiving a report from the Treasurer on the finances of the Holiday Forum
• introducing any newly appointed members of the Steering Group
• listening to the concerns of the attendees and addressing any issues
• considering any other matter as may be decided.

Governance

From time to time, the Steering Group may make such reasonable and proper rules or by-laws as they may deem necessary or expedient for the proper conduct and management of Holiday Forum. Still, such rules or by-laws must not be inconsistent with any provision of this constitution.

Copies of any such rules or by-laws currently in force must be made available to any attendee of the Holiday Forum on request.

It is the responsibility of the Steering Group to ensure that the running of Holiday Forum and its policies and procedures meet any requirements of the law and complies with good practice, including but not limited to compliance with:

• Safeguarding Vulnerable Groups Act (2006)
• The Data Protection Act (2018)
• General Data Protection Regulation (2016)

Changes to the constitution

This constitution can only be amended by either:

• by a resolution passed without objection at a Steering Group meeting, or
• by a resolution agreed in writing by all members of the Steering Group; or
• by a resolution passed by a 75% majority of votes cast at the Open Meeting of all attendees of Holiday Forum.

Dissolution

Holiday Forum may be dissolved by a resolution of its members. Any decision by the members to wind up or dissolve the Holiday Forum can only be made by either:

• at a Steering Group meeting by a resolution passed by a 75% majority of those voting; or
• by a resolution passed by a decision taken without a vote and without any expression of dissent in response to the question put to the General Meeting; or
• by a resolution agreed in writing by all members of the Steering Group.

In the event that Holiday Forum ceases to operate, any remaining funds will be donated to support similar organisations working to provide teaching in the Christian Faith. The decision on the organisations to be supported will be made by the remaining offices of the Steering Group.