Running under the umbrella of another organisation 
(hosting)

• Enables you to utilise a partner’s expertise in a given area.
• Can have mutual learning and a shared knowledge benefits (host and hosted).
• Can capitalize on each other’s size or prestige.
• Can help to expand the reach of both forum and host.
• Can save money on shared expenses.
• Supports legal compliance with some of the trickier areas such as employment, finance, policies and GDPR.
• Removes the back-office burden on the forum.
• Could add capacity such as admin support enabling forum to focus on participation.
• Adds a level of protection for steering group. Company becomes liable for funding/employment not just a single individual.
• Can be a trusted advisor to bounce ideas off and help with any challenges.

• Relationship challenges can involve a lot of time to resolve.
• Loss of control and ability to make decisions.
• Element of risk – neither organisation can predict the future.
• Damage to reputation if the arrangement does not work.
• Some financial risk if protocols not in place.
• Organisations become too comfortable with each other and lines blur over time.
• No clear plan if either party want to end the arrangement, leading to relationship breakdown.

When selecting a host, think about the reputation of the host organisation.  How are they viewed by:

• Parent carers.
• Services providers.
• Local authority.
• Health services.
• Funders.

Some questions the steering group may want to reflect on could include:

• Do they have any experience of working with similar organisations to a forum?
• What is your own relationship with the host like?
• Is the team comfortable working together (host and forum)?
• How secure is the host, including the length of time in existence, turnover of staff, financial status? (check Companies house/charities commission, annual reports)
• How transparent is the organisation about its work?
• If they are a local provider and forum has to review the service, how will this work?
• What would be the impact if the arrangement does not work?
• What are your expectations of the relationship?

You will need to check any condition from funders to ensure hosting arrangements meet these. Any regulatory bodies such as Companies House and the Charity Commission will also need to have their regulations met alongside any requirements of your governing document.

The conditions of the DFE participation grant includes requirements for hosted forums. The host will need to agree the following:

• The forum steering group completes the grant application as the grant applicant. The host will complete the host section and agree to the conditions of grant.
• The Department for Education (DfE) grant is used as per the forum’s directions to support the development of the steering group and work of the forum.
• You have agreed support needs, and are clear and transparent about roles and responsibilities, costs of support services provided such as possible worker, recruitment, office base, and any fees for organisational overheads such as IT and HR support, management and managing disagreements. You will provide regular financial updates on grant spend to the forum.
• You have agreed your role in relation to record keeping with the forum steering group.
• There is an MOU in place between you and the forum that sets out all of the above

Having an MOU is an essential requirement of the DFE participation grant. Staff turnover, members of forum steering group and financial/political climate we are working in change over time, and it’s important both parties do not to see the MOU as a tick box exercise, but rather as a way of protecting your relationship and providing a level of transparency. MOUs should be reviewed regularly to keep them relevant. It is a good idea to review MOUs annually or if you have a change in steering group/board members, for example a new chair.

Things an MOU should contain:

• Background – outlining how you have got to this point.
• Purpose and scope.
• Information on both Host and forum including what they do and aims and vision.
• Objectives – what do you want to achieve.
• Partnership values.
• Roles and responsibilities.
• Duration.
• How you will communicate.
• Confidentiality and data protection.
• Arrangements to end the MOU.
• How you manage disagreements.
• Space to record any variations or dispute resolution.
• Disclaimer regarding legal responsibilities.
• Place for signing.

Here’s an example of a hosting MOU that you could use as a template: Hosting MOU

• Make the exit route an explicit part of the hosting agreement from day one.
• Agree what “ready to stand alone” looks like (governance, finances, policies, systems, capacity), set a realistic indicative timeframe, and build in regular review points.
• Early planning prevents last‑minute pressure, reduces risk of dispute, and allows any legal, financial or operational requirements (e.g., bank account, insurance, policies, registrations) to be put in place in good time.

• Decisions should prioritise continuity and stability for parent carers and for children and young people with SEND.
• Plan the transition so there are no avoidable gaps in communication, representation, support or delivery.
• Protect the forum’s voice and independence, and ensure the forum remains parent carer‑led throughout the process, even while practical arrangements are being transferred or rebuilt.

• Be clear and specific about roles, decision‑making, costs, and access to systems and information.
• Share constraints (capacity, infrastructure, compliance requirements, organisational policies) before they become blockers.
• Transparency reduces misunderstanding and helps both parties agree workable alternatives, especially where the host has legal responsibilities that continue up to (and sometimes after) the end date.

• Keep written records of decisions, approvals, timelines, reconciliations, what transfers and what does not, and who is responsible for each action.
• Document asset ownership, intellectual property, data controller responsibilities, any data sharing arrangements, and any ongoing liabilities or reporting duties.
• Good documentation protects the forum, the host and funders if questions arise later and makes handover smoother for new volunteers or trustees/directors.

• Agree how and when you will communicate with key stakeholders (members, volunteers, funders, the local authority, ICB and other partners).
• Use a shared message to explain what is changing, why, and what remains the same, with clear contact routes during and after transition.
• Good communication reduces anxiety, prevents misinformation, supports funder confidence, and protects relationships the forum will rely on post‑exit.

What to consider:

• Final reconciliation of funds held for forum purposes.

• Restricted funds and any funder consent needed before moving money, including the DfE grant.
• Timing implications (e.g., mid-year vs end-of-year monitoring).

Actions required:

• Complete and document a final reconciliation and agree what is transferable.
• Talk to the grants team: [email protected] and your Contact adviser so they can support you with the DfE grant funding transfer.

• Submit the correct monitoring (mid-year or full-year) and obtain required sign-off.

• Build a timeline so funds are accessible when needed, avoiding gaps in delivery.

What to consider:

• Which assets were acquired for forum purposes and therefore should move with the forum.

• Loaned vs owned items and any shared-use arrangements.

• Replacement needs if host infrastructure is removed.

Actions required:

• Create/update an asset register and agree ownership item-by-item.
Templates and guidance is available on the Policies and procedures page.
• Record the transfer in writing (including condition and location).

• Budget and plan to replace essentials (venues, IT, equipment) where required.

What to consider:

• Who is the data controller for membership lists and volunteer records.

• Lawful basis and transparency requirements under UK GDPR for any transfer.

• Retention, access, and accountability for historic records.

Actions required:

• Agree and document data controller responsibilities and transfer approach.

• Put in place a data sharing agreement where appropriate and record what data moves.

• Inform members/volunteers as needed and ensure secure transfer and storage.
• Agree a privacy notice for new forum members at the outset of the hosting arrangement, clearly establishing the forum’s ownership of the data and ensuring any future transfer is robust and transparent.

What to consider:

• Domains, websites, cloud storage, shared drives and admin rights.

• Email accounts, mailing platforms, and password/security management.

• Risk of losing access on the exit date if not planned.

Actions required:

• Create a digital handover plan with named admins and deadlines.

• Transfer administrator rights (or set up replacements) before the exit date.

• Document logins/ownership and secure accounts (MFA, password updates).
• Agree a date when host access to accounts is going to be removed, e.g. changing passwords on accounts, moving to a new provider.

What to consider:

• Ownership of names, logos, branding, publications, training materials and web content.

• Social media handles and content ownership/permissions.

• Consistency of public identity during transition.

Actions required:

• Agree ownership and usage rights in writing before transition completes.

• Transfer accounts/handles where possible; otherwise agree a rebrand plan and timeline.

• Ensure branding and messaging aligns with funder and governance requirements.

What to consider:

• Supplier contracts, leases, insurance, staffing arrangements and grant obligations.

• Some contracts can be assigned; others require consent or must remain with the host.

• Any complaints, disputes, or outstanding commitments.

Actions required:

• Review every contract and liability and record what happens to each one.

• Obtain required consents and set end dates or reassignment plans.

• Confirm who remains responsible for any ongoing reporting or claims post-exit.

What to consider:

• Readiness of governance and leadership to take on full responsibility.

• Safeguarding, data protection, finance and decision-making procedures.

• Named roles (e.g., Chair, Treasurer, safeguarding lead, data lead).

Actions required:

• Confirm the forum has appropriate governance arrangements for the chosen pathway.

• Adopt and approve key policies before responsibilities transfer.

• Record delegated responsibilities and escalation routes for safeguarding and risk.
• Look at the Policies and procedures page to access example policies.

What to consider:

• What support the host provides (staff time, HR/IT, office base, recruitment).

• Any overheads or service charges and how they are calculated.

• How long support continues after the split (if at all).

Actions required:

• Agree and document support scope, costs, and reporting expectations.

• Set a clear end date (or review date) for any ongoing support.

• Plan alternatives for critical support functions (payroll, IT, supervision) if needed.

What to consider:

• Time needed to open an account and required documentation (constitution, named officers).

• Financial controls, bookkeeping, and authorisation processes.

• Risk of payment delays if banking is not ready.

Actions required:

• Start banking setup early and confirm signatories, treasurer role, and policies.

• Implement financial controls (approvals, reconciliation, records) before transfer.

• Test that the forum can receive funds and make payments ahead of the exit date.

What to consider:

• How the forum will engage members and stakeholders after the split.

• New or updated channels (website, social media, mailing lists, member groups).

• Managing expectations if capacity changes during transition.

Actions required:

• Set up and test communication channels and ownership/admin access.

• Create a simple communications plan (who says what, to whom, and when).

• Brief partners and members on any temporary changes to capacity or delivery.
• Look at the communication and gathering the parent voice section of the handbook.