The trustees present their annual report and financial statements for the year ended 31 July 2024.
The financial statements have been prepared in accordance with the accounting policies set out in note 1 to the financial statements and comply with the charity's memorandum and articles of association, the Companies Act 2006 and "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 2019)".
Overall context of Bible by the Beach
Bible by the Beach is a registered charity (charity number 1125792) and operates under a Statement of Faith. It has a Board of Trustees and employs a part-time Operations Manager and a part-time Event Co-ordinator. Additionally, there is a Children’s programme lead and a Youth lead position which is currently vacant.
Bible by the Beach is a high-quality Bible teaching conference taking place each year over the first May Bank Holiday from the Friday to the Monday. The conference takes place in Eastbourne, East Sussex.
The Vision – Statement of Aim
Bible by the Beach aims to provide a high quality Bible teaching conference in a lively and contemporary style with a secure platform (clearly conservative evangelical, reformed and gospel-centred) and with a warm-hearted, welcoming generosity, celebrating God’s grace It aims to encourage, strengthen and equip the saints and build up the church through the clear, faithful and applied exposition/teaching of the Bible for all God’s people, for all ages, based in Eastbourne but focusing on the whole South East region and beyond.
Public benefit
The trustees have paid due regard to guidance issued by the Charity Commission in deciding what activities the charity should undertake.
Venue 2024
Due to a request from the conferencing team who required the Congress for a touring musical, Bible by the Beach’s main venue was the Devonshire Park Theatre with the Floral hall being used, very successfully, as an overflow venue. Further venues onsite included the Tennis Centre (including the Locker Rooms) and the conferencing venue in the adjoining Welcome Building (incorporating two very large conference rooms). The Winter Gardens which incorporates the Floral Hall, the Bistro and the Crush Hall were used as a “hub” for the conference, incorporating the book shop, exhibitors, the overflow venue as well as a seminar venue. In addition, seminars and some youth work took place in nearby church buildings (Holy Trinity Church and Halls) as well as in the nearby Birley Centre. All Saints Halls were used for youth work and catering. These venues allowed for some flexibility in programming the event and will allow for future growth of the conference.
Delegates/Bookings
Over 1300 delegates attended the event including 367 children. This is in addition to the 200+ staff and volunteers.
Marketing 2024
Once again there was targeted marketing and advertisements across a range of Christian publications as well as at Christian conferences. Over 360 churches were sent booking brochures in various quantities and many requested a copy of the PowerPoint slides and promotional video which were made available. Social media, including Facebook, Twitter and Instagram were also used for advertising.
2024 Conference Overview
Title: God has Spoken – God’s word for God’s people
Integral components of the conference:
Main adult programme (Bible readings, seminars, Family Praise, evening celebrations, final all age celebration on Sunday afternoon)
Full children and youth programme
Sunday evening Celebration which is open to all local church congregations
Sunday morning at local church services
Bookshop/resources provided by 10 of those
Media talks for purchase
Exhibition stands showcasing different organisations areas of ministry and service.
The following speakers were welcomed:
Bible Readings: Richard Pratt
Seminar speakers: Tim Ward, Jonty Rhodes, Helen Thorne-Allenson, Steve Midgley, Nay Dawson, Emma Worrall, Ed Drew, Steve Finch and Mike Milmine.
Evening Celebration Speakers: Jason Roach and Andrew Wilson
Musicians
It was a delight to welcome Ben Slee and his band to the conference for the first time. 6 musicians attended and served the conference extensively at Bible Readings, Evening Celebrations and at an evening concert.
Randall Goodgame from the USA also came to lead the Family Praise and a seminar.
Youth and Children’s Programme
We were delighted and privileged to welcome once again Ed Drew, Director of Faith in Kids, who led the under 11’s programme. There was a vacancy for a Youth Lead which it has not been possible to fill. The Children’s and Youth programmes are an integral and an important part of the conference. The aim is to teach the children in parallel with the adults so that families are learning alongside each other in an age-appropriate way. This was achieved by running seven age groups for the under 18’s. As always, these groups were largely run by experienced volunteers to whom the trustees are very grateful.
Friends of Bible by the Beach
We gratefully acknowledge those who commit to becoming a Friend of Bible by the Beach, supporting the work prayerfully and financially. Numbers continue to increase with 12 new Friends signing up at the event. This equates to an additional income of £2,287.50 per annum (including Gift Aid reclamation). The total number of active Friends stands at 167.
The result for the year was a deficit on the general unrestricted fund of £6,101 (2023: surplus of £6,258). General unrestricted reserves ended the year at £50,440 (2023: £56,541). Restricted funds carried forward were £3,500 (2023: £nil).
Once again we are thankful for the Lord’s faithful provision which has enabled the conference to take place, flourish and finish with just a very small deficit as donation giving was slightly down on 2023. Being in the Devonshire Theatre in 2024 did come with some restrictions. The reserves set by the trustees have remained intact and Bible by the Beach is in a good overall financial position as we look ahead to the event in 2025. However we are very mindful of costs generally increasing, particularly in the area of Congress venue costs and the importance of wise stewardship in this area. We are very thankful for generous gifts through the Friends scheme.
Reserves policy
It is the policy of the charity that unrestricted funds which have not been designated for a specific use should be maintained at a level equivalent to between three and six month's expenditure calculated to be between £42,500 and £85,000. The trustees consider that reserves at this level will ensure that, in the event of a significant drop in funding, they will be able to continue the charity's current activities while consideration is given to ways in which additional funds may be raised.
Reserves remained within the target range throughout the year and stood at £50,440 at the balance sheet date.
Risk management
The trustees have assessed the major risks to which the charity is exposed, and are satisfied that systems are in place to mitigate exposure to the major risks.
Update on 2025
“In all things - God at work”. 2 - 5 May 2025
With great thankfulness and joy following a successful event in 2024, the team are making plans for 2025 and are glad to be back at the Eastbourne Congress Theatre again in 2025 which has the additional capacity required. We are looking forward to a new Operations Director, Matt Wan, starting with us on 1st October 2024 and bringing new energy and insights with him.
Many of the speakers (Lewis and Sarah Allen, Ros Clarke, Lee Gatiss, Clare Heath-Whyte, Andrew Sach, Nick Tucker, John Wyatt) and musicians (EMU Music) are booked. Our main publicity launch is planned for the end September 2024 and we have taken the decision to slightly reduce the cost of the child tickets to remain accessible to families. We are offering two early bird discount periods at the end of November and the end of February and a “deposit now – pay later” scheme.
We have much to give thanks to our sovereign, gracious God. We have much to pray for in the coming months as we seek to make wise decisions in the overall planning of the conference.
The charity is a company limited by guarantee.
The trustees, who are also the directors for the purpose of company law, and who served during the year and up to the date of signature of the financial statements were:
New trustees with suitable gifts and experience are appointed by the existing trustee. Appropriate induction and training procedures are followed.
None of the trustees has any beneficial interest in the company. All of the trustees are members of the company and guarantee to contribute £10 in the event of a winding up. The charity is managed by a Board of Trustees supported by two office staff and volunteers.
The Trustees' report was approved by the Board of Trustees.
The trustees, who are also the directors of Bible by the Beach for the purpose of company law, are responsible for preparing the Trustees' Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).
Company Law requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources, including the income and expenditure, of the charitable company for that year.
In preparing these financial statements, the trustees are required to:
- select suitable accounting policies 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 UK Accounting Standards have been followed, subject to any material departures disclosed and explained in the financial statements; and
- 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 responsible for keeping adequate accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Companies Act 2006. 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.
I report to the trustees on my examination of the financial statements of Bible by the Beach (the charity) for the year ended 31 July 2024.
As the trustees of the charity (and also its directors for the purposes of company law) you are responsible for the preparation of the financial statements in accordance with the requirements of the Companies Act 2006 (the 2006 Act).
Having satisfied myself that the financial statements of the charity are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in respect of my examination of the charity’s financial statements carried out under section 145 of the Charities Act 2011 (the 2011 Act). In carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.
I have completed my examination. I confirm that no matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
accounting records were not kept in respect of the charity as required by section 386 of the 2006 Act; or
the financial statements do not accord with those records; or
the financial statements do not comply with the accounting requirements of section 396 of the 2006 Act 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; or
the financial statements have not been prepared in accordance with the methods and principles of the Statement of Recommended Practice for accounting and reporting by charities applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102).
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the financial statements to be reached.
The statement of financial activities includes all gains and losses recognised in the year. All income and expenditure derive from continuing activities.
Bible by the Beach is a private company limited by guarantee incorporated in England and Wales. The registered office is Chantry House, 22 Upperton Road, Eastbourne, East Sussex, BN21 1BF. The day to day operations are conducted from an office in 53 Susans Road, Eastbourne, East Sussex, BN21 3TH.
The financial statements have been prepared in accordance with the charity's memorandum and articles of association, the Companies Act 2006 and "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 2019)". The charity is a Public Benefit Entity as defined by FRS 102.
The charity has taken advantage of the provisions in the SORP for charities applying FRS 102 Update Bulletin 1 not to prepare a Statement of Cash Flows.
The financial statements are prepared in sterling, which is the functional currency of the charity. Monetary amounts in these financial statements are rounded to the nearest £.
The financial statements have been prepared under the historical cost convention. The principal accounting policies adopted are set out below.
At the time of approving the financial statements, the trustees have a reasonable expectation that the charity has adequate resources to continue in operational existence for the foreseeable future. Thus the trustees continue to adopt the going concern basis of accounting in preparing the financial statements.
Unrestricted funds are available for use at the discretion of the trustees in furtherance of their charitable objectives.
Restricted funds are subject to specific conditions by donors or grantors as to how they may be used. The purposes and uses of the restricted funds are set out in the notes to the financial statements.
Cash donations are recognised on receipt. Other donations are recognised once the charity has been notified of the donation, unless performance conditions require deferral of the amount. Income tax recoverable in relation to donations received under Gift Aid or deeds of covenant is recognised at the time of the donation.
Conference fees are recognised as charged for the annual Bible Conference event with sales of ancillary items recognised as received during the event.
Expenditure is recognised on an accruals basis when the liability is incurred.
Charitable expenditure comprises those costs incurred by the charity in pursuit of its charitable objectives.
Both Support and Governance costs are recharged to the main activity and form part of charitable expenditure with a separate analysis being provided in the notes. Governance costs include those costs associated with meeting the statutory requirements of the charity and include independent examination fees and costs linked to the strategic management of the charity.
All costs include non-recoverable VAT.
Property, plant and equipment are initially measured at cost and subsequently measured at cost or valuation, net of depreciation and any impairment losses.
Depreciation is recognised so as to write off the cost or valuation of assets less their residual values over their useful lives on the following basis:
Only items in excess of £500 are capitalised to the statement of financial position.
The gain or loss arising on the disposal of an asset is determined as the difference between the sale proceeds and the carrying value of the asset, and is recognised in net income/(expenditure) for the year.
Cash and cash equivalents include cash in hand, deposits held at call with banks, other short-term liquid investments with original maturities of three months or less, and bank overdrafts. Bank overdrafts are shown within borrowings in current liabilities.
The charity has elected to apply the provisions of Section 11 ‘Basic Financial Instruments’ and Section 12 ‘Other Financial Instruments Issues’ of FRS 102 to all of its financial instruments.
Financial instruments are recognised in the charity's balance sheet when the charity becomes party to the contractual provisions of the instrument.
Financial assets and liabilities are offset, with the net amounts presented in the financial statements, when there is a legally enforceable right to set off the recognised amounts and there is an intention to settle on a net basis or to realise the asset and settle the liability simultaneously.
Basic financial assets, which include trade and other receivables and cash and bank balances, are initially measured at transaction price including transaction costs and are subsequently carried at amortised cost using the effective interest method unless the arrangement constitutes a financing transaction, where the transaction is measured at the present value of the future receipts discounted at a market rate of interest. Financial assets classified as receivable within one year are not amortised.
Basic financial liabilities, including trade and other payables and bank loans are initially recognised at transaction price unless the arrangement constitutes a financing transaction, where the debt instrument is measured at the present value of the future payments discounted at a market rate of interest. Financial liabilities classified as payable within one year are not amortised.
Debt instruments are subsequently carried at amortised cost, using the effective interest rate method.
Trade payables are obligations to pay for goods or services that have been acquired in the ordinary course of operations from suppliers. Amounts payable are classified as current liabilities if payment is due within one year or less. If not, they are presented as non-current liabilities. Trade payables are recognised initially at transaction price and subsequently measured at amortised cost using the effective interest method.
Financial liabilities are derecognised when the charity’s contractual obligations expire or are discharged or cancelled.
The cost of any unused holiday entitlement is recognised in the period in which the employee’s services are received.
Termination benefits are recognised immediately as an expense when the charity is demonstrably committed to terminate the employment of an employee or to provide termination benefits.
Payments to defined contribution retirement benefit schemes are charged as an expense as they fall due.
In the application of the charity’s accounting policies, the trustees are required to make judgements, estimates and assumptions about the carrying amount of assets and liabilities that are not readily apparent from other sources. The estimates and associated assumptions are based on historical experience and other factors that are considered to be relevant. Actual results may differ from these estimates.
The estimates and underlying assumptions are reviewed on an ongoing basis. Revisions to accounting estimates are recognised in the period in which the estimate is revised where the revision affects only that period, or in the period of the revision and future periods where the revision affects both current and future periods.
Grants receivable
Conference fees
Sales of ancillary items
Exhibitors' fees
Promotion and publicity
Venue hire
Technical team fees, equipment hire and expenses
Speakers expenses and gifts
Musicians fees and expenses
Staff and volunteers expenses
Youth work
Catering
License fees
The independent examiner was paid £840 for the independent examination (2023: £770), £720 for accountancy (2023: £670).
3 trustees were reimbursed travel expenses of £646 in the year (2023: 1 trustee was reimbursed expenses of £134).
The total aggregate amount of donations received (without conditions) from the Trustees amounted to £516 (2023: £876).
The average monthly number of employees during the year was:
The charity is exempt from taxation on its activities because all its income is applied for charitable purposes.
The restricted funds of the charity comprise the unexpended balances of donations and grants held on trust subject to specific conditions by donors as to how they may be used.
Youth work - During the year a grant was received to fund youth work at the conference. The fund will be used to cover costs relating to children's teaching at the 2025 event.
The unrestricted funds of the charity comprise the unexpended balances of donations and grants which are not subject to specific conditions by donors and grantors as to how they may be used. These include designated funds which have been set aside out of unrestricted funds by the trustees for specific purposes.
The spouse of Trustee Rev M Redhouse was employed by the charity during the year. She received a salary of £18,341 (2023: £14,765) and the charity contributed £545 (2023: £443) into a pension for her during the year.