The Arts and Humanities Council of SWLA

P.O. Box 1437 Lake Charles, LA70602

337-439-2787/FAX 337-439-8009

Tourism Marketing Initiative Grants Program

Final Report Form

due by July 11,2011

Grant #:

Project Title:

Grant Award Amount:

Organization Name:

Organization Address:

Contact Person:

Daytime Phone:

E-Mail Address:

______

1.Number of individuals who benefited directly from service(s): ______

2. Check the categories which in your estimation describe the predominate characteristics of a significant number (one fourth or more) of the individuals benefiting.

___ G General (Adult/General)___ E Mentally/Psychologically Impaired

___ N Native American/Alaskan___ D Hearing Impaired

___ A Asian/Pacific Islander___ Q Visually Impaired

___ B Black, not Hispanic___ P Otherwise Physically Impaired

___ H Hispanic___ I Institutionalized

___ W White, not Hispanic___ J Institutionalized/Correctional

___ C Child___ Y Secondary Student

___ U University/College Student___ F Female

___ S Senior Citizen___ V Veteran

3. Actual number of artists involved in the implementation of service(s) ______

4. Check the categories which in your estimation describe the predominate characteristics of one fourth or more of the artists involved.

___ G General (Adult/General)___ E Mentally/Psychologically Impaired

___ N Native American/Alaskan___ D Hearing Impaired

___ A Asian/Pacific Islander___ Q Visually Impaired

___ B Black, not Hispanic___ P Otherwise Physically Impaired

___ H Hispanic___ I Institutionalized

___ W White, not Hispanic___ J Institutionalized/Correctional

___ C Child___ Y Secondary Student

___ U University/College Student___ F Female

___ S Senior Citizen___ V Veteran

5. Narrative. Provide a concise description of the completed activities or services supported by your Tourism Marketing Initiative Grant. Be sure to include the information outlined on the attached instruction sheet. Please use additional pages if necessary.

Financial Summary

EXPENSES / Grant
Funds
A / Applicant's
Cash
B / Applicant's
In-Kind
C
A. Duplicating/Printing
B. Equipment Rentals
C. Marketing/Publicity
D. Outside Artistic Fees
E. Outside Professional Fees
F. Personnel: Administrative
G. Personnel: Artistic
H. Personnel: Technical/Production
I. Postage/Shipping
J. Space Rental
K. Supplies/Materials
L. Travel
M. Utilities (i.e. Telephone)
Other (Specify)
Total Each Column

Total Cash Expenses (Columns A + B)______

Total Project Expenses (Columns A + B + C) ______

(including in-kind)

We, the undersigned, hereby certify that to the best of our knowledge and belief all the facts, figures and representations in this FINAL REPORT of the Tourism Marketing Initiative Grant Program are true and correct; that all programming activities and/or services were completed in accordance with the terms and conditions set forth in the Guidelines and Grant Agreement, and that all expenditures attributed to the Grant were in accordance with the approved budget for this Grant as substantiated by the attached documentation.

Organization Name;______

______

Chief Administrative OfficerProject Director

______

Typed or Printed Name & TitleTyped or Printed Name & Title

______

DateDate

Arts and Humanities Council of SWLA

______

Jackie DowdenMatt Young

Community Development CoordinatorExecutive Director

______

DateDate

INSTRUCTIONS

Required information for the narrative

due July 11, 2011

The narrative must include the following points. Though these may appear self-evident, all of these points are necessary to ensure that The Arts and Humanities Council of SWLA has accurate statistics available for use in future budget requests to the Southwest Louisiana Convention & Visitors Bureau.

a.Describe the actual completed project activity: include what occurred, when it occurred and who was involved. Discuss any changes from the original grant application to the amended grant.

b. Include the total number of people who benefited, either as participants or in attendance of the project/services.

c. Include the names of all providers of artistic services, their discipline or expertise and how much they were paid. Be specific in describing their payment, such as $15 per hour, $50 per three-hour session, etc.

d. Include the actual sites of the project activity. Be specific with the names of the galleries, theatres, schools, etc., where these sites are located.

e. Include the names of elected officials notified/invited to the project activity and what was their response.

f. Describe the evaluation methods used to determine the project’s success and quality. Quantitative evaluations are not required; qualitative evaluations are acceptable. Positive documented responses from those who benefited from the project are welcome as additional attachments.

g. Discuss economic effects on our community resulting from the project, such as the number of people employed and the actual payroll; the number of local businesses involved and the amount paid to them for services and supplies; the number of out-of-town participants who stayed in hotels and the amount they spent; and the number of local and out-of-town participants who dined out either before or after the project activity and the amount they spent. Exact figures are not necessary and may not be available; therefore an educated guess is acceptable.

h. Discuss the significance of the Grant’s financial support and technical assistance in the success of your project. Include that which you could not have accomplished without these funds and staff assistance, along with suggestions and needs for the existing Tourism Marketing Initiative Grant Program.

Required Information for the Financial Summary

a. Expenses

Column A – Report actual amount of Tourism Marketing Initiative Grant spent in approved categories. Figures should be the same as those listed on Itemized Expenditures page.

Column B – List all other payments made by funds other than the Tourism Marketing Initiative Grant monies. (Applicant’s Cash).

Column C -0 Grantee’s In-Kind contributions.

b. Grantee’s Record of Itemized Expenditures (copy form as necessary)

Provide a complete accounting of those expenditures paid by funds from the Tourism Marketing Initiative Grant and the organization’s cash match by completing Grantee’s Record of Itemized Expenditures page and attaching all required substantiating documentation.

Column A – Identify expenditures by budget category letter from budget. (I.e., A. Duplicating/Printing, B. Equipment Rentals, C. Marketing/Publicity, etc.)

Column B – Provide the name of each payee and a description of services rendered (i.e., salary, printing.)

Column C – Enter the type and identification number of the documents attached showing verification of services you described in Column B. (i.e., Contracts, Invoices, Letters of Agreement.)

Column D – Enter the type and identification number of the document used to pay those listed. (i.e., cancelled checks or signed and dated cash receipts.)

Column E – Enter the amount of payment for each item listed in Column B and substantiated by documentation in Column C & D. Total all expenditures being sure to show the amount of the Grant already paid and the amount owed.

Required Attachments

In addition to those described above, please attach the following to the Final Report:

a. Samples of promotional materials containing credit statement.

b.Copies of printed articles, reviews, etc., of activity.

c. Glossy photographs, black and white or color, of activity.

Grantee’s Record of Itemized Expenses

A.
Budget Category / B.
Item
No. / Name of Payee and Description of
Goods/Services Rendered / C.
Billing Document –
Type and Number / D.
Proof of Payment –
Type and Number / E.
Amount of
Payment / F.
Amount Paid
With Grant Funds
Total Paid By Grantee ______
Total Amount of Grant Spent ______
Grant Payment received to date ______
Balance of Grant Funds now due ______