Cultural Tourism Development Fund

Category B/CII

Major Institutions/Mid-Sized Institutions

Final Report Form FY 2015-2016

DEADLINE: OCTOBER 31, 2016

This report reflects grant activities and financial information from:10/01/15 through 9/30/16

ORGANIZATION: Click here to enter text.

FUNDED PROGRAM: ☐ Category B-Major Institution

☐ Category CII-Mid Sized Institution

GRANT CONTACT: Click here to enter text.

PHONE: Click here to enter text.E-MAIL: Click here to enter text.

CERTIFICATION: We certify that the information in this final report, including all attachments, is true and correct to the best of our knowledge.

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Board Chair or President (TypeName) (Signature)(Date)

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Program Director(TypeName)(Signature)(Date)

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Chief Fiscal Officer(Type name)(Signature)(Date)

THE FINAL REPORT

The purpose of the Final Report is to share the results of your grant-funded program, marketing efforts and your organization’s economic impact on the county. The Final Report is divided into four components:

1)Narrative – Five (5) written questions, Section I of the Final Report Form

2) Financial - Final Income/Expense Report (This is a separate Excel workbook – B1).

3) Organization/Program Information - Sections II-X of the Final Report Form

4) Supplemental –Newspaper articles,photographs, printed material, etc. showcasing grant activities. Limit to 5-6 items.

The Final Report Form and the Final Income/Expense Report may be downloaded from the Grantee Toolkit for Category B and Category CII.

Section I- NARRATIVE QUESTIONS

Answer all questions using no more than three additional pages.

  1. Evaluate your funded project. Include successes and or challenges. Identify evaluation methods.
  1. Estimate the percentage of your out-of-county marketing allocation specifically designed to attract tourists across these categories.

Newspaper / %
Magazine / %
Internet (not social media) / %
Social media / %
TV / %
Hotel / %
Word of mouth / %
Other / %
Total / 100%
  1. Please provide examples of the most significant tourist marketing achievements for the year. Describe how the activity increased cultural tourism by non-residents? How did you measure this? How did it compare (increase or decrease) to last year and why?
  1. What efforts did you make to increase diversity among your audience? Was it successful or not? Explain.
  1. Evaluate the organizational stability of your organization. What occurrences took place during the year that may have strengthened or threatened your organization? What steps did your leadership take as a result?

Section II –THE GRANT FUNDED PROGRAM(S) [Exhibit B-1, Column C]

When completing this section,please report ONLY the fundable grant program(s) listed on your Tourist Development Council’ Contract Exhibit “A”. Do not include other non-program cultural activities, fundraisers or non-cultural events.

Grant-Funded Program Events: include artistic, cultural or educational eventsthat were supported by the TDC grant, were open and accessible to the publicandtook place within the grant period.

Counting Events: Events should be counted by the different number of events being offered. For example, a play to be performed ten times or an exhibition open for three weeks should only count as one event. A three-day festival counts as one event. Do not count the individual activities within the festival as events. Virtual events in which the “attendees” are participating remotely such as listening to a podcast or watching streaming video do not count as actual visitors or events.

The Number of Public Offerings:Public offerings means the number of times the event was offered to the public. Count the number of times the public was able to attend the event. For example, a play to be performed ten times counts as ten public offerings.

Total Attendance: Number of people that physically attended the event.This includes paid and free attendance. This does not include online activities, online performances, radio, webcasts, webinars, etc.

Direct Artist Room Nights: Number of nights generated by program artists/performers/cultural experts and/or technical support as a direct result of the program(s). Examples of direct artist hotel nights include the overnight stays of a traveling ballet company and the stage crew; a master artist teaching a week-long class, a marine biologist contracted to lecture to the organization’s audience, etc. Do not include classroom enrollment for youth (K-12). The definition of “room” includes Hotels, Motels, Bed & Breakfasts, Air BNB rentals, condos, apartments and villas when the stay is less than six months.

Please attach to this report information on where these guests stayed and the date(s) rooms were booked. Include number of room nights for each guest and the rate paid. Do not enter numbers in this section without the back-up information.

GRANT PROGRAM CULTURAL EVENT/ACTIVITY [Exhibit B-1, Column C]

Event/Activity Name / Number of
Public Offerings / Attendance / Number of Direct
Artist Room Nights / Room Rate Paid
(Range)
1
2
3
4
5
6
7
TOTALS

Add more rows and pages if necessary

Section III – NON-GRANT CULTURAL EVENTS/ACTIVITIES

When completing this section, please report the non-grant other cultural events/activities that are offered by your organization as part of your art and cultural programming but not part of the TDC grant funding program (Exhibit A). Non-grant other cultural events and activities include artistic, cultural or educational activities that were not included in Exhibit B-1 Column C nor supported by this TDC grant, but were produced or presented by the grantee, were open and accessible to the public and took place within the grant period. Do not include fundraisers or non-cultural events here.

Non-GrantCultural Events: include artistic, cultural or educational activities that were not supported by this grant, but were produced or presented by the applicant, were open and accessible to the public and took place within the grant period.

Counting Events: Events should be counted by the different number of events being offered. For example, a play to be performed ten times or an exhibition open for three weeks should only count as one event. A three-day festival counts as one event. Do not count the individual activities within the festival as events. Virtual events in which the “attendees” are participating remotely such as listening to a podcast or watching streaming video do not count as actual visitors.

The Number of Public Offerings:Public offerings means the number of times the event was offered to the public. Count the number of times the public was able to attend the event. For example, a play to be performed ten times counts as ten public offerings.

Total Attendance: Number of people that physically attended the event. This includes paid and free attendance. This does not include online performances, radio, webcasts, webinars, etc.

Direct Artist Room Nights: Number of nights generated by contracted artists/performers/cultural experts and/or technical support as a direct result of the program. Examples of direct artist hotel nights include the overnight stays of a traveling ballet company and the stage crew; a master artist teaching a week-long class, a marine biologist contracted to lecture to the organization’s audience, etc. Do not include classroom enrollment for youth (K-12).The definition of “room” includes Hotels, Motels, Bed & Breakfasts, Air BNB rentals, condos, apartments and villas when the stay is less than six months.

Please attach to this report information on where these guests stayed and the date(s) rooms were booked. Include number of room nights for each guest and the rate paid. Do not enter numbers in this section without the back-up information.

NON-GRANT CULTURAL PROGRAM

Event/Activity Name / Number of
Public Offerings / Attendance / # Direct Artist
Room Nights / Room Rate paid
(Range)
1
2
3
4
5
6
7
TOTALS

Add more rows and pages if necessary

Section IV – NON-CULTURAL EVENTS

When completing this section, please report the non-cultural events that are offered by your organization as part of your art and cultural programming. Include fundraisers or non-cultural events here.

Non-cultural Events: include activities that were not artistic or cultural in nature. These events wereproduced or presented by the applicant and took place within the grant period. This includes fund raising activities, corporate meetings, weddings, hall rentals, etc.

Counting Events: Events should be counted by the different number of events being offered. For example, a play to be performed ten times or an exhibition open for three weeks should only count as one event. A three-day festival counts as one event. Do not count the individual activities within the festival as events. Virtual events in which the “attendees” are participating remotely such as listening to a podcast or watching streaming video do not count as actual visitors.

The Number of Public Offerings:Public offerings means the number of times the event was offered to the public. Count the number of times the public was able to attend the event. For example, a play to be performed ten times counts as ten public offerings.

Total Attendance: Number of people that physically attended the event. This includes paid and free attendance. This does not include online activities, online performances, radio, webcasts, webinars, etc.

Direct Artist Room Nights: Number of nights generated by contracted artists/performers/cultural experts and/or technical support as a direct result of the program. Examples of direct artist hotel nights include the overnight stays of a traveling ballet company and the stage crew; a master artist teaching a week-long class, a marine biologist contracted to lecture to the organization’s audience, etc. Do not include classroom enrollment for youth (K-12).The definition of “room” includes Hotels, Motels, Bed & Breakfasts, Air BNB rentals, condos, apartments and villas when the stay is less than six months.

Please attach to this report information on where these guests stayed and the date(s) rooms were booked. Include number of room nights for each guest and the rate paid. Do not enter numbers in this section without the back-up information.

NON-CULTURAL EVENTS

Event Name / Number of
Public Offerings / Attendance / # Direct Artist
Room Nights / Room Rate Paid
(Range)
1
2
3
4
5
6
7
TOTALS

Add more rows and pages if necessary

Section V – Matching Funds

Detail the total Program Expensesand matching funds used during the fiscal year

(this information will match your attached Exhibit B-1, Final Income/Expense Report)

Grant Award Amount:
$Click here to enter text. / TDC Funds Used / Other Program Funds Used / Total Program Expenses
Exhibit A Program Expenses / $enter text. / $enter text. / $enter text.
Exhibit B-1 / (Column A) / (Column B) / (Column C)

Section VI - Marketing Results

Detail all marketing category expenses for FY 2015-2016 used during time period:

October 1, 2015 – September 30, 2016

Marketing Categories / TDC Funds Used / Other Organizational Funds Used / Total
Personnel: Marketing
OPS: Marketing/PR
Marketing/Advertising
TOTALS / $ / $ / $

Section VII - Attendance Results

Program results reported here will be reported to the Tourist Development Council and used to market and advocate for the cultural organizations. Your accuracy is important.

Grant Program Cultural events/activities
(Section II) / Other Non-FundedCultural programs
(Section III) / Non-Cultural programs
(Section IV) / Totals
Attendance by
In-County Visitors
Attendance by
Out-of County Visitors
Total Attendance

How do you track in-county and out-of-county visitors?

Section VIII -Economic Impact

All Organizational Programs/Activities
Paid Admissions
Free Admissions
Total Attendance (A+B)
Percentage of Free Admissions / %
Monetary value of free Admission / $
Range of ticket Prices
Average Ticket Price
Range of Subscription Prices
Ticket/Subscriptions Revenue FY16

Total Attendance: Number of people that physically attended an activity or visit the cultural venue. This includes paid and free attendance. This number does not include individual exhibits within a museum nor does it include online activities, online performances, radio, webcasts, webinars, etc.

How do you determine the monetary value of tickets given in-kind or free of charge?

Provide any pertinent information about Attendance, ticket sales or subscriptions here:

Section IX - Employment Statistics – Total Organization

# of Full Time
Employees / # of Volunteers
# of Part Time
Employees / Total Volunteer Hours/annual
Total # of
Employees / Average Hours/per volunteer/per year
# of Artists compensated as result of program / Average Volunteer Hours/per week

Section X - Arts Education All Organizational Programs/Activities

# of school-aged youth (K-12) attended the funded program at the Cultural Organization’s venue
# of school-aged youth (K-12) participated attended the Cultural Organization’s in-school education program (all programs)

Please submit:

  1. Final Report Form
  2. Final Income/Expense Report for FY 2015/2016 (separate Excel workbook)
  3. Support documents

DEADLINE: Email or Deliver the Final Report by 5:00pm on Monday, October 31, 2016.

Email to:Kate Rhubee, Grants Administrator:

Deliver to:Cultural Council of Palm Beach County

601 Lake Avenue

Lake Worth, FL 33460

If you have questions, please contact:

Kate Rhubee, Grants Administrator

561-214-8087,

Wendy Boucher, Grants Coordinator

561-214-8092,

Jan Rodusky, Chief Grants Officer

561-471-1513,