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Evidence for grants: measure the day you will report on

A before / during / after protocol for attendance, program, volunteer hours and an anonymous visitor survey, so the next application quotes figures you can defend.

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Before5

  1. T-30

    TaskOwner role: Volunteer coordinator

    Link every volunteer shift to this edition

    Hours that belong to no edition cannot be reported for it.

    Source: uafest.ca/impact-surveyLanark working notes · Before doors open, 1

  2. T-21

    Festival OSOwner role: Program lead

    Load every performance, workshop and heritage block into the program

    The arts and heritage share is calculated from minutes, so every public block needs a slot and a length.

    Source: uafest.ca/impact-surveyLanark working notes · Before doors open, 2

  3. T-14

    TaskOwner role: Program lead

    Verify each artist's locality basis

    Label an artist local from a written basis. Memory is not a source.

    Source: uafest.ca/impact-surveyLanark working notes · Before doors open, 3

  4. T-10

    DocumentOwner role: Coordinator

    Choose the attendance method and write it down before counting starts

    Entrance clicker, sampled field estimate, aerial estimate: name the official one in advance.

    Source: uafest.ca/impactLanark working notes · Before doors open, 4

  5. T-7

    TaskOwner role: Coordinator

    Print survey QR codes after the survey pages pass a preview check

    Check each language version on a phone first.

    Source: uafest.ca/impact-surveyLanark working notes · Before doors open, 5

Festival day3

  1. DAY

    TaskOwner role: Entrance counters

    Keep attendance observations with the chosen method

    Use volunteer check-in and check-out wherever it works on the day.

    Source: uafest.ca/impactLanark working notes · During the festival, 1–2

  2. DAY

    TaskOwner role: Info desk

    Place survey QR where people linger: info desk, food seating, exits

    Entry and services never depend on the survey, and it asks for no names or emails.

    Source: uafest.ca/impact-surveyLanark working notes · During the festival, 3–4

  3. DAY

    TaskOwner role: Stage manager

    Log program changes: cancellations, replacements, real durations

    These change the arts and heritage ratio, so they are written down as they happen.

    Source: uafest.ca/impact-surveyLanark working notes · During the festival, 5

After5

  1. T+1

    DocumentOwner role: Coordinator

    Record the official attendance observation with its evidence

    Attach the methodology, sheets and photos the figure rests on.

    Source: uafest.ca/impactLanark working notes · After the festival, 1

  2. T+3

    TaskOwner role: Volunteer coordinator

    Close volunteer shifts and keep the fallback split

    Record how many hours came from clock-ins and how many from the scheduled shift.

    Source: uafest.ca/impact-surveyLanark working notes · After the festival, 2

  3. T+7

    TaskOwner role: Program lead

    Reconcile planned and actual program durations and classifications

    The reconciled program is the one you report.

    Source: uafest.ca/impact-surveyLanark working notes · After the festival, 3

  4. T+14

    TaskOwner role: Vendor lead

    Classify vendor geography; aggregate sales bands only when vendors volunteer them

    Local vendor counts feed county and tourism applications.

    Source: uafest.ca/impactLanark working notes · After the festival, 4

  5. T+21

    DocumentOwner role: Grants lead

    Freeze an evidence snapshot for the grant cycle

    Once a packet is filed, historical figures stay as filed.

    Source: uafest.ca/impactLanark working notes · After the festival, 5