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.
- Outcome
- A frozen evidence snapshot per edition: method, observations, program actuals, volunteer hours, vendor geography.
- Source
- Adapted from the UAFest Lanark County festival-day measurement protocol (grant evidence notes, lines 131–164).
Opens Festival OS, where the playbook becomes tasks for your edition.
Ask a mentor about this playbookBefore5
- T-30
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
- T-21
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
- T-14
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
- T-10
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
- T-7
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
- DAY
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
- DAY
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
- DAY
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
- T+1
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
- T+3
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
- T+7
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
- T+14
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
- T+21
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