Skip navigation.
Oklahoma Arts Council: Improving lives throught the arts!
HOME ABOUT US NEWS ROOM GRANTS SERVICES ARTISTS CAPITOL ART RESOURCES CALENDAR

Major Grant Support
Final Report Preview

Community Arts Programming

For your convenience, the Oklahoma Arts Council has provided a “preview” of the Major Grant Support Final Report – Community Arts Programming component section. Please remember that to actually submit an application or a final report, applicants must login to the e-grant system.

Grantee will acknowledge the following conditions:
All Final Reports are subject to Audit by the Oklahoma Arts Council. Audits will either be determined randomly from any or all grant categories or to clarify questions concerning final reports. Please keep all the necessary records and receipts for at least three years from the completion date of your project.

Deadline: Final reports are due no later than 30 days after the project ending date listed on your application. Hard copy support materials must be mailed to the Oklahoma Arts Council postmarked no later than the date of your final report e-grant submission. Final reports, including REQUIRED support materials, submitted after the 30 day period will result in an automatic 15% reduction in funding. Final reports submitted later than 60 days after the ending date of the project will not be accepted and funding for the project will be cancelled, no exceptions.

General Project Information

  1. Please provide name, title, contact phone number and e-mail address of the person completing this report.
  2. Did you invite your legislators to the project and thank them for their support of the Oklahoma Arts Council and public funding for the arts?
  3. Did your legislators attend any activities associated with this project?
  4. What is the total number of individuals that directly benefited from this project? Please include organization personnel, artists, non-artist project participants including volunteers and participants or audience members. 
  5. Of this total number, how many were youth under the age of 18?
  6. Of this total number, how many artists were directly involved in this project?
  7. How many of these artists have residence in Oklahoma?
  8. Of this total number, how many volunteers were directly involved in this project?
  9. List the name(s) of the organization’s program director or coordinator of this project/activity.  Include a contact phone number and e-mail address.
  10. How many times has this project or similar project been done in the past?
  11. Do you anticipate replicating or continuing this project in the future?
  12. Where did the project take place? Please include complete address.

COMMUNITY ARTS PROGRAMMING PROJECT INFORMATION.

  1. How many individuals were specifically involved as an attendee or audience member?
  2. List the specific ticket prices(s). If the event was free please enter 0 (zero).
  3. How many Cities or Communities were served by this project?
  4. Please list those cities/communities.
  5. How many Counties were served by this project?
  6. Please list those counties.

COMMUNITY ARTS PROGRAM NARRATIVES
Remember that any narrative response is limited to 4000 characters. We strongly recommend formulating your responses in a word processing program which will allow spell check and character counts.  After proofing your responses cut and paste the responses into the required application narratives. DO NOT use bullets, underlining, italics, etc as this adds to the overall character count total.

  1. Please provide a description of your completed project or event and detail the artistic components, listing artists, arts discipline, time frames, etc. Include information concerning the participants/audience.
  2. Explain any aspect of the project that differed from those in the application and why.
  3. If your event/project involved the use of a contracted professional artist, would you use the artist in the future?  Please explain why or why not.
  4. Rate the successfulness of your marketing efforts and discuss how you determined your rating. If applicable, discuss how you may do things different next time.
  5. What method(s) of evaluation did you use in determining the success of your project/event?
  6. How were audience/participants specifically encouraged to participate in the formal evaluation process?
  7. Based on your evaluation efforts/findings, discuss the strongest and weakest aspects of your project/activity. Discuss how these results will be used to assist with future program design. (Include a compilation of findings for any survey or evaluation tool with support materials.)
  8. Describe the benefits and/or impact (cultural, social or economic) this project had for/on your community?

FINAL REPORT BUDGET
Italicized items below will not show up on the E-grant budget.  These items are included in the preview to assist you before you submit your on-line final report.

Project Expenses

Organization’s Personnel – the next three items are staff employed by your organization. Note: Only 501(c)(3) Arts Organizations are eligible to include these costs.
1. Administrative
2. Artistic personnel
3. Technical staff 

Outside Personnel – these are contracted personnel not employees of your organization.
4. Administrative
5. Artistic Personnel
6. Technical

7. Space Rental
8. Travel
9. Publicity/Marketing
10. Other: Itemize any other expense below with a specific dollar amount; include any sales tax paid on ticket sales in this narrative. Enter the TOTAL of all “Other” expenses in space provided.   Please use the following example when entering other expenses: Royalties - $500; Set materials - $250; Costumes - $250; TOTAL =$1000
11. Total of Item 10: Other Expenses - Enter the total of all the items listed above.

12. TOTAL CASH EXPENSES of the Project (Total of 1-9 and 11) This amount will be auto-calculated in the e-grant system.

Project Income

Earned Income
1. Ticket sales/Admissions/Workshop/Seminar Registration
2. Contracted Services/Vendor Booth etc.
3. Other Income including organization’s cash on hand raised through fundraisers or other means specifically used to support this project.
Unearned/Contributed Income
4. Corporate Support
5. Foundation Support
6. Other Private Contributed Income
Government Support
7. Federal Government support
8. State (do not include this grant request)
9. Local Government support such as City or County support
10. Mid-America Arts Alliance Support
11. For the purpose of this preview only, total items 1-10. This is your organization’s cash match. It must be equal to or greater than Income Item 12 below.
12. Grant Amount from Oklahoma Arts Council This amount must not exceed 50% of the total cost of the project, Expense Item 12.
13. The OAC grant will be used to pay for which expenses? List item and dollar amount.
14. TOTAL INCOME (Total of 11-12) This amount will be auto-calculated in the e-grant system.

For the purpose of this preview – here are some checks for your budget document.

  1. Does EXPENSE Item 12 equal INCOME Item 14? If not please recheck budget
  2. The OAC grant amount CAN NOT exceed 50% of the total cost of the project (EXPENSE Item 12 above). Is INCOME item 12 (OAC grant ) less than or equal to 50% of the Total EXPENSE item 12? If not please recheck budget.
  3. The applicant must match at least 1:1 of the granted amount with actual cash. Is INCOME Item #11 greater than or equal to INCOME Item #12?

In-kind Narrative

  1. Please itemize your in-kind contributions. In-kind contributions of goods and services are important indicators concerning the amount of community support a project has as well as a crucial economic impact indicator. Please itemize each item or area of in-kind contributions including volunteer hours. The Oklahoma Arts Council allows volunteer hours to be calculated at a rate of $10.00 per hour for non-professional services. Professional services may be calculated at the rate that would be normally charged by the professional. Please use the following example when listing in-kind contributions and enter the TOTAL in the space provided below.
    5 volunteers – 10 hours each = $500
    Graphic designer 3 hours @ $60 per hour = $180
    Donated lumber for set design = $200
    Total  = $880
  2. Enter the TOTAL In-kind amount from the narrative above.

SUPPORT MATERIAL

  1. Summary of evaluation results/findings
  2. Press releases or news clipplings related to this project/event – Limit 3
  3. Copies of publications and/or print advertisement promoting this project/event (s) showing OAC logo/credit – Limit 3
  4. One copy of the correspondence sent to legislators and a list of those who received it.
  5. Photos documenting project/event or CD of photos with signed release permitting OAC to make use of photos

We reserve the right to request subsequent information or work product(s) if necessary.  As a reminder, the Oklahoma Arts Council retains a royalty-free right to use all or a portion of the grantees’ final report material for state purposes (e.g., the use of final report work products to document the results of grant programs), including publication on a state agency web site. 

 

 
Oklahoma Arts Council P.O. Box 52001-2001 Oklahoma City OK 73152-2001 phone 405.521.2931 okarts@arts.ok.gov