HomeInitiatives Arts in the Parks Arts in the Parks Toolkit Evaluation Step Five: Create Report, Distribute and Next Steps

Step Five: Create Report, Distribute and Next Steps

The arts have much to offer communities. They bring people together and offer the opportunity to engage in ideas and to experience spaces transformed by beauty. They encourage people to explore their own creativity and enliven their neighbourhoods and their lives. Evaluation reports aim to capture the essence of this.  

Evaluation Report
An evaluation report should include:

  • Overall information about your program and your objectives
  • Statistics and Comparisons: from activities, locations, audience members, artists, etc.
  • Feedback from stakeholders: shared interests, expectations, surprises, challenges, outcomes
  • Photographs: let the reader see the space, artists and audience
  • Quotes from key stakeholders: that tap the energy and enthusiasm of those involved
  • Next Steps: analysis of gap between current and potential program; create recommendations for change

The data in an evaluation report can be used in many ways, such as helping to find more resources. From attracting support of local businesses or Business Improvement Areas, to applying to granting programs or approaching foundations, the evaluation report is filled with stories and numbers that keep your supporters involved, help you attract new supporters, and demonstrate the impact of your program.

Distribution
Providing your evaluation report to stakeholders can show how much you appreciate them. Results can also be shared at a volunteer appreciation event or with potential partners to show them the vision of the project and the outcomes to date.

When the annual AITP evaluation report is complete, we send it to our partners and use it in meetings to discuss next year’s activities. The report is built as a PowerPoint document, allowing organizers and stakeholders to use the whole report or sections of it for their own presentations. The report is also shared widely through the Toronto Arts Foundation website.

TAF and TAC are also working with City of Toronto Departments to evaluate how Arts in the Parks and City arts programs are working to increase access to those outside the downtown core.

Next Steps
Evaluation is a cyclical process. Each step builds on the one that came before it. We start by articulating our objectives, identifying stakeholders, and seeking input into the evaluation plan. Along the way we figure out the right questions, how best to gather information, and slowly the program impact emerges. When we have the full picture we can create a report. The contents of the report can be used for arts advocacy, fundraising, and promotion. It is also a useful planning tool to help improve the next event or project. In this way the circle is complete and the end becomes the next beginning.