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									                            EVALUATION GUIDELINES

Orchestras Live monitors the activities it supports through the active involvement of its staff and
liaison with local authorities and other partners. As part of the funding conditions, promoters are
asked to make written evaluation reports following completion of community projects.

The reports will help Orchestras Live evaluate and improve its programme as a whole. Reports will
remain confidential and will not be reproduced or used externally without permission. However
copies will be available to the orchestras concerned unless the writers request otherwise. Aspects
of the report may be used to spread knowledge of good practice, including through publication on
our website, in our newsletter, and at events we hold.

Reports written by staff of the orchestras concerned, although useful in themselves, do not satisfy
Orchestras Live’s conditions, since they are not independent.

Whenever possible, evaluation reports should be sent with claims for payment of funding.
Orchestras Live recognises that good reasons may delay reports and will nevertheless release its
funding on condition that a full report is received within eight weeks of completing the project.

The questions on the following page aim to establish a local perspective on the strengths and
weaknesses of projects. Reports can be presented in any format and need not be limited to the
points listed. A financial statement of the final income and expenditure should be included, using
the attached form. Supporting materials such as project literature, video or photographic records,
letters or artwork from participants, press cuttings etc. are much appreciated.

We would also ask you to complete the attached form concerning the participants in your project.
This will help Orchestras Live to accurately monitor the kind of people involved in orchestral work
and to assess the impact of our Education Programme. It will also provide statistics required by the
arts funding system.

Many thanks for taking the time to produce a report for Orchestras Live

                                                [page 1]
                        EVALUATION – PROJECT REPORT

Please briefly outline the objectives and content of the project, before going on to give financial
information and details of the participants using the attached forms.

In your evaluation of the project, please consider the following questions:

1.   How was the participating group(s) chosen for this project?

2.   Why did you choose to work with the orchestra involved?

3.   How effectively did the orchestra liaise with you and the participating group(s) prior to the

4.   Please comment on the accessibility of the project work to the participants.

5.   Did the work seem well prepared? If not, how could this have been improved?

6.   What was the response of the participants?

7.   How would you assess the visiting musicians in terms of their
     (a) communication skills?
     (b) creative skills?

8.   Were any direct links made between the community project and a public concert by the
     orchestra? If so, what were they?

9.   Please describe how far the project realised its stated objectives. Were there any unexpected

10. Were there any weaknesses in the concept or delivery of the project? If so, what were they?

11. What do you consider to have been the major achievements of the project?

12. How is the project to be followed up
     (a) by the participants?
     (b) by the local authority or other promoting partner?
     (c) by the orchestra?

                                                [page 2]

Feel free to reproduce or photocopy this form

Financial details – orchestra

Please give the final statement for the project, as follows:

    Income (excluding OL)                  £            Expenditure                             £

    Local authority                                     Fees: orchestral musicians

    ACE                                                 Fees: workshop leaders

    Orchestra                                           Fees: composers

    Commercial sponsorship                              Fees: other personnel

    Charitable trusts, foundations, etc.                Expenses

    Participants                                        Orchestra’s management fee

    Other sources                                       Other artistic costs (please specify)

    Total income (a)                                    Total expenditure (b)

    Deficit (a) - (b)                                   Allocation from Activities Fund

                                                        Allocation from OL Programme

Financial details – project overheads

Please list, where known, any additional costs involved in achieving the project. This will help us to
show the full investment in orchestral projects by our member authorities.

    Expenditure                                                 £

    Fees / expenses (artists not included above)

    Staff cover

    Project venue hire



    Other project costs


                                                   [page 3]

Feel free to reproduce or photocopy this form

Please enter the total number of project participants in the boxes below and return the form, along
with your project report, to tthe Orchestras Live Partnership Manager with whom you work. Where
exact numbers are not known, please give estimated figures. Many thanks.

Total no. of     Type of session         Age range of participants                                 Total all
each type of                                                                                       ages
                                         0-5     6-10    11-15       16-18   19-34   35-64   65+




                 project performance


                 professional training


                 attendance at
                 orchestral concert


Special needs

                                         Age range of participants                                 Total all
                                         0-5     6-10    11-15       16-18   19-34   35-64   65+
Participants with special needs

Cultural background

                                         Age range of participants                                 Total all
                                         0-5     6-10    11-15       16-18   19-34   35-64   65+






                                                    [page 4]

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