When you receive a grant from Creative New Zealand, you need to provide a report to us at the end of your project. This is called a project completion report.
You must complete and submit your project completion report within eight (8) weeks of the project end date set out in your Funding Agreement.
You complete and submit your report in the Creative New Zealand Portal
Your report allows us to evaluate the results of your project and gather data to understand the impact of our grants. There are four areas of the report:
- Summary report
A written summary of how the project went and how it achieved the Creative New Zealand outcome you stated in your original application. - Project statistics
Statistics for each funded activity. For instance, the number of people involved, the number of artworks produced and the number of audience members. - Financial report
Also known as an Actuals Budget, this shows what the project’s actual costs and revenue were when compared to your original budget. - Support material
This can include images, recordings or other documents that help show the results of your project.
For instructions on how to use the Portal to complete and submit your report, refer to our Portal User Guide - Report
If you are experiencing any issues with your report in the portal, please contact reporting@creativenz.govt.nz
You must provide a financial report to show the actual income and expenditure of your project. Using the same format that approval of your grant was based on, the financial report should show any variance in actual expenditure from your approved budget. The budget must show the actual expenditure of the entire project and not just the portion funded by Creative New Zealand.
You can find more details about how to provide a financial report at Portal User Guide - Financial report
Creative New Zealand reserves the right to appoint an auditor, at its own cost, to independently verify or audit the financial statements associated with this funding. The funding recipient must do whatever is required to facilitate and assist the audit. We recommend that you keep all receipts on file as evidence for an audit.
For each of the funded activity in your project, we ask that you supply some statistics to help us understand the results of the project and the impact of our grants. You need only list activities funded by the grant.
Depending on the funded activity, you will need to provide details such as:
A. Where the project took place.
- A project location can be a Local Territorial Authority OR Overseas Country OR National OR Online.
- Complete a row of statistics for each location where your project took place.
B. Number of new works/titles created.
- New work refers to the creation or development of an original work that has not previously existed (excluding the reinterpretation of existing works).
C. Number of events (if your project involved exhibiting or performing).
- Events capture the number of opportunities audiences have to experience arts activities
- For exhibitions enter the number of days the exhibition is open to the public.
- For plays/concerts/dance performances enter the number of performances.
D. Number of copies/print run (if your project involved publishing or recording).
E. Number of participants actively involved in making or presenting the art.
- Participation includes the active involvement of individuals, groups and/or communities in the making or presentation of art.
- It applies to professional, emerging and non-professional artists, including those involved in cultural and recreational activities. Participation does not include activities such as listening to recorded music, reading a book or going to a show.
F. Number of event attendances/quantity distributed (if your project involved exhibiting or performing or publishing (including online).
- Paid attendances/paid quantity distributed: the number of people who paid for tickets/copies/arts experiences
- Complimentary attendances/complimentary quantity distributed: the number of people who were given complimentary tickets/copies/arts experience (include sponsors)
- Free attendees/free quantity distributed: the number of people who attended or accessed free arts experiences.
For more information on reporting activity statistics, please refer to the Portal User Guide - Reporting activity type
In this section of the report, you tell us about the results of your project and whether there were any changes from what you described in your original application.
You’ll be asked to provide brief comments in response to the following questions:
- Were there changes to the idea, process or people involved in the project?
- Were there changes of more than 10% to any of the budget items in your budget? You’ll also need to include an updated budget (Financial report) showing the actual costs and revenue.
- Did the results of your project meet your expectations when compared to your original application?
- Did the project have additional outcomes that weren’t in your original application?
- Did the project contribute to your development as an artist, arts practitioner or arts organisation?
- What would you have changed, if anything, to make your project more successful?
- What are the next steps for the project, or how will you apply the knowledge gained from this the project in future projects?
- What further development opportunities resulted from the project, if any?
Support material demonstrates the results of your project. Your support material will be kept confidential and only used for the purpose of evaluating your project.
The preferred method for supplying support material is a web-link (URL) to where your support material may be read, viewed or heard.
What other support material you need to provide depends on your funded activity type(s). You can find information about this at Portal User Guide - Add activity statistics and support material
Creative New Zealand will not return support material. Do not send originals or any material that you would like to have returned.
One copy of the resulting publication, music score, CD, or DVD, bearing Creative New Zealand's logo, must be supplied. Composers represented by SOUNZ should also sent a copy of the music score, CD or DVD recording to SOUNZ.
You must complete and submit your project completion report within eight (8) weeks of the project end date set out in your Funding Agreement.
If you think you’re not going to meet the deadline, please email us at reporting@creativenz.govt.nz, so we can work with you to find a suitable solution. Creative New Zealand is mindful of the impacts of COVID-19 on practitioners.
Not giving a satisfactory report by the agreed due date is a breach of the conditions of your Funding Agreement.
If your project completion report is more than 16 weeks late, you will become classified as a ’default client’, which means:
- payments for current or pending grants will not be made until a satisfactory report is received.
- you will not be eligible to apply for funding for a minimum of six (6) months after receipt of the project completion report.
- your default history will remain permanently on file.
- Creative New Zealand may give your contact details to a debt collection agency to have the grant repaid, along with any additional collection charges.