Year of the City
The Providence Project

PARTNER RESOURCES

What You Can Expect From Us

What you can expect from us:

● We will list your organization (including your website and logo, if submitted) on a “Partners” page on the Year of the City website.

● We will maintain a collection of resources for partners on the Year of the City website, including links to our Google forms, a downloadable Year of the City logo and marketing guide, and handouts with suggestions for documentation and assessment.

● Your project will be listed on the appropriate Year of the City quarterly print calendar(s).

● Your project will be listed on the Year of the City web calendar.

● We will keep the Year of the City website up-to-date to the best of our abilities.

● We will direct people to the Year of the City website (and web calendar) in the following ways: press release, postcard and/or poster, targeted emails, and external event listings/calendars (online and in print).

● Your project will be listed in a quarterly email sent to subscribers of our email list.

● If you create a Facebook event for your project, we will share the Facebook event in a post 1-2 weeks ahead of time, and we will invite our Followers. We will also post reminders the day before and the day of.

● If you make Year of the City a co-host of your Facebook event, it will appear on the Year of the City Facebook event calendar.

● If you do not create a Facebook event, we will post a one-sentence description with a photo on our wall 1-2 weeks ahead of time, and will post reminders the day before and the day of.

● 1 week before your event, we will create an Instagram post using one of the photos that you submitted through the Project Info Google form.

● If you send us photos of your event after it occurs, we’ll post them on our social media.

What we will expect from you:

● If you haven’t already done so, fill out the Organizational Info form.

● When you receive the Project Info form (before the quarter in which your project takes place), fill it out by the included deadline.

● If any information about your event or organization changes, notify us as soon as possible.

● If you create a Facebook event for your project, make sure to share it with us via Facebook or email.

● In marketing materials for your event, state that it is “Part of Year of the City. Learn more at www.yearofthecity.com”

● Encourage your supporters and colleagues to follow and share Year of the City social media.

● In print and digital marketing materials for your event, include the Year of the City logo when feasible. Logo files and style guide available below:

Assessment Template

While partners develop and implement their exhibitions and programming independently, Year of the City organizers are available to offer support for those who wish to evaluate their success through data collection. This guide to evaluation includes sample questions and suggestions for meaningful data.

Internal assessment:

These are questions for your staff members to answer after the completion of your event or project. This could happen in writing or during a debrief meeting.

Audience

● How many people attended? Was this more or fewer than anticipated?

● Were any of the attendees new to our organization’s programming? If so, is it possible to follow up with them or invite them to future programs?

● How diverse were audience members in terms of age, race, gender, socioeconomic status, background, home neighborhood, etc.?

● Would we like to increase diversity of our audiences? If so, how might we do that?

Marketing

● What methods of marketing did we use for our event or project?

● Were any of our marketing methods more or less effective than anticipated?

● How far in advance did we begin marketing?

● What was the reach of our marketing efforts?

● How did attendees hear about our program?

● Are there groups we didn’t reach, and if so, are there ways we could reach them in the future?

Logistics

● Did we ask audience members to register in advance? If so, what was the no-show rate?

● Did staff members feel that the event went smoothly?

● Did audience members feel that the event went smoothly?

● Did we have any issues with technology?

Participant satisfaction

● Did we receive any written feedback from attendees?

● Did we receive any spoken/ anecdotal feedback from attendees?

● Did any positive or negative comments stand out?

● Did anyone mention our event or program on social media? Did we receive any media coverage?

● Did participants make new connections?

● Did participants learn anything new?

Content

● Did our content align with our audience’s interests and needs?

● Did the audience seem engaged with the content? Were any parts particularly interesting or boring?

● How was the length of our event or program? Was it too short or too long?

External assessment/ audience survey:

Audience members are more likely to respond to concise surveys. Try to keep your survey under a page--a half-page is even better! It can be difficult to capture surveys at the close of an event; you may want to try leaving surveys and pens on seats, where attendees will encounter them as they arrive and can submit them as they exit.

Sample questions for a very brief survey after an educational event:

● What’s one new thing you learned today?

● What did you like the most and the least?

● What is one question you still have?

Sample questions for a longer survey:

● Have you attended other programs or events here?

● Have you attended other Year of the City programs or events?

● How did you hear about this program?

● What did you like the best?

● What did you dislike?

● Did you learn anything new?

● What topics would you like to see us address in future programs/ events/ exhibitions?

● Share your email address if you would like to be added to our mailing list.



Ideas for Documentation

As discussed in Year of the City meetings, we are planning to create a grant-funded publication in 2020 that will contain a range of content about our 2019 collaboration, including essays, illustrations, interviews, oral histories, manifestos, and photographs.

We encourage partners to provide documentation/ records of, or content related to, your Year of the City projects for inclusion in the publication. We recommend thinking about how to document your Year of the City project before it takes place.

Some creative ideas for documentation:

● Ask an artist to attend your event and to draw a picture or comic strip of it.

● Take a series of photographs of the event, or set up a digital photo station for attendees. Ask the same question to everyone you photograph, and write down their answers.

● Photograph an unusual aspect of the event--for instance, the feet of people waiting in line to enter.

● Do a short written or oral interview with your event’s presenter(s).

● If your program focuses on a particular location, create a map of the area that conveys new, non-geographic information (for instance, historic events that occurred on certain spots of the map).

● Create an interactive “wall” with questions, and ask attendees to write (or draw) their answers.

● Set up a table with a “suggestion box” where attendees can write down their knowledge of or memories about your program’s topic, and then drop their written answers through a slot.

● Ask the presenter(s) or curator(s) to put together a reading list for people who want to learn more about the topic.

● Ask a writer to attend the event, and afterwards to write a brief vignette or poem about the event’s topic or about the event itself.

● Create a bibliography of books and articles about your event’s topic.

● Ask a child or teen to write a summary of their experience attending your program.