Detailed guidance for entering programme projections.
On this page:
- Quick tips
- Completing an activity form
- Activities that are unknown at 20 November
- Activities that do not need to be entered
- Activities that can be grouped
Quick tips
- Fields marked * must be filled in before you save your activity form.
- Once you’ve started entering programme projections, click Save often to keep your work safe.
- Each activity needs to occur within the calendar year.
- If an activity spans more than one year, complete the activity form based on what will happen between 1 Jan - 31 Dec of the funding year. You can enter it again as a new activity next year.
- If an activity will span both 6-month reporting periods of a funding year, enter projections for each period.
If 10 people will participate in a year-long activity, enter 10 participants in each period.
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Use the Clone button to duplicate activities – this is useful for tours.
- To reduce the administrative burden on both sides, when entering activity records:
- only include activities that your Tōtara or Kahikatea funding will support;
- only include activities that will deliver to the agreed Investment Feature Outcomes
(refer to Clause 6.1 of Schedule 1 of your Funding Agreement); - don't include other activities such as hire activities, activities funded by other government agencies, or activities funded by CNZ's other funding sources;
- consolidate activities where possible by grouping similar activity types (e.g. enter a series of public programmes or skills development activities in a single activity form).
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We collect certain statistics for each activity type. Please only enter the required statistics for the chosen activity type; we’ll need to delete any anomalies to ensure CNZ’s reporting is accurate.
Read the section below for more details.
Completing an activity form
This section explains what to include in each field of an activity form.
Name or title
Type the name of the work or a short title for the activity
Brief description
Type a description of the activity.
Activity type
Select an activity type.
Artform
Select the artform that best fits the activity.
Genre (optional)
If relevant, select a genre.
Strategic outcome
Select one of the strategic outcomes.
Tags (optional)
Select any of the tags that are relevant to the activity.
Location
Select where the activity will take place.
Start and end dates
Use the date picker to select the dates the activity will take place between, or type the date in the format dd/mm/yyyy.
If you don't know the dates yet, enter the start and end date of the 6-month reporting period or the calendar year
(e.g. 1 Jan - 30 Jun, 1 Jul - 31 Dec, or 1 Jan - 31 Dec).
If your activity spans multiple years, enter 31 Dec as the end date. You can enter the activity again in next year's programme and budget projections.
Our reporting team uses the end date to determine which data to pull for each CNZ reporting period.
Venue name and capacity (optional)
If your activity is an exhibition or performance enter the name of the venue(s) and capacity.
Projected commentary
Tell us briefly about the projected activity. If we’ve had a conversation about your programme in advance, this only needs to serve as a reminder.
Activity Statistics
In the second part of the activity form, enter the projected statistics for the activity based on the best information currently available.
NB: we only collect certain statistics for each activity type. Don't enter statistics that are not required for the chosen activity type; we'll need to delete any anomalies to make sure CNZ's own reporting is accurate.
Read the list below, download the Activity statistics reporting guide (PDF, 728KB), or ask your lead adviser.
Creating or developing artwork activities
- Enter how many new New Zealand works will be created (new works include performance pieces; visual, craft, object artworks; books and publications; web articles)
- Enter how many New Zealanders will participate in the creation or development of the artwork(s)
- Do not count events (e.g. workshops to develop the new work)
- Do not enter how many people will attend the final work; enter a separate ‘exhibiting or performing’ activity for this aspect.
Exhibiting or performing activities
- Enter how many performances or exhibition days you will present
- Enter how many New Zealanders will participate in exhibiting or performing the artwork
- Enter how many people will pay to attend the exhibition/performance
- Enter how many people you will invite to attend the exhibition/performance as guests
- Enter how many people will attend a free exhibition/performance (this includes website visits).
Developing audiences or markets activities
- Enter the number of international events that you'll attend
- Do not enter other types of audience or market development activity.
Publishing or Recording activities
- Enter how many 'copies' you will publish or record (print or pressing run, episodes, recorded performances)
- Enter how many 'copies' you project selling in each period (e.g. publications, albums, podcasts, streams etc)
- Enter how many 'copies' you project distributing as complementary
- Enter how many 'copies' you estimate distributing for free.
Research activities
- Enter how many New Zealanders will participate in research (in an artistic capacity)
- Do not enter how many publications or papers will be created.
Creative skills development activities
- Enter how many New Zealanders will actively be involved in developing artistic skills
- Do not enter projections for non-creative skills development. You can enter this under Organisational Development.
Documentation, discourse or archiving activities
- Enter how many New Zealanders will participate in documentation/discourse/archiving (in an artistic capacity).
Providing services activities
- Do not enter any activity statistics.
Organisational development activities
- Do not enter any activity statistics.
Activities that are unknown at 20 November
Complete an activity form for each known activity to show the details of your programme for the year. These are activities for which you have a good idea of the details and nature of the work. We expect all or most of your activity will fall into this category.
If your organisation does not know the full programme of activity for next year by 20 November, complete one activity form for these unknown activities.
In the commentary field tell us as much as is known about these activities, including when they will be confirmed, and enter the total projected activity statistics.
When you complete your 6 Month Reports, you'll add new activity records that include the details of previously unknown activities.
Touring activities
If your organisation delivers touring activities, create one activity for each tour, with ‘National’ as the location.
In your projected activity statistic, provide total projections for the whole tour (as opposed to individual location projections).
Additional activity records that capture the actual location, date, and attendance statistics can be entered at 6-month report time.
Activities that do not need to be entered
We do not need some activities entered as individual activity records. These include, but are not limited to:
- Rehearsals for a performance
- Sending newsletters or regular communications to members or stakeholders for ongoing membership or stakeholder engagement
- Individual awards that are presented at the same event or deliver the same outcome
- Publication and distribution of brochures or performance programmes
- Website traffic and/or page views (unless the digital platform is the main platform for delivering activities)
Activities that can be grouped
You can group similar activities in an activity form if they meet the conditions listed below (such as a season of performances, a series of classes or workshops, or a public engagement programme). This will make reporting and assessment of these activities more straightforward in future.
Only activities that meet all of the following conditions can be grouped:
- Artform AND
- Activity type AND
- Strategic outcome AND
- Activity location AND
- 6-month period
You can use the commentary field to provide details of the individual activities (concerts, performances, works, etc.) that make up the grouped activity. Further detail can also be provided in your own format in the ‘Attachments’ section.
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