3135-0112 NEA Regional Touring Program Advance Report

OMB #: 3135-0112 Expires 11/30/10

NATIONAL ENDOWMENT FOR THE ARTS

NEA REGIONAL TOURING PROGRAM ADVANCE REPORT
(Regional Information Project Specifications)

Revised 6/10

REPORTS DUE ON OR BEFORE THE FIRST FRIDAY IN SEPTEMBER.
The NEA Regional Arts Touring Program is a major Challenge America initiative to
promote access to excellence in the arts, especially in underserved areas. This report
form enables the National Endowment for the Arts to measure and report the impact of
this initiative and of other touring and presenting support provided through regional arts
organizations.
Please be certain that your agency has submitted specified information on each
award/activity supported under the NEA Regional Arts Touring Program (NEARTP) for
by the first Friday in September. [NOTE: If all NEARTP funds have not been obligated
by that date, then a second advance report accounting for all of these funds should be
submitted as soon as possible, but no later than the last Friday in June.] These reports
are required once during the grant period even if your organization has requested a time
extension.
A data dump of project details, a paper copy of your report and both totals pages should
be sent to:
National Assembly of State Arts Agencies
1029 Vermont Ave. N.W., Second Floor
Washington, DC 20005
When information has been submitted to the above address, please fill in the information
requested below and FAX this page to:
State & Regional / Partnership Division
National Endowment for the Arts
202/682-5613 (FAX)
***
I certify that the information required under the Regional Information Project was
submitted to the National Assembly of State Arts Agencies on (Date):
Signature: ____________________________________
Name:
Title:

Organization:
Grant Number:

– 6100 - 2

Date: ________________

NEA REGIONAL TOURING PROGRAM ADVANCE REPORT
Regional Information Project
Revised, April 2008

A. REPORTING TIMELINE:
The Arts Endowment and NASAA will need information on each of the 31 fields listed
in the attached “Reporting Conventions” for each award/activity by the first Friday in
September.
RAOs should have obligated all or most of their NEA Regional Touring
Program (NEARTP) money by September 1. If all NEARTP funds have not been
obligated by that date, then a second advance report accounting for all of
these funds should be submitted as soon as possible, but no later than the last
Friday in June.
B. WHAT WE WILL NEED:
1. Data on multi-state arts presenting/touring awards/activities within your region
that utilize NEA Regional Touring Program funds.
For multi-state arts presenting/touring awards/activities within your region that
address the intent of the NEA Regional Touring Program but do not utilize NEA
RTP funds, see the Final Descriptive Report Form Instructions page 11, item #29
“Other NEA Source” and Attachment 1, “Codes for Other NEA Source Field.
2. Data on multi-state arts presenting/touring awards/activities within your region
that utilize other funds, and matching funds.
3. Completed Totals Page (front and back).
(Note: Other activities, such as in-state touring and touring outside your

region, should not be included in this advance report, although they should
be included in your Final Descriptive Report.)
DATA NEEDED INCLUDES:
Existing National Standard fields for which information should be available at
the time of the award. These include 1-19 from the attached list of reporting
conventions.
We will also need the following twelve additional fields, 20-31 from the
attached list of reporting conventions, for which information should be available
at the time of award:
20. Project Title*: A short descriptive title of the project for which the applicant is
requesting assistance. If no formal title exists or if the title is not descriptive, a
short phrase describing the activities of the project should be substituted.
21. Provider of Services*: The constituent providing the artistic or other service(s)
for which the applicant is requesting assistance. Include artist, performing group,

exhibit-producing organization, consultant or other contracted specialist. (Do not
enter the artist management company or booking agent.)
22. Provider of Services City: The name of the city in which the featured artist or
service provider maintains primary residence. (Do not use the city of the
provider’s artist management company or booking agent.)
23. Provider of Services State: The two letter Postal Abbreviation of the state in
which the featured artist or service provider maintains primary residence. (Do not
use the state of the provider’s artist management company or booking agent.)
24. Provider of Services Zip Code**: The zip code in which the featured artist or
service provider maintains primary residence. (Do not use the ZIP of the
provider’s artist management company or booking agent.)
25. Provider of Services Zip Four: The four-digit postal extension of the Provider of
Services Zip Code.
26. Number of Performances/Exhibits: The number of main events that are part of
the applicant’s grant award. Include concerts, performances, readings,
exhibitions, etc.
27. Number of Related Activities: The number of auxiliary events that are part of
the applicant’s grant award. Include residencies, lecture demonstrations, etc.
28. Event Duration: The total number of days during which activities included in
fields 26 and 27 will take place. Include only those days in which events or
services are provided to a community or the public. For those services or
activities that do not include any community or public components, enter 0.
29. Artist Fee: Dollars provided to the Artist Provider of Services in exchange for a
performance or other work connected with the applicant’s grant award. Complete
only when the Provider of Services in #21 is an artist.
30. NEA Share of Grants Award: The dollar portion of Award Amount.
31. Other Share: The dollar portion of Other Funds.
NOTE: It is understood that information provided under the above system will be subject
to change.
This information collection will not replace the final descriptive reports that regional
organizations are currently required to submit within 90 days after the end of the NEA
grant period.
* Indicates an existing National Standard field and definition.
** Although separated zip code data helps NASAA to verify congressional district and MSA
information, we can accommodate agencies that store their zip code information in a single
field. Those agencies should submit a single ten-digit field (5 digits plus hyphen plus four
digits) in field 24 and leave field 25 blank.

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NEA REGIONAL TOURING PROGRAM ADVANCE REPORT
Regional Information Project
REPORTING CONVENTIONS

Below is the full sequence of information that regional arts organizations are required to
submit to the NEA through NASAA as part of your early reporting plan. Fields required
here, but not on your end-of-year FDR, are represented in bold typeface. Each field
below should be present in a data dump and report reflecting the most current and
complete information available about your approved grant projects during the grant's
period of support.
Field Type
Field Name
1. Applicant Name
text
2. Applicant City
text
3. Applicant State
text
4. Applicant Zip*
text
5. Zip + 4*
text
6. Applicant Status
text
7. Applicant Institution
text
8. Applicant Discipline
text
9. Congressional District
text
10. Project Discipline
text
11. Activity Type
text
12. Project Descriptors
text
13. Arts Education
text
14. Grantee Race
text
15. Project Race
text
16. Amount Requested
numeric
17. Amount Awarded
numeric
18. NEA Program
text
19. Application Number**
text
20. Project Title
text
21. Provider of Services
text
22. Provider of Services City
text
23. Provider of Services State
text
24. Provider of Services Zip Code* text
25. Provider of Services Zip + 4*
text
26. No. of Performances/Exhibits
numeric
27. No. of Related Activities
numeric
28. Event Duration
numeric
29. Contract/Artist Fee
numeric
30. NEA Share of Grant Award
numeric
31. Other Share
numeric

Field Length
50
16
2
5
5
2
2
3
3
3
2
5
2
12
2
8
8
11
9
40
40
20
2
10
5
6
6
6
8
8
8

Sequence in Dump
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31

* Although separated zip code data helps NASAA to verify congressional district and
MSA information, we can accommodate agencies that store their zip code information
in a single field. Those agencies should submit a single, ten-digit field (5 digits plus
hyphen plus 4 digits) in the dump between Applicant State and Applicant Status.
** Your agency’s internal tracking number for each application. This is not a National
Standard requirement, but is encouraged because it helps NASAA and the NEA to
quickly trace a record in the event of a question.
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NATIONAL ENDOWMENT FOR THE ARTS

NEA REGIONAL TOURING PROGRAM ADVANCE REPORT
Regional Information Project
Sample Report Layout
Advance Descriptive Report
Regional Arts Organizations
Agency:
NEA Grant #: _ _ – 6100 – 2 _ _ _
NEA Grant Start Date:

NEA Grant End Date:

Date Advance Report Submitted:
Applicant Name
Applicant City
Zip
Status
Provider of Services
Provider City

State
Inst

Cong
P Disc
A Disc

P State P Zip

Proj Descr
Arts Ed
Activ Type

Gr Race
Prj Race

Request
Award

NEA BRP App no
NEA RTP
Other NEA NEAProg

Project Title
# of Perf
# of Other Duration

Fee

IP
99
05

0
2500
PTU

Miami Light Project
Miami
45454
02

FL
47

004
02F
14

Keith Jarrett Trio
New York

NY

10023

New works for piano, bass, and sax
3
1
5
10000

002
02F
14

PT
02
05

23456

Concert and webcast
1
4

Richmond Area Arts Council
Richmond
KY
23456
02
16
No Man's Band
Richmond

KY

G
B

G
G

5

6000
5000

3450
2400

0
0

3

3000

0023jz

0024jz

NEA REGIONAL ARTS TOURING PROGRAM ADVANCE REPORT
Totals Information, page 1 of 2
Agency Name:

Grant #: _ – 6100 - 2
*Program Expenses
for
Presenting/Touring
Activities

Source of Funds

NEA Share $

**Administrative
Expenses Related to
Presenting/Touring
Activities

Totals

$

$

$

$

$

Other Share $

$

$

Totals $

$

$

SAA Share
No SAA Partnership Agreement funds can be included here

* Presenting/Touring Program Expenses Column
Funds in this column should reflect programmatic costs associated with multi-state arts presenting and touring engagements within your
region, whether or not they are funded by the NEA Regional Touring Program component of your Regional Partnership Agreement grant.
Include artist fees and related program activities such as special technical assistance services to presenters and touring artists/companies.
[Note: Figures in this column should sum the detailed statistics provided on diskette to NASAA.]
**Presenting/Touring Administrative Expenses Column
Funds in this column should reflect administrative costs such as staff travel and salaries, review panels, guidelines and application materials
(online and print), and related overhead.

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NEA REGIONAL ARTS TOURING PROGRAM ADVANCE REPORT
Totals Information, page 2 of 2
Agency Name:

Grant #: __ – 6100 - 2

Information on Unobligated NEA Regional Touring Program Funds.
RAOs are encouraged to have obligated all or most of their NEA Regional Touring Program money by the first Friday in
September.
For those NEA Regional Touring Program Funds that have not been obligated by then please provide the following information:
Amount of Funds

Date Funds Will
Be Obligated
Activities to be Supported

Authorizing Official

Contact Person

Name:
Signature:
Title:
Phone & E-mail:

Name:
Signature:
Title:
Phone & E-mail:
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