Accountability: progress, reach and impact
Receiving money is only the beginning - with strong accountability, you show what you have really delivered.
The money is in - whether through grants, crowdfunding or sponsorships - and you can finally get started on your project. You may think that this puts the most important part of funding behind you, after writing your plan and convincing funders. But don't forget the justification! In it you show how your project has developed in practice compared to the original idea. The perfect way to demonstrate what you have achieved: in numbers as well as in impact.
The how and why of accountability
The parties who funded you did so on the basis of your submitted plan, including budget and objectives. In your justification, you explain how the project actually went and where any deviations were. You compare the actual results with your original project plan and budget. Did you reach the expected number of visitors? Are costs and revenues in line with what you had previously budgeted? Were all planned components of the program implemented?
Accountability thus goes beyond financial figures. You also demonstrate what social or artistic impact you have realized - for example, how your project has contributed to cultural development in the city or region.
Components of an accountability
A justification usually follows the structure of your original application. Use that application as a basis, and reflect on each section. Most funds ask for the following sections by default:
- Financial realization: a statement in which you put budgeted costs and revenues next to actual figures.
- Activity plan: a description of what you have carried out, including number of activities, visitor numbers and schedule progress.
- Impact measurement: a qualitative reflection on what you have achieved. Think about audience reactions, collaborations, talent development or visibility in the city/region. Have the intended successes been achieved and how do you demonstrate that. (See article measuring impact?
Financial statements and annual report
Are you running your project from a foundation? Then you are required by law to prepare annual financial statements and an annual report. Together, these documents form the annual account of your organization as a whole.
Financial Statements
In it you give an overview of the financial progress of the past calendar year. You show how much money came in from various sources and how it was spent. Financial statements are a concrete elaboration of your financial records and are often prepared together with a bookkeeper or accountant.
Annual Report
In the annual report, you provide a substantive review of your foundation's activities. You describe what goals you had and how you achieved them. Think about audience outreach, collaborations, education or inclusiveness.
Both documents are public and are usually approved by your foundation's board or board of trustees. Grantmakers often request these documents when reviewing an application because they provide insight into how responsibly your organization handles resources.
💡 Tip: Find more about the importance of good governance in Cultuur+Ondernemen's Culture Governance Code.
Why good accountability is important
Good accountability shows that as a creator or organization you work reliably, professionally and transparently. It contributes to the confidence of funds and governments in your organization. This increases the chances of future funding. Therefore, be honest and transparent in your accountability, even if there were setbacks.
Moreover, it gives you insight into what you have learned or achieved with your project. That also helps you to look back on the process: what worked well, what could have been better, and how do you take those insights into your next project? In this way, accountability becomes not only an obligation but also a valuable moment of reflection and growth.
💡 Tip: Check carefully whether you need to include an auditor's report with your justification - some funds require this if you exceed a certain amount. Include the cost of this audit report in your budget as well!