Deciding how to evaluate the project should be part of the initial project planning meeting. It is important to think about evaluation at the beginning of the project so it can be incorporated into the project itself and have relevance to the group and the project.
Evaluation does not simply have to be a set of questionnaires at the end of the project. It can be a useful tool in celebrating what the group has achieved and making the case for future work. It can also be an enjoyable part of the project. Participants may make a scrap book of their experiences, take photographs for a display, have video sessions and record comments or write poems about their responses. The earlier you consider the possibilities, the more likely you are to be able to incorporate the evaluation as a creative and rewarding part of the project.
For longer projects, it may be helpful to arrange feedback sessions at points throughout the project to review progress to date and agree any alterations to the project plan.
You will probably need to write an evaluation report at the close of the project for funders or your managers. However, the sorts of techniques mentioned earlier can help bring the report to life and give it added impact. Basic evaluation should cover whether the objectives of the project were achieved and if not - why, the experiences of the artist and the host organisations, any learning points and any recommendations for future work. Ensure that everyone involved in the project is able to provide input to the report and sees a final copy.
You may like to write and thank the artist for their work at the end of the project as it is important to them to know if their work has been appreciated.
The Regional Arts Board has further information on evaluating arts projects and you should be able to obtain a booklet from their information service.