Light Up Lancaster 2016 – Evaluation Management Brief

24 August 2016


This brief has been prepared to provide information on Light Up Lancaster Festival on Friday 4th and Saturday 5th November 2016 and sets out the Evaluation Management requirements.

About Light up Lancaster Festival

2016 will be the fourth year of Light Up Lancaster Festival. The festival includes a light and art trail through the city centre and culminates on the Saturday night with an extravaganza of fireworks, which lights up the historic landscape and skyline of the city, and is recognised as one of the finest displays in the north.

The 2016 event dates are Friday 4th and Saturday 5th November. Some artworks will be in situ/performed for just the Friday evening, and others will continue into the Saturday, alongside the fireworks spectacular.

Light Up Lancaster is delivered by Lancaster Arts Partnership (lead organisation for this project is The Dukes) in partnership with Lancaster Business Improvement district (BID)and Lancaster City Council, supported by funding from Arts Council England among other funding partners. The Festival is planned and managed by a Steering Group which includes representatives of the local business community and arts organisations.

A range of participatory workshops will lead up to the weekend event, some of which will support the creation of some installations; school and community groups will take part in some performances. Creative workshops will also take place over the weekend, enhancing the festival atmosphere and giving people new reasons to extend their visit.

The 2015 festival attracted audiences of 22,000 people across the weekend, with a further 2,000 taking part in artist led workshops. Visitor numbers are expected to grow in 2016.

Light Up Lancaster is a Lancaster City Council and Lancaster Arts Partnership initiative (lead organisation for LAP is The Dukes). It is supported by Arts Council England, Lancaster’s Business Improvement District (BID) and Lancashire County Council, amongst others.

Purpose of the evaluation:

  • To inform reports to funding partners and stakeholders (Lancaster City Council, Arts Council England and Lancaster Business Improvement District, Lancaster Arts Partners, Heritage Lottery Fund and others)
  • To inform strategic planning for future events
  • To inform funding applications for future events


Key Tasks:

  • To build on the evaluation carried out in previous years, to review requirements of funding partners and other stakeholders, to update and adapt the existing evaluation framework, with the support of the Festival Creative Producer
  • To identify and advise on best methods of data collection
  • To create bespoke evaluation tools (e.g. online questionnaires) for the project, including specific tools for the HLF-funded element of the project at the City Museum
  • To collate evaluation information gathered/provided by the partners involved in this project and analyse the data and feedback, in accordance with the evaluation framework
  • To assess economic impact of the Festival
  • To produce a written report to the Light Up Lancaster Steering Group with all key findings, responding to the evaluation framework

Other Considerations:

  • Project evaluation will be managed by the Light Up Lancaster Creative Producer on behalf of the lead organisation, The Dukes
  • The evaluation project is supported by staff and students from University of Cumbria, and other volunteers, who will provide ‘on the ground’ feedback capture at the events, under the guidance of the Evaluator
  • If you wish to discuss the project further in advance of submitting a proposal please contact Julie Brown, Creative Producer, Light Up Lancaster, at [email protected]
  • Fee available: £1,500 (includes any VAT chargeable and any expenses)


  • 31 August, 5pm: Evaluator applications closing date
  • End September: Evaluation framework updated and finalised, Data capture methods identified, University of Cumbria tasks assigned
  • Early October: Evaluation tools created
  • 4&5 November: Festival
  • 25 November Final report delivered from Evaluator                                                                                                                           

To Apply:

Please apply via email to [email protected] by 5pm 31 August.

Submit a short summary of how you intend to fulfil this brief, and evidence (samples or citations) of past work on comparative project/s.

Please confirm that you are available to undertake this commission in early September and be in a position to submit your final report by 25 November 2105.

A panel will assess each submission and award the commission by 2nd September.

50% of the fee will be paid on signing of contract and receipt of an invoice. The remainder of the fee will be paid on completion of the work, once the final report is approved and a final invoice is submitted.

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