1. Sustainability Program – Phase II
Grant Term:
10/2011 – 09/2012
Contact:
Carrie Ray
Development Coordinator
carrie@hitstheatre.org
713-880-3615
www.hitstheatre.org
2. Mission and Vision
The purpose and mission of HITS Theatre is
educational, cultural and civic, and includes the
following:
• To provide professional-level training in acting,
dance, singing, music, technical theatre and media
by professional staff with theatre and education
expertise;
• To enrich lives by broadening cultural experience
and developing talent in those who participate at
HITS as students or audience members;
• To enhance the cultural climate for children and
their families in the City of Houston and
surrounding communities;
• To establish an outlet for all young performers,
regardless of financial status, to practice their skills
through high-quality training;
• To serve all talent levels by teaching excellence and
the discipline required to achieve it; and to provide
a safe and professional facility in which to work.
3. Use of Funds
Funding was used towards the engagement of consultants regarding facilities pro
forma and fund development
Key Activities
• Enlist an architect to develop a space plan for
existing facilities & assess needs for additional
space. Develop facilities plan that addresses HITS
long term space requirements
• Based on needs identified in space plan, evaluate
optimal leasing opportunities near HITS Theatre
• Create an annual development plan for HITS that
includes a calendar and addresses staffing needs for
all fundraising programs
• Create new website to enhance online presence
and user accessibility, improve registration and
ticketing processes and overall communications
• Increase individual donations, foundation funding
and corporate sponsorships
Key Deliverables
• Lease agreement signed for administrative offices in August
2011
• Development plan and calendar adopted. Donor software
purchased and uploaded over 1,500 donor records into
database to assist in cultivation plan
• Individual giving increased by over 25%; foundation giving
almost doubled (includes multi-year grant)
• Improved communications with donors, parents, and general
public
Key Resources
• MODE $20,000 funding
• Staff, Board of Directors and Consultants
• Major donors with specialized expertise in real estate
development and fundraising
• Individual, Foundation and Corporate Donors
• Funding from ExxonMobil Community Summer Jobs Program to
hire intern to implement donor software system
4. Outcomes & Indicators
ANTICIPATED
SHORT TERM OUTCOMES
(beginning of grant)
ACTUAL
SHORT TERM
OUTCOMES
(end of grant)
INDICATORS
(Indicators measure whether or not
a program achieves its expected
outcomes. )
Review space plan, do a theater
evaluation and define next steps
Facilities committee reviewed space
plan and has clearer understanding of
current space & needs for lease
space.
6 Dance classes added in FY2012
7-12 grade class was divided into 2
classes: 7-9 grade & 10-12 grade in
FY2012
Lease agreement signed and
timeline/plan in place for space
modification if necessary
Lease agreement signed and
timeline/plan in place for space
modification if necessary
Administrative staff of 3 moved off-
site, providing additional classroom
space and offices for artistic staff
Define top prospect list and
cultivation plan; Review
development plan and calendar for
board presentation; purchase donor
software; develop website & donor
collateral material
Defined top prospect list and
cultivation plan;
Staff and consultant prepared
development plan and calendar and
presented to board;
Purchased and implemented
DonorPerfect.
Individual donations of $5000 +
increased from 5 to 11 in FY2012
Individual, foundation ,corporate and
fundraising income increased from
51% of total revenue in FY2011 to
62% of total revenue in FY2012
Architect draws 1st draft facilities
plan for board presentation
Presented facilities plan for extra
rehearsal space to Board
2 musicals added in Summer 2012
1 voice teacher added in FY2012
Increase individual (by 15%),
foundation giving (by 5%), and
corporate (by $30K)
Exceeded individual and foundation
goals, increased corporate giving
Increased individual funding by over
25%, foundation giving almost
doubled and corporate grew $25K+
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5. $ 256 K
$289 K
$ 39 K
$149 K
FYE 2012
Total Giving = $733 K*
Foundation
Individual
Corporate
Government
Outcomes Summary
What is different now compared to the beginning of
the grant term?
– Overall giving increased by 53%.
– Making appeals for specific needs including facility
needs, and onstage ask following performances, led to
an increase in individual and family foundation
donations.
– Better organization of donor data enables HITS to target
funding appeals and maintain relationships with the HITS
community and alumni.
– Separating admin offices from rehearsal spaces
increased productivity and improved morale. Expanded
voice and dance lessons in studio space previously
allocated to admin.
– Staff and Board have better understanding of the
optimal student and class size for current space.
– Updated website allows better engagement with the
HITS community, making it easier to purchase tickets,
register online and find timely information.
– Redefined staff roles and recruited qualified part-time
hires improved service to HITS families. (note: Executive
Director resigned after taking maternity leave. Currently
in search process for new ED.
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$138 K
$230 K
$13 K
$97 K
FYE 2011
Total Giving = $478 K
Foundation
Individual
Corporate
Government
*Includes multi-year grant
8. Keys to Success
Significant accomplishments and strides made
throughout grant cycle
– Leveraged the momentum generated by MODE
grant funding to engage influential members of
the HITS community to evaluate facility options
– HITS has generous individual supporters who
value our programs and respond well to personal
appeals.
– Engaging experienced consultants to help HITS
meet goals of this grant.
– Designated an intern to help clean data files and
populate records into donor software.
– Active Development committee and Finance
committee comprised of Board members, staff
and volunteers helped to execute goals.
– Drew on board resources and expertise to create a
process to evaluate software options and scoring
criteria.
– MODE grant provided a framework and helped
keep the projects milestones on a schedule.
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9. Lessons Learned
• What were your course corrections?
– Only one major technology change can be
implemented at a time, i.e. donor software,
ticketing system, website development. These
technology changes may also require
organization to adopt new routines and
behaviors.
– Developed a better selection process for
soliciting bids and evaluating options using a
matrix of needs and deliverables. Used process
successfully in selecting web consultants, donor
software and roofing company.
– Having administrative staff at a separate location
improved productivity, but we learned that being
located within walking distance of the theatre is
necessary for collaboration and communication.
– Try not to do too much all at once – be realistic
with staff and board availability to work on
projects. Small organizations must utilize
volunteers who have limited time.
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10. Summary of Future Plans
• Continue to grow our educational programs to
engage more children in the performing arts.
• Continue to build on increased foundation
support and individual donations and use
donor database to better target our donor
campaigns.
• Expand the number of community partners,
particularly with schools and local
organizations.
• As revenue diversification continues and class
offerings increase, plan for the launch of a
capital campaign in 2-4 years for long-term
facility needs.
• Drive more communications through HITS
website, expand use of marketing tools
including video and social media.
• Continue to reach beyond the Houston area to
attract audience members and participants.
• Look for additional ways to enhance the work
environment to attract quality employees, i.e.
health benefits launched in FY2012.
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