This guide walks you through each step of the submission process for benchmark data inputs, providing detailed instructions and helpful tips along the way.
Preparing for Data Submission
Identify Your Deadline
Your submission is due 60 days after your fiscal year end. Data from government entities are due 90 days after fiscal year end, and the final deadline for all submissions is the last day of February.
Use the following table to identify your specific deadline:
If your fiscal year ends... | ...your submission deadline is: |
June 30 FYE | August 31 |
July 31 FYE | September 30 |
August 31 FYE | October 31 |
October 31 FYE | December 31 |
December 31 FYE | February 28 (29 in leap years) |
👉 Note on Financial Reporting
After lengthy discussions with PAC CFOs, we now strongly suggest you use Trial Balances when reporting values on the Benchmark P&L. If your organization consistently sees material adjustments to the operating financials during the audit process, contact us to discuss.
If everyone submits their annual data within 6-8 weeks following fiscal year end, then the full leadership team will be able to use key benchmarks and metrics in board calls and for budget planning.
Work as a Team
For a smooth submission process, involve the following departments:
Finance: For P&L, balance sheet, and other financial data
Event Operations: For attendance and programming data
Human Resources: For staffing information
Executive Team: For final review and approval
Required Data
You'll need to prepare the following types of data:
Financial Performance
Profit and Loss statement
Balance sheet
Key financial indicators
Attendance and Ticketing
Total attendance figures
Ticket sales data
Utilization rates for performance spaces
Programming
Number of events by type
Genre breakdown
Staffing
Employee counts by department
Volunteer information (if applicable)
💡 Pro Tip
Refer to the Data Fields Catalog for detailed information about each input field
Pull the right data from your systems
What is Data Extraction?
Data extraction is the process of retrieving data from your various systems (such as financial software, ticketing systems, or HR databases) and converting it into a format that can be easily used for our annual submission process. This typically involves running reports or queries to pull the specific data points we require.
☝️ Example: Benchmark requires annual attenance by genre, for each of four presenter types (ie: Commercial Rental, Non-profit Rental, etc). If this is your first time working with Benchmark, you'll probably need to create a report in your transactional system (like Tessitura) to output your data to make it simple to submit.
Benefits of Proper Data Extraction
Setting up an efficient data extraction process can:
Save time in future submissions
Reduce the risk of manual errors
Ensure consistency in reported data year-over-year
Option A: Use Report Writer by AMS
Let AMS handle your data prep! We offer a Report Writing Service to help streamline your process:
On-site expert: We'll send a specialist to your location
System configuration: We'll set up automated reports tailored to your systems
Team training: We'll show your team how to use the new setup
To request this service, use this form to let us know who will be our primary contact and we'll take it from there:
Option B: Set Up Your Own Data Extraction Process
If you prefer to set up your own process:
Identify data sources: Determine which systems contain the required data
Map fields: Match the required fields to your system's data points
Create queries/reports: Develop database queries or reports to extract the needed information
Validate output: Cross-check the extracted data against source systems
Document the process: Create clear instructions for future use
Remember: Investing time in setting up a good extraction process will pay off in future submissions. It allows you to quickly and accurately gather the necessary data each year, reducing the manual work and potential for errors.
Use the Excel Workbook Template
Just an Excel version of the data input pages found on the platform.
Purpose of the Workbook
The Excel workbook serves as a data preparation tool. It helps you:
Organize your data before online entry
Collaborate with your team members
Download and Distribute the Workbook
Read about using the workbook, or just download it directly
Save it to a secure, shared location accessible to your data team
Consider creating separate copies for different departments if needed
Tips for Effective Use
Fill in all relevant fields: Complete all applicable sections, even if some are estimates.
Use comments: Utilize Excel's comment feature to note any assumptions or special circumstances.
Regular saving: Save your work frequently to prevent data loss.
👉 If you send us your completed Excel workbook, we'll handle the data entry for you.
Common Pitfalls to Avoid
Copying over last year's data: Always start with fresh data for the current year.
Skipping the review process: Always have another team member review the completed workbook before transferring data to the online portal.
Navigating the Online Portal
Even if you complete the Excel workbook with your team, data isn't submitted until the numbers are entered online. We'll do this for you, or you can do it yourself.
Accessing the Portal
Navigate to the sign in page
Sign in using your provided credentials
If you've forgotten your password, use the "Forgot Password" link on the login page
Overview of Input Pages
The portal consists of the following pages:
1a: General Facts
1b: Profit and Loss Statement
2a: Attendance & Utilization for Performance Spaces
2b: Attendance for Non-Performance Spaces
3: Staffing
4a: Channel Sales [deprecated a/o 2025]
4b: Ticket Sales
5a: Balance Sheet
5b: Form 990 Key Indicators
6: Capital, Endowment & In-Kind
Data Entry Best Practices & Tips
Use tab key: Navigate between fields using the tab key to ensure all fields are addressed.
Auto-save feature: All fields auto-save as you enter data. There's no need to manually save your progress.
Be consistent: Use the same units and formats as specified in the field labels.
Anomalies note: Use the notes field on page 1a to explain any unusual data points or significant changes from previous years.
Reviewing and Submitting Data
Conduct a Thorough Review
Before submitting:
Cross-check with source data: Verify that all entered data matches your source documents.
Year-over-year comparison: Review any significant changes from the previous year and ensure they're accurate.
Completeness check: Ensure all required fields are filled.
Executive review: Have your executive team review the data for accuracy and completeness.
The Submission Process
Click the "Review and Submit" button located on any Data Inputs page (be sure you're looking at the correct fiscal year)
Review the summary of all entered data.
Select "yes" to certify the accuracy of your submissions
Click the "Submit" button.
What Happens After You Submit
Your data is immediately included in all Benchmark reporting now!
Our team will review your submission for any apparent anomalies.
If we have any questions, we'll contact you via email.
Reopening Your Submission
If you need to make changes after submitting:
Access the Analytics Contribution Tracker (Data Supply History) page from the ⚙️ settings menu.
From there, you can reopen your submission to make edits.
Troubleshooting and FAQs
Common Issues and Solutions
Issue: Cannot sign in to the portal
Solution: Verify your username, check that your caps lock isn't set
Issue: Data in the portal doesn't match Excel workbook
Solution: Double-check for typing errors, ensure you're using the most recent version of the workbook.
Frequently Asked Questions
Q: Can I save my progress and come back later?
A: Yes, the portal auto-saves your entries. You can log out and return at any time.
Q: What if I need to make changes after submitting?
A: You can reopen your submission via the Analytics Contribution Tracker page, accessible from the settings menu.
Q: How is my data used?
A: Your data contributes to industry benchmarks and trend analyses. Apart from some charts in the Advanced Analytics, data is anonymized in reports.
Q: What if I miss the deadline?
A: Submit as soon as possible. Late submissions may not be included in initial reports but will be incorporated into later updates.
Get Help
Need further assistance?
Don't hesitate to contact our support team.