13TH FESTIVAL OF PACIFIC ARTS & CULTURE
JUNE 10-21, 2020
HONOLULU, HAWAIʻISCHEDULE OF EVENTS (Tentative, subject to change):• June 1-3, Voyaging Canoe Arrivals on Neighbor Islands, Neighbor Island
community engagement activities (Tentative)• June 7-9, Voyaging Canoes Sail to Maunalua Bay, Oʻahu for staging• June 10, Wednesday,o 6 am – Voyaging Canoes (16) Sail around Lēʻahi (Diamond Head) Ala Waidock at Ala Wai Yacht Harboro 6pm – Voyaging Canoe Crew Lūʻau, Marine Educational Center, Keʻehi
Lagoon• June 11, Thursday – Opening Ceremonies @ ʻIolani Palace (starting at 4 pm).
• June 12 & 13, Friday & Saturday – Culture for Sustainable Development Forumand Pacific Philosophy Conference (location and times TBA).
• June 12, Friday 11:00 am – Opening of 1) Festival Village @ Ala Wai Promenade;2) Hawaiʻi State Art Museum; 3) Bishop Museum; 4) Honolulu Museum of Art(Free Community Day); 5) Helumoa, Royal Hawaiian Center 6) Keʻehi
Lagoon/METC Center (Fishing & Voyaging activities)• June 13, Saturday 9:00 am – parade from ʻIolani Palace through Waikīkī toKapiʻolani Park (starting @ 9 Kapiʻolani Bandstand event (starting at 11 am).
• June 14, Sunday 10 am – Eccumenical Choral Service @ the Convention Center• June 15 – through Saturday, June 20:
o Festival Village open daily (11 am-6 pm)
o Performances at the Convention Center dailyo off site performances daily at (but not limited to):§ Bishop Museum§ Hawaiʻi State Art Museum§ Honolulu Museum of Art§ Helumoa at the Royal Hawaiian Shopping Center§ Kapiʻolani Park Bandstando Marketplace open dailyo Art Exhibitiono Symposiums
o Film presentations

•
•
•
•

•
•
•

•

o Literaryo Theatre
o Cultural Demonstrations
June 15 – 19th, Monday - Meeting of the Council of Pacific Arts and Culture @the Convention Center (times TBA).
June 16 & 17, Tuesday & Wednesday – 5th Meeting of the Pacific Ministers for
Culture @ the Convention Center (times TBA).
June 18-19, Thursday & Friday – Taiwan Austronesian Language Conference(TBD)
June 16, 17, 18, Tuesday, Wednesday, Thursday, 7pm – Wearable Arts Shows(Cultural Fashion from all countries interested in presenting) @ the Convention
CenterJune 15, 16, 17, 18, Choral Festival at Kawaiahaʻo Church celebrating their 200th
anniversary,
June 19, Friday 7pm – Queens Pageant @ the Convention Center
June 20, Saturdayo Last day the Festival Village is openo Makahiki at Kualoa Ranch, FESTPAC Cookoff at Kualoa Ranch & Concert(tentative)o Mango Jam, Frank F. Fasi Civic Grounds, 550 S. King St., Honolulu, HI
96813
Sunday, June 21 – Closing Ceremonies @ the Waikīkī Shell/Kapiʻolani Park (3-9pm)**all events, locations, and times subject to change.

FESTPAC 2020

BRAND IDENTITY
June 12, 2019

BRAND: A REVIEWWHAT IT IS AND HOW TO USE IT

Brand is much more than just a logo; it’s your identity, how you show
up in the world, what you stand for and stand behind, and what
people become a part of when they experience and join you.
While this deck is primarily an internal tool for stakeholders to gather
around a shared purpose and point of view, the key themes and traits
should provide a strategic roadmap for external-facing
communications and materials. From digital campaigns to printed
programs and in-person greeter scripts, your brand should be alive,
consistent, and authentic at every touchpoint.

FESTPAC 2020: BRAND BRIEFNOT CONSUMER FACING, OUR OVERARCHING BRAND GUIDE FOR CONTENT DEVELOPMENT

THE SITUATION – What’s the current environment?
▪

We need to raise our profile by distinguishing ourselves from previous festivals while still celebrating our rich history.

▪

Our story is layered without deference to hierarchy or audience.

▪

Stakeholders have an immense amount of passion. We must harness that passion, so we’re all singing the same song in different voices.

▪

This is first time Hawai‘i will host. There’s pressure.

THE AUDIENCE– What is the shared trait all of our audiences that we should connect with?
▪

All people interested in our shared humanity.

KEY OBJECTIVES– What are our big picture objectives?
▪

Present ourselves as a gracious & grateful host with an authentic voice (and use of ʻŌlelo Hawaiʻi), share our pride of culture but remain humble▪

Keep it big - this is a critical international event, present as such▪

Celebrate the cultural impact & collaboration across nations▪

Always position participants as thought decision-makers, leaders and educators▪

Cultural sensitivity: it’s critical. (reference google doc of collected comments and watch outs)

KEY STORIES– What are our MAIN STORIES that we develop our work around?
▪

The unique arts of island nations▪

The survival of stories, culture and traditions▪

The dimensionality of arts & culture as it relates to Sustainable Development in the Pacific today and in the future.

▪

Hawaiʻi – history, people, culture▪

The transformative power of FestPac

FESTPAC 2020: BRAND BRIEFNOT CONSUMER FACING, OUR OVERARCHING BRAND GUIDE FOR CONTENT DEVELOPMENT

THE SINGLE MOST COMPELLING IDEA – What’s our shared single mission to share in all communication?
▪

WE WILL ENGAGE, INSPIRE, AND THRIVE

THE PROOF– Our reasons to believe, the key proof points that support our Single Most Compelling Idea▪

Education matters, this is the largest collection of ancestral knowledge gathered in one place on this planet.

▪

The edge effect - The transformative power of shared stories isn’t theoretical, it’s how we, as humans have evolved.

▪

The festival is designed to encourage participation & collaboration.

▪

This will always be a celebratory event to remember – it’s REALLY fun.

▪

Anecdotal stories woven through years of previous FestPacs.

▪

Nations display and share their most authentic experience.

▪

A shared commitment between nations to engage the world, transform perceptions, and protect each other’s cultures.

▪

The Outlier effect & economic boost in Hawaii ex. Growing food to feed the amount of people that will be coming to thefestival.

▪

Two of the key forums that will happen focus on sustainable development (the culture for sustainable
developments/ministers’ meeting.)▪

The Youth Ambassador Program▪

Creating a Research Governance Network – linking up with Pac Island Studies so we have a repository of research toaddress issues.

▪

A Declaration of key sustainable development issues to be announced.

FESTPAC 2020: BRAND TRAITSTHE DIFFERENTIATING ATTRIBUTES OF OUR BRAND TO GUIDE MESSAGING▪

OPEN / ACCESSIBLE
The welcoming spirit of Hawaii is woven through every touchpoint in the festival. We create spaces for sharing from the individual tonation level.
What it means for how we communicate: Our tone is warm; we use clear and easily-translatable language in our materials andconversations.

▪

AUTHENTIC / ROOTEDAs FESTPAC hosts, we will remain true to our own arts and culture, and to that of the broader community of indigenous PacificIslanders.
What it means for how we communicate: Use of ʻŌlelo Hawaiʻi; always remaining aware of cultural considerations; highlighting
local stories and experiences.

▪

ENGAGED / ACTIVE
This is a festival of culture and connection, of learning from each other and forging a strong path forward.
What it means for how we communicate: We use active, future-facing language; we address issues facing Pacific Islanders–social,
cultural, and environmental—head-on.

▪

CURIOUS / COLLABORATIVE
We won’t rest on the legacy of past festivals and pre-conceived notions of what we each have to offer; we will seek new ways tocelebrate and learn from each other.
What it means for how we communicate: We encourage exploration, ask questions, and create opportunities for meaningful
dialogue and collaboration.

FESTPAC 2020: BRAND TRAITSTHE DIFFERENTIATING ATTRIBUTES OF OUR BRAND TO GUIDE MESSAGING▪

UNITED / CONNECTEDThis is a festival of nations, united in our commitment to sharing our arts and culture, and steering ourown course now and into the future.
What it means for how we communicate: “We” isn’t just Hawaiʻi—it’s our connected Pacific Island
community. When we speak, we speak as hosts on behalf of all of us.

▪

VIBRANT / THRIVING
The beauty, vibrancy and uniqueness of Hawaii and Oceanic nations inspire us and shape the festival
experience.
What it means for how we communicate: We use positive, energetic language and take every
opportunity to celebrate.

▪

GRACIOUS / GRATEFULWe recognize the honor of being FESTPAC 2020 hosts and do not take it for granted.
What it means for how we communicate: We acknowledge the importance of our role in the richhistory of FESTPAC and recognize the time and contributions of our delegates and guests.

▪

TRANSFORMATIVE / SHAPING
FESTPAC 2020 is about more than the sharing our arts and culture; it’s about expanding ourperspectives and steering our own course.
What it means for how we communicate: We actively seek opportunities for collaboration; we areproactive in our communications around issues facing Pacific Island nations.

FESTPAC 2020: BRAND POSITIONOUR UNIQUE POSITION AND OPPORTUNITY

WE WILL ENGAGE, INSPIRE, AND THRIVE
Guided by a shared reverence for Oceanic arts and culture andshaped by our own, FESTPAC 2020 will create a unique opportunity
for Pacific Island Nations to connect, create, experience, and thrive.
Together as indigenous people, we will take hold of the paddle andsteer our own course.

FESTPAC 2020: BRAND PROMISE
HOW WE DELIVER ON OUR BRAND POSITION

With optimism and respect, FESTPAC 2020 will celebrate Oceanic artsand culture, strengthening relationships between Pacific Island
nations along the way. This will be a dynamic and transformative
experience that will deepen the festival’s roots and illuminate a pathto the future for our part of the world and those who call it home.

FESTPAC 2020: BRAND PILLARSTHE CORE THEMES THAT CREATE OUR BRAND’S FOUNDATION. EVERYTHING WE DO AND SAY SHOULD BUILD FROM THESE.

CULTURE | CONNECTION | EXPERIENCEFESTPAC 2020: MESSAGING RULES▪

Traits check: are your Brand Traits reflected in the tone what you write and say?

▪

Consistent use of collective host voice▪

Easily translatable language; accessible to a range of ages and audiences▪

Don’t boast; always be gracious and invite others to share▪

Always use active voice▪

Lean into “Engage, Inspire, and Thrive”▪

Don’t forget the future: look for opportunities within cultural conversations to address
sustainability and social issues facing our Pacific Island community▪

Your Brand Pillars are your foundation; all communication should build up and out from themFESTPAC 2020: MESSAGINGAPPROVED MESSAGING STATEMENTS▪

THEME: “E kū i ka hoe uli”. Take hold of the steering paddle (Steer your own course)▪

An international gathering of Oceanic nations, showcasing their thriving arts and cultural
traditions once every four years - much like the Olympics▪

There is no other gathering of arts and cultural traditions of this magnitude.

▪

All eyes will be on Hawaiʻi as it welcomes the breathtaking beauty of Oceania to the Aloha
State for a showcase of arts and culture, and the critical issues facing each Pacific Nation—and the world.

▪

“Right now the most important country on the planet is the Pacific.” Nainoa Thompson,
FESTPAC Hawaiʻi Honorary Chairman, Master Navigator/President, Polynesian Voyaging
SocietyFESTPAC 2020: MESSAGINGAPPROVED MESSAGING STATEMENTS, EXAMPLES▪

THEME: “E kū i ka hoe uli” Take hold of the steering paddle (Steer yourown course) – All audiences▪

“E Hoʻomākaukau!” Get Ready! - A year out announcement targeted
toward cultural and arts practitioners, i.e. ads in hula festival programs▪

“Life-Changing! Breathtaking! Unforgettable!” Emphasizes thetransformative power of FESTPAC– All audiences

Logo Files:

FESTPAC 2020: LOGO GUIDEThe Banner Logo, to be used whenspace available. The sails should not“anchor” to a baseline, keep OAR
WIDTH white space preserved aroundlogo.

The Site Logo, to be used when only
when the application height doesn’t
accommodate the banner logo. The
sails should not “anchor” to a baseline.
Keep OAR WIDTH white spacepreserved around logo – but use thetype as your guide (not the top or
bottom of the sails)

Logo Files:

FESTPAC 2020: LOGO GUIDEThe Horizontal Logo can be used large
space placement. Keep OAR WIDTH
white space preserved around logo.

The Small Logo can be used when there
is not space for any other logo. Keep
OAR WIDTH white space preserved
around logo.

FESTPAC 2020: LOGO GUIDEFESTPAC 2020

BRAND IDENTITY
Strategies 360 Hawaiʻi851 Fort St. Mall, Suite 500
Honolulu, HI 96813
808.524.1100
strategies360.com
Point of Contact:
Donalyn Dela Cruz
donalynd@strategies360.com

FESTPAC-HAWAIʻI 2020

Michael Pili Pang
Progress Report
March 27, 2019

Report on the following:
At the March 13th Commission Meeting: Chair English recommended that an Permitted
Interaction Group (PIG) be created to investigate alternative sites for the Festival
Village.
Motion was made by Mr. Mike McCartney and seconded by Ms. Māpuana de Silva tocreate a Permitted Interaction Group (PIG) with Mr. Mike McCartney, Ms. Misty Kela‘iand Ms. Māpuana de Silva, and the alternate members are Mr. Monte McComber and
Ms. Mehana Hind to make recommendations to the Commission to determine the best
location(s) for the Festival Village consistent with the Mission of the Pacific Arts
Festivals and available funds. **The motion was passed unanimously.
ACTION: The Permitted Interaction Group (PIG) Meeting
Sunday, March 17, 2019
Attendance: Misty Kela’i, Mapuana de Silva, Mike McCartney, Vicky Holt Takamine,
Michael Pili Pang (PA’I)
The PIG discussed the criteria set by the FESTPAC-HAWAI’I planning committee:
 Preference is to have one large village in one location.
 Requirements for Village site
- Accommodate 27 Nations- Added area for a Hawaiian Village/Marketo Crafts
o Carving- Foods Booth- First Aide
- Information- Headquarters/Admin- Stage for performances
Discussion:Kaka'ako Parko Permitting concerns due to State and City responsibility in limboo Homeless situation and its growing population/problems at the site



Magic Islando Difficulty with Lantern Festival 2 weeks prioro Construction and implementation of Ala Moana Park Master Plan

Thomas Squareo Parking is will be an issue - Blaisdell is used for city employee parking

FESTPAC-HAWAIʻI 2020

Michael Pili Pang
Progress Report
March 27, 2019o Park is situated in the middle of a residential and hospital zone – noise
concerns


Kapiolani Parko Permit concerns with the Kapiolani Park Preservation Society (Trust)o Displacement of current activities in the parko DO NOT rule out Kapiolani Bandstand for programingBishop Museumo Could place satellite villages hereo Will not accommodate entire villageo Ingress and egress to Bishop Museum may be a problem



Honolulu Museum of Arts & State Art Museumo Both could be a small satellite site for villageo These sites will contain FESTPAC programsHawai’i Convention Centero HCC is currently reserved from 6/9-6/20
o Can the village be placed on the roof top, ballrooms, or exhibition halls?

Action:Committee recommended to do a site visit to Hawai’i Convention Center on
Monday, March 18th.

Monday, March 18th
Task: PIG – FESTPAC Village Discussion- Options
RE: Site inspection of Hawaiʻi Convention Center
Attendance: Misty Kela’i, Mapuana de Silva, Mike McCartney, Vicky Takamine,
Michael Pili Pang(PA’I), Jay Rojas (PA’I), Kanoe Takitani-Puahi (MOCA)
Option 1:

Place the Village on the roof top with tents
Extend market to Kalakaua Ballrooms

Option 2:

Kamehameha Exhibit Halls on street level for village & market

Option 3:

Ala Wai Promenade – below the south entrance grand staircase

The Permitted Interaction Group recommendation to FESTPAC-HAWAI’I Planning
Committee:
Hawai’i Convention Center, Option 3.
Village Location: Ala Wai PromenadeFESTPAC-HAWAIʻI 2020

Michael Pili Pang
Progress Report
March 27, 2019– below the south entrance grand staircase
Meets all the Village requirements set forth by the PIG.
Meets the Following Requirements:
 Large enough for FESTPAC Village (27nations)
 Can also accommodate Hawaiian Village andconcessions• Food booths, First Aid Tent and Information
Tent
 Walkways are shaded with trees
 Alternative stage can be created below grandstaircase
Added Benefits to Ala Promenade site:

Ala Wai Promenade is a City
Property• No problems withoutside concessions• Daily/Evening cleaning
possibility
Located between Kalakua
Ave and Ala Moana Blvd,
Convention Center, Ala Wai
Canal.
•
two public entrances, easy to secure at night
Adjacent to Hawaiʻi Convention Center•
900+ parking stalls available•
Exhibits and other activities are close by•Concessions, Artist, and Delegate’s Buses can take advantage of Loading dock•
Closer to Waikiki for visitors and dignitaries•
Central location of major activities – Lower costfor transportation

PAʻI will continue to follow the Timeline and Strategies laid out by the FESTPAC Host Country Manual. Moving forward, theFestival Coordinator and the Organizing Committee will designate the appropriate individuals and committees for each strategy.
Pre-Festival Strategies include:
Dates
February, 2018 –April, 2018

Activity
Finalize
Organizing
Committees,
Chairs,Directors

Who
Vicky
Takamine,

Results/Considerations
Convene monthly committee
meetings to ensure planning is
on schedule, develop budgets,develop fundraisingstrategies, management ofvenues and identify potential
volunteer coordinators foreach venue.

STATUS
Last Meeting held May 14,
2019.

February, 2018 –April, 2018

Research andRetain HR
Services

Vicky
Takamine,

A Professional HR service
will be hired to comply withall State & Federal hiringlaws and ensure that PAʻI iscompliant with the best hiring
practices.

Based on lack of funding
and time constraints,
additional staff will be hired
on a contractual basis via
1099.

February, 2018 –June, 2020

Outreach to
Pacific Islandorganizations
such aschurches,communitygroups.

Vicky
Takamine

1.Assist with developing
training & curriculum forPAʻI staff, volunteers,
residents, visitors
2. Volunteers for hosting theirrespective communities
3. Identify Ministers/Clergy
for ecumenical services

Outreach has occurred withlocal diaspora from delegate
islands/countries to include
volunteer coordination andcontributions to theecumenical services(hymene)Separate meetings held
June 28th and June 30th for
Wa’a arrivals and fleet
coordination.

January, 2018

Increase Food
Production on
Oʻahu

Vicky
Takamine,
Catering
Committee

1. Raise most of the food onOʻahu for feeding our
guests.
2. Increase food production
on Oʻahu
3. Identify commercial
kitchens, foodestablishments, foodtrucks etc. for Festival
Village, catering andhosting opportunities

Vicky has met with farmers
and caterers and developed
a Memorandum of
Agreement with caterers
capable of mobilizing for an
event of this size.

Submit GIA to
State
Legislature for
Festival
Villageplanning andconstruction

Vicky
Takamine,

Funding for the Festival
village needs to be secured assoon as possible. The Festival
Village is the only project thatwill require construction offacilities. All other facilities
identified are sufficient for
hosting FESTPAC 2020. We
will need to rent
tents/tables/chairs/stage/soundand lights for some of thevenues.

$3.4M has been authorized
and appropriated to the 13th
Festival of Pacific Arts andCulture by the Hawaii State
Legislature as of July 2019.
Festival Village has been
moved to the Hawai’i
Convention Center and Ala
Wai Promenade.

February 2018-June,
2020

Finalize
Program
Venues

Vicky
Takamine,
ProgramChair,
Committee
ChairsNewsletters

Vicky
Takamine,
Media
Committee

2.3 Designing the Festival
February, 2018-December, 2018
Activity

Hawai’i Convention Center,
HiSAM, Bishop Museum,an METC have all been
confirmed as main venues
for FESTPAC.

Quarterly Newsletters will besent out to update theCountries, Visitor Industry
and our local community on
the planning for FESTPAC.

Considerations

In production.

STATUSMapping:
Venues,Facilities

•
•
•
•

Venues used for arts & culture
Potential venues already in place
Venues for development
Outline Festival location and venues

Vicky Takamine has already met
with potential venue hosts. Mostof these activities have been done
and potential venues identified
and selected. The next steprequires a follow up by theFestival Coordinator to finalize
agreements.

Main and satellite
venues have been
confirmed,
contracts awaiting
funding, scheduleof events, withlocations have been
published.

Mapping:
Residential

•
•
•
•
•

Delegation accommodation
VIP accommodation
CPAC and FOPAOC accommodation
Media accommodation
Festival Guests accommodation
General public accommodation
options, packages

These activities are already inprogress. Vicky Takamine has
met with Pres. Lassner at UH
Mānoa, Toured EWC dorms
and met with Mufi
Hannemann, Exec Director of
HawaiʻI Lodging Industry

DBEDT has
hired a DMC
for coordinationof VIP hotel
accommodations. Delegate
accommodations have beenarranged at
UHManoa
Campusresidences
awaiting newcontract
naming DBEDT
as the signatory.

Mapping:
Support systems

Map out infrastructure, and support systems in placefor:
Accreditation Catering
Transport
Medical, Health and Safety Programming and
Production technical needs, equipment,
suppliers, etc

Identify systems in place for
infrastructure. What equipment
and infrastructure has alreadybeen developed? For example if
the Pacific Games was held inyour country, there will besoftware and equipment, trained
personnel for accreditation

Once venues havebeen establishedand contracted, afull assessment will
be made to identify
medical, health,safety,programming, andtechnical
requirements.
Venues areawaiting funding.

Mapping:
Human
Resource

Develop a Human resource map for each sectionand each proposed venue
Identify skills currently available in country fromthe public and private sector, organizations/companies/ contractors Develop Human Resource
Manual which outlines the personnel roles
responsibilities, Code of Conduct, etc.

A detailed Skills mapping will
identify what human resource isavailable nationally.
This will include scoping forindividuals who will serve oncommittees, those who could
become staff and identifying thesources of volunteers.

Implementation of
the hālaū system
to manage thevenues on a dayto-day basis as
each venue (mainand satellite) willneed a local
opener to begin
the festivities forthe day.

Mapping:
Funding andinvestment

Identify different finance options including
sources of funding and investment from the public
and private sector locally and internationally

Consider possible assistance inkind from agencies andorganizations such as airlines,banks, hotels, etc. and/ or
mutually beneficial partnerships

DBEDT has issued
RFPs for afundraiser. PA’I
andsubcontractors arecoordinating
fundraisingpackages in themeantime.

Risk
Assessment andFeasibility
Study

Risk Assessment of Festival Situational Analysis
Evaluating the Benefits and Value of the Festival
Economic feasibility Operational feasibility
Environmental impact assessment particularly for
new venues

Information collected from thehost country mapping will help
to develop the Risk Assessment
and provide an understanding of
the potential problems and risksof hosting the Festival, as well as
the benefits for the nation.

Once venue
contracts havebeen signed,
pending funding, afull
risk/operational
assessment can bemade.

Consider also external factors
such as political stability, natural
disasters, etc.
Preparation for
submissions tovariousgovernment
agencies forsupportEvaluation of the Value of the Festival Situational
Analysis and Risk Assessment Budget
Needs statement and submissions to government
agencies

See Health
Safety needed
Outlinethe andcommitment
Guidelines
Appendixfor afrom government and 24
securebrief outlinefor:of Funding
Risk
guarantees
Assessments
Venuesand Infrastructure
Support services including
Immigration, Customs andQuarantine, Police, Army, Navy,
Aviation, Road and Transport,
Public Utilities

Budget has been
finalized toprepare for a$13M event.

2.3.1 Planning & Development
February – December, 2018
Activity
Details
Festival
National and local government should at
Coordination
this stage be active in assisting in theand Support planning and development of the Festival
Services begin particularly in terms of the support
development
services that come under their mandatesuch as Immigration, Quarantine, etc.

The
TemporaryCommission
assists withidentifying
government
support for
FESTPACThe Temporary Commission has begun to
identify the technical expertise needed forthe various sections of the Festival

Considerations
Visa waivers or special cultural entry
visas for delegations and VIPS
Information on Customs andquarantine regulations to be
developed and distributed early
Training for army, police and otherservices to be developed Publichealth, transport and road systems to
be upgraded
Public amenities and host city upgrades
and image

STATUSVISA requirements
have been established,ongoing meetings with
Federal resources tosecure borders andprotect from invasive
species.

Since the Festival is a state andcommunity event, it is critical for the
Temporary Commission assist withidentifying support for FESTPAC

TemporaryCommission meeting
regularly.

Local authorities
pending venue
contracts, pending
funding.

LaunchFestival ofPacific Arts
Organizing
Committee

At this stage FESTPAC comprises of theBoard, including the Festival Director, andthe Section Directors.
Public launch of FESTPAC

Send out PM’s letter of invitation to
Prepare Country member countries
invitations

TOR should be developed and theBoard will begin to dispatch theappointment letters for the full
Organizing Committee. Orientation
for the entire FESTPAC which shouldat this stage include communicating
the ‘Design’ of the Festival anddetailing the current plans in place for
the Festival through the first draft of
the HOST COUNTRY MANUALThis invitation is usually directed to
the PM’s office or Foreign Affairs.
Consider also sending a copy to the
Cultural Focal Points so that they areaware it has been sent and can aid inensuring it is given priority by theirgovernments.

As venues are
confirmed, more
information becomes
available.

Festival Schedule has
been published. Moredetail will be
distributed as
participants are
confirmed.
In Progress

Festivalculture andarts content
outlined

Detail the key special events, art form
activities, and cultural programs
Preliminary outline of the symposiums,
workshops and meetings that will takeplace.

Review past Festival programs

Finalize legal
framework for
IPR, TK and
Copyright for
the Festival

Oversee development of Culturallegislation
Make submission to government to engage
legal team to undertake cultural
intellectual property measures for theFestival

Follow the link for IPR, TK,
Copyright issues for the Solomon
Islands Festival of Pacific Arts 2012
http://www.wipo.int/freepublications/en/tk/10 16/wipo_pub_1016.pdf.

FESTPAC launch
event held at the
Prince Hotel
November 2018.
Invitations sent tocountries forparticipation. 5
responses officially
received, all 27 others
verbally accepted
invitation.

Completepreliminary
venues andinfrastructure
plan

Preliminary plan for venues andinfrastructure for all Artistic venues, Nonartistic venues and residential

Consider long-term development for
the arts and cultural community. The
Festival provides the possibility tohave specific venues andinfrastructure built for the culturalindustry. The Pacific Games has
enabled stadiums, swimming pools
and other important infrastructure to
be built for the host country.
Consider involving local artists andarts organizations that have hadinternational experience, in the venue
development, as it is these groups ofpeople who will use the venues after
the festival.

No new permanent
structures will be
erected.

Finalize
Media,
Marketing andSponsorship
Strategy

Launch website
Launch preliminary Festival program

At this stage the website should
include general information about hostcountry, Festival logo, theme andlogistical information. All festival
communications must be done well inadvance as the FOPAOC needs toconsider time for translation andample time for countries to be able toplan and budget for their participation

Website 1.0 launchedand public.

SPC advisory

Work with SPC to secure consultants to do Areas of possible assistance:
first technical assessments
Venues and Infrastructure Assessment
Intellectual Property Issues for theFestival Technical Visit

Weekly SPC meetings
held. Next meeting
Thursday afternoon
July 4th.

Venues are establishedpublic venues capableof hosting the various
events.

Develop a
Risk
Management
plan

Risk Management Plan developed andregularly updated

Continue to assess the humanresource, venue and infrastructure
capabilities, and other factors that may
affect the Festival Consider also
external factors such as economic,
political stability, natural disasters,
etc.

Once venues havebeen secured, pending
funding, full risk
assessment, training,planning andpreparation will be
made.

Continue
developing
Host Country
ManualAt this stage the FOPAOC will have asecond draft of the Host Country Manual
which will be updated regularly anddetailed as task forces become establishedEstablish
Festival
Secretariat

Initially this may include only one or two
staff but as the Festival develops, more
staff and volunteers will be added to thetask force and more equipment will beneeded.

Consider a venue that is central andvisible to create a presence in the hostcity

Rooms have been set
aside at the Hawai’i
Convention center for
Secretariat.

Complete
Marketing andSponsorship
StrategyMarketing and Sponsorship Strategy
Website and promotions plan Sponsorship
campaign
Donor applications Merchandise Program

Begin to develop strategies formarketing and financing the festival.
The festival logo, its use and thematerials developed will begin to takeshape.

On-going with
subcontractors, SMS
and Strategies 360.

Ongoing.

Develop
Financeguidelines

These guidelines should be developed inconsultation with the Ministry of Financeor other equivalent national financial
agency to ensure their disbursement andreporting procedures are detailed and form
part of the policy and procedures.

The purpose of the guidelines andprotocols is to ensure efficient
processes and financial accountability.
These guidelines should be put inplace in the very early stages of theFestival particularly before donor andsponsorship money is invested.

Established.

SPC
Technical
Visit

In order to provide support to the Festival
and to access their progress andpreparations, SPC send out technicaladvisors in advance of the Festival

At this stage the host country shouldpresent its Venues, Infrastructure andsupport services plans as well as the
Risk Assessment and Risk
Management plan. Consider alsoutilizing this visit as a training/
workshop opportunity for committee
members, volunteers and task force
that have been identified.

Ongoing but next visit
planned for
September.

Continue
developing the
Host Country
ManualAt this stage the Festival Manual isdeveloping and should include: Section
guidelines: Artistic, Logistics and Support
services, Administration, Marketing andSponsorship, Venues, Residential
Programming and Production Guidelines
Venue management and Operations
policies and guidelines, roles andresponsibilities and reporting process

Host County Manual and Guidelines

In-progress.

Head ofDelegation
DossierFirst draft of Head of Delegation Dossier
to be submitted to Cultural Focal Points at
Council of Pacific Arts and Culture
Meeting

Consider putting this in a folder/ fileformat so that additional information
can be sent to the HOD and they can
simple print, punch and add it into thefolder. Consider also a cd/ dvd with avideo or photos of venues andinfrastructure to aid in their planning.

Venue tour planned
for CPAC meeting in
September, withschedule and media
published. Awaiting
country participation
lists.

Festival
Communicati
ons and PR in
place

Regular Festival bulletins for Cultural
Focal points and delegations
Public bulletins should be posted on theFestival Website, sent out on CultureTalkand other communication portals

Communications
See
Appendix
9 forandHOD
DossierMedia,
MarketingSponsorship
Guidelines

Developing. Pending
Funding.

January, 2019
Delegation
participation

Information regarding delegations andtheir participation begins to come into theFestival Secretariat

Timelines set for receipt of: Country
Participation Form
Delegation Registration andAccreditation forms
Artist and Delegate event registration
Contractual procedures for artists

Awaiting delegation
responses to May 1st
deadline.

March, 2019
Detailed
program

At least 12 months ahead of the festival a
detailed program should be released to alldelegations which include:
Arts and cultural activities
Thematic areas for Symposiums andWorkshop

The final program with a detailed
schedule, venues, etc. will be released
closer to the festival once all theinformation regarding participationfrom delegations have been finalized.

Waiting delegation
response to May 1st
deadline. Final
programs cannot beshared without
detailed participant
information.

March,2019Festival
Venue
Management
and Operations
ManualJanuary, 2020
Main
Operations
CentreAt least 1 year ahead of the Festival theFestival Venue Management andOperations Manual is complete.

The planning process should becomplete and the Festival goes into
operational mode.
Venue Managers are in place as wellas key personnel and volunteers

Once venues are
confirmed andcontracted, pending
funding, manual canbe produced.

Establish Main Operations Centre

The Organizing Committee is now
assigned to different venues or
sections.

Main center will be at
PA’I offices until thefestival.

Operationalguidelines
completed for
eachcommittee andJanuary,task force2020
Ceremony andProtocol in
placeTransport System policy and procedures inplace
Catering System and policy andprocedures in place
Support services established and policy
Finalize
Ceremonies
DevelopProtocoland proceduresin place
Customs,
guidelines
immigration and biosecurity policy andprocedures in place

HOD dossier should be updated toalso have detailed information about
these components.

Pending funding.

June, 2018
Marketing andSponsorship

Merchandising Forms Vendors
Application

2.3.6 Festival Operations
Activity

Details

Liaise with Cultural Focal Points
Waiting delegate
about protocols to be followed forparticipation
their countries so that these can also
confirmation andbe added into the Protocol guidelines
venue contracts,
to aid FOPAOC when dealing withpending funding.
Considerstarting
Pending funding.
delegations,
VIPs,theetc.merchandise
campaign at least 6 months ahead of
the Festival to begin creating hype for
the Festival. Consider also involving
selected vendors in lead up events,
promotions and ‘best outlet’
competitions and other initiatives toConsiderations
get retailers involved in assisting STATUS
inthe city clean up and image.
See Appendix 17 for Merchandise2nd Technical Visit

Venue development

Final Program

The 2nd visit usually
includes a Media/
Broadcast advisor as wellas the Cultural Advisor andthe focus of this visit is toassess Venues,
Infrastructure,
SupportVenue
preparation,
fit
services
and
also
the
Legal
out and décor,infrastructure in place topersonnel
address TK, IPR and
Copyright issues for theFestival.
Final program to allmember countries withdetails of delegations
schedules and allocations
should be in place at least
6 months ahead of theFestival

All venues, infrastructure, support Closer to three-six months
services and a majority of the
before FESTPAC.
task force should be in place andavailable to brief this visiting
team
Consider involving artists, arts
organizations, schools, youth
groups and community in the
décor process of each venue tocreate community ownership

May/June 2020.

Some countries may not haveJune 2020.
confirmed their participation so it
is advisable to slot them into theprogram rather than have to makelast minute additions, etc.

Financial disbursements

Allocation of operational
budgets to Festival
Committees and taskforces

Pending.

Support services in place

Transport
Accommodati
on Catering
Immigration, Customs,
quarantine

Pending.

Move into Operational
phase

Final personnel
Consider running a test event atJune 2020.
training Venue
each of the venues, such as the hostcheckscountry delegation launch
ProgramprintedWebsiteupdatedSponsors branding inplace Merchandise inoutlets Vendors
selected and visibly
promoting theFestival
Communities engaged
and lead up activities
begin
Final delegation
communications and logistics
Program printed Website
updatedSponsors branding in place
Merchandise in outlets
Vendors selected and visibly
promoting the Festival
Communities engaged andlead up activities begin
Final delegation
communications and logistics

Festival Time: Venue based management
Because we expect to rely heavily on volunteers, we expect to utilize a Venue Based Management Structure for managing eachof the venues. Because we are very closely tied to the hula community, and the hālau based structure is a great source ofvolunteers, we will use the hālau community and other community partners to utilize a Venue Based Management Structure foreach of the venues.
1) Vicky Holt Takamine, if selected as the Festival Coordinator will oversee all project activities.
2) No formal partnerships have been identified. However, All institutions mentioned in this proposal have expressed support for
FESTPAC and committed volunteers to assist with the planning and implementation. Formal partnership agreements will befinalized upon mutual agreement.