Identify Key Measures for the
Event Evaluation and Support PA‘I
Foundation Outreach to
Stakeholders
SMS Research & Marketing Services
Daniel Nahoopii
Commission on the 13th Festival of Pacific Arts & Culture
September 26, 2019

Deliverables

Desired benefits by stakeholders• provide support materials and documents to
aid PA‘I succeed at presentations to funders.
• Sponsors Sheet

Proposed metrices to be utilized in
the evaluation• major outcomes and the expected impacts• Whitepaper for proposed evaluation

Methodology

Review documents such as past FestPac
Reports and comparable event evaluations
Interview and discuss with key
stakeholders

Document expectations and key outcomes

Convert into measurable metrices for theevaluation

Review Reports

Regional Culture Strategy:
Investing in Pacific cultures
2010–2020, SPC, 2012

Regional Culture Strategy;
Investing in Pacific Cultures
2010–2020, Phase 2: 2017–2020, SPC, 2018

11th Festival of Pacific Arts,
Solomon Islands: Festival
Scope, SPC, 2010

Evaluation of the Festival ofPacific Arts, SPC, 2010

The 2016 IUCN World
Conservation Congress
Closing Report, WCC
National Host Committee /Hawaiʻi 2016, 2017

A Theory of Change andLogic Model for the National
Endowment for the Arts’
Creative Placemaking Grants
Program, April 2019

Guam’s Readiness for the
12th Festival of Pacific Arts
(FESTPAC) Performance
Audit, Office of Public
Accountability, Guam, 2016
and Follow-up Audit, 2017

Festival of Pacific Arts &Culture Host Country
Festival ManualConduct Meetings andInterviews• Multiple meetings and discussions with PA‘I
Foundation staff• Meeting with Leituala Kuiniselani Toelupe TagoElisara, Director, SPC Social Development
Programme (Suva)• Conversations with Guam Visitors Bureau staff(CEO and research staff)• Discussion with Hawai‘i Tourism Authority staff• Discussion with two major corporations in Hawai‘i(one airline and one bank)• Meeting with two major media companies(newspaper and broadcast media)

Expectations and Key Outcomes
Positive economic benefit to Hawai‘i
Hawaii recognized as being able to host globally recognized large scale events
Hawai‘i's cultural infrastructure is understood, managed, innovative and resilient
Pacific Islands' creative and cultural sectors are globally recognized and appreciatedCultural artists are better skilled, and infrastructure are enhanced
Foster the protection of cultural heritage and language
Fuller inclusion of women in Pacific economies
Support the aspiration of our youth
Increased good will towards funders
Increased community engagement with funders

Expected Impact
Event Impact• 28 Pacific nations to attend with 3,000 artists, cultural practitioners, scholars, and leaders• 8,600 visitors to come specifically for the festival• 52,000 additional visitors to visit the villages, attend an event, or watch the parade• 75,000 residents to visit the villages, attend an event, or watch the parade

Economic Impact• $20.1 million in new direct visitor expenditures• $2.4 million in state tax revenue generated from visitor expenditures• Additional economic contribution from ancillary expenditures such as shipping, rentals, andhosting of corporate meetings and events• Opportunities for global contracts for local businesses

Expected Impact
Marketing Destination Impact• Increased awareness of Hawai‘i as a Meetings destination• Improve Hawai‘i’s reputation as a cultural asset• Increase intention to come to Hawai‘iSocio-Cultural Impact• Increased cultural knowledge and practice• Increased artistic skills• Workforce development• Increased pride and social capital, especially among youth

Stakeholders Impact• Increased awareness of sponsors• Increased goodwill towards stakeholders

Next Steps Update Sponsor Sheet with media values
 Set goals for metrics

FESTPAC Hawaii 2020
Budget Balances
Fiscal Year2017/2018 Appropriation(50,000)
25,0002018 Appropriation-$950,000
10% Set Aside
FESTPACCommission Reserves 950,000$ (95,000)$ (100,000)

2019 Appropriation-$1,000,000
10 Set Aside$ 1,000,000s (100,000)

Federal Grant National EndowmentfotheArts(SFCA)tentative
National En owment fo the Arts-Our Town (PA'i)
SFC /PA'l ( entative}$s$$ 11,398S

475,000$

755,000$

900,000

Expenses
Salaries/Honoraria
Administration
Programs

S$ 755,000

S

$

S
s

s
s
s

$

$ 64,105$ 410,895

5

S

50,00060,00015,000s$

125,000

S 2,255,000$ 1,230,000

Total Re enues
PA'I Payments and Expenditures

Asof7/31/2019

As of8/30/2019$ 399,497

s 500,000ssBalanceE oended

Budgeted
Revenues
2017 Appropriation -$500,000
10% Set Aside
Additional Release (Travel)$ 819,105$ 410,895$ 535,656$ 229$ 765,000$ 475,000$ 270,000$ 225,7 1$ 24 ,259$ 270,000

Venues & Facilities
Support Services
Co tract Labor$ 20,000$ 3,603$ 16,397

Travel$ 16,000$ 15,580$ 15,580 *$ 420

Contractual Services
Rent/OfficeMarketing
Data Collecti(
Advertising
Logistics
Telephone/Internet
VenueRental
Conference Fees
Accounting/Audit$ 40,000$ 80,000$ 55,000$ 50,000$ 65,000$ 3,000
S 10,000$ 5,000$ 32.000$ 16,000

TravelOffice Equipment$ 18,000

Supplies$ 2,000

Miscellaneous
Bank Fees
Parking
Postage
Gifts
Dues/Subscriptions
Meals

$
$ 846
$ 3,205$ 1,500

10/i Contingency
Rese ve

Total Expenses$ 17,632$ 368$ 17,632$ 368$ 1,247$ 753$ 1,247

5 753$ 2,897

S 10,603$ 13,500
5 177$ ,123

$ 600

$ 58

$ 542

$ 100
$ 2,000$ 500$ 10,000$ 140$ ( 0)

5 385$ 1,615

$ 300

$ 500
$ 157

$ 9,843$ 75.500$ (100,000)$ 75,500$ 100,000$ 1,230,000$ {24,500}$ 100,000$ 75,500

Contingency$ 31,623$ 16,404$ 45,246$ 48,586$ 65,000$ 2,154$ 6,795$ 3,500$ 32,000$ 8.377$ 63,596$ 9,754$ 1,414$ 2,000

Sup lies$ 251,309$ 88,691$ 340,000$ 18,000

Equipment$ 420$ 445,339$ 784,661"

Technical Re ort on:

29th Meeting of the Council of Pacific Arts & Culture (CPA29)
Septemer 10-12, 2019

Submitted by Michael Pili Pang
PACiRC 8

Purpose/Backqround of Meetin :As the Host for the 2020 Festival of Pacific Arts and Culture, Hawai i was tasked
with hosting this event as a pre-festival briefing.
The Pacific Community (SPC) is an intergovernmental organization which

maintains for al relations with UNESCO. The Council of Pacific Arts and Culture
has a consultative role in the culture program, in particular, the Festival of PacificArts and Culture (FESTPAC), a traveling regional festival held every four years in

the Pacific islands since 1972.
The key topics of these Meetings are the progress in the implementation of the
2nd phase of the Regional Cultural Strategy (2010-2020) and the preparation for

the 13th FESTPAC to be hosted by Hawai i in 2020.
Dates: September 10-12
Venue: Hawai i Convention Center

Attendees: (2) American Samoa(3) Australia(2) Cook Islands(5) French Polynesia/Tahiti(1) Guam(6) Hawai’i(4) Kiribati(2) New Caledonia(6) New Zealand(3) Norfolk Island(3) Republic of Marshall Islands (RMI)(1) Solomon Islands(1) Tonga(1) Tuvalu(2) Wallis and Futuna(8) SPC Staff
49 Signed up
46 Attendees
3 No Shows*(* 2 Due to conflict of personal schedule; and, 1 due to VISA problems)Page 2
Technical Report on:

29 th Meeting of the Council of Pacific Arts & Culture (CPA29)

Task/Accomplishments:
FESTPAC-Hawai i was tasked with the following: securing the venue; manage the daily

activities and roo s; provide 2 Refresh ent Breaks each day and a total of 3 Lunches;
set up audio and visual equipment; and translations/communication equipment.
FESTPAC-Hawai i was also asked to provide a photograp er, ground transportation,
airport transfers, private airport transfers for Ministers of Culture (4).

TASK
Secure Venue for threedays of meeting. (Meeting

Recommendation / Areaof Concerns for future
Venue: Hawai i Convention While meeting space wasbeautiful there were a
Center (HCC) - a booking

OUTCOME

room (1), breakout/office(1) .dining area (1),with HCC provided

couple of unexpected

meeting rooms,

Issues:refreshment area (1).

breakout/office space andbreakout refreshment area
outside the othernecessary spaces.

1) Meeting rooms were
not refreshed after

first day;2) 4 Key Parking
Cards wereassigned to us, only

2 worked after being
re-programed twice.

3) Work/request orders
were not complete
or incorrect.

4) Upon discovery of
discrepancies inroom layout, the

FESTPAC teamwas unable to movetables around per
HCC policies.

5) Water dispensers
had ants;

6) Signage anddirections tomeeting rooms andactivities areneeded for any
future events.

Page 3
Technical Report on:

29th Meeting of the Council of Pacific Arts & Culture (CPA29)
Provide two refreshments
breaks - Morning andMorning and Afternoon

All meals were presented

refreshments were

well and of high quality.

afternoon - for 3 days

provided by HCC vendor -However, there were some

Levy Restaurant. Menu

issues with services:

was selected by Mapuanade Silva.

1) Break service was not
flexible as we wererunning behindschedule. While guest

was still making a plate,
the tables were being
removed.

2) First lunch - room was

set up with 8 tables (80people). Attendees
and staff totaled 40-50.

Extra tables had

RESERVED SIGNS
on them not allowing
anyone to sit at othertables in the room.

Provide lunch for 3 days

This caused confusion
as Ministers and others
assumed there were
special tables for lunch
meetings between
delegates. After
discussion with caters

we found out they did
not want to set for 80

people. Over the nextdays all signs were
removed.

Audio and Visual Set up

Laptop, projector, screen
and monitors were

Provi ed by

A last minute request
included electricity fordelegates was required.

PROJECTION, HCC s inhouse providers.

T ranslation/Communication Compact Communication
set up for dual

Rental Service provided

translation(Engiish andFrench)Translation receivers,
booth, conference
microphones, ear

speakers, off property

Recommendation is not to
use this vender due totemperament andunprofessional service

provided. System was also
set up incorrectly soportable hearing devises

Page 4
Technical Report on:

29 th Meeting of the Council of Pacific Arts & Culture (CPA29)

Flags

Provide Photographer for
Official Attendee Photoequipment and otherneeded equipment.

needed to be usedthroughout the meeting.

SPC requested 30 flag
poles to be hangparticipants flags at
meeting

Flag poles and stands

Photographer referredthrough S360, apuanade Silva hired
photographer Travis
Okimoto to photographwere borrowed throughEast West Center

Photographer did not haveall information needed aswell as Logos needed forprinting of photo.

group, and print 50 photos.

Airport Transportation

Transportation
Transfers were made andthere were no major issues communication needs tobe made in advance and afrom the Delegates side.
clear outline as to type ofservices required for all
Delegates and VIPs.

Private Transportation for
Ministers of Culture (4)Minister s privatetransportation to airport for
departure flights were
offered but only 2 out of
the 4 used the services.

It was unclear as to who
was in charge oftransportation, who tocontact when there wereflight changes to departure
times.

Incident Report:

Incident

ActionResultTuesday, September 10,
Delegate informed of a
medical issues and did notbring mediation.

Took delegate topharmacy for over thecounter medication. By

While medication fromend of day delegate was inneed of a physicians care.
He was refered to Urgent

Urgent care a second time
before departing. All
payments were made byCare, in Waikiki.

delegate.

Urgent Care helped,
Delegate had to return toPage 5

Technical eport on:
29 th Meeting of the Council of Pacific Arts & Culture (CPA29)
Delegate from Republic of
Marshall Islands reported

losing her walletsomewhere at theConvention Center.

No wallet was found.
Security/staff were
informed. A thoroughsearch of restrooms,
meeting rooms and outside
on side walks wereconducted.

FESTPAC-Hawai i Briefing and Site Inspection
An average of forty-five Delegates from fourteen Island Nations participated in the 29th

Meeting of the Council of Pacific Arts & Culture (CPA29) each day. A majority of themeetings centered around policies affecting the preservation and enhancement of
cultural. Positive responses were made in regar to the presentation and update on
FESTPAC-Hawai i 2020 with a focus on the activities. The field-trip, presentations on

Housing, Health, VISA and Bio Security helped to stimulate the discussion among
delegates as well as the support and encouragement from SPC. The presentation also

helped to emphasize the need for delegates to complete required information on their
participation.
Focus Discussions

Task

BIO Security

Presentation was lead by

Outcome/Recommendation
Delegates and SPC were

Benton Keali i Pang fromthe U.S. Fish and Wildlife
Service, Pacific Islan s

happy with this

Office. The presentation
included State, Federalof Federal, State, and local
requirements andregulations. Other area ofagencies.

presentation. The difficultyis understanding the layers

concern was fumigationthat is not offered in
Hawai’i.

US Customs and Border

Information on requiredProtection

VISA was presented.

US Department ofAgriculture and Plant

Handouts and information
was also available.
Information provided
showed examples of

Health Inspection Ser ices
(Marv Beaustj

molds, parasites and otherinvested materials.

Fish an Wildlife Services
and Law Enforcement

Past experiences in Guamwas shared as examples of(Anthony Palermo)

thing allowed and notallowed into US. Mr.
Palermo suggested

Page 6
Technical Report on:
29 th Meeting of the Council of Pac fic Arts & Culture (CPA29)
substitutes for items whenpossible. Also reminded all
required documentation becompleted for arrival anddeparture of items and or
artifacts.

State of Hawai’i
Department of Health(Sara Park, D)
State and Federal
Agencies and Interagency
Organizations set tables todiscuss one-on-one otherconcerns Delegates may
have: Custom and Border

Dr. Park will work with
FESTPAC-Hawai’i tocoordinate Health Care.
Information on agencies,

contact information, polices
and other list of concerns
for travel into Hawai’i were

offered by the various
agencies.

Protection (CPB); USDA
Animal and Plant HealthInspection Service

Delegates and SPC werepleased with presentation.

(APHIS); US Fish andWildlife Service (USFWS);

SPC mentioned they will

Center for Disease Control

focus on assisting
Delegates with concerns
and complying with laws
prior to arrival,(CDC);Hawaii Departmentof Agriculture; Hawai’i
invasive Species Council(HISC); CoordinatingGroup on Alien Pest

Species (CGAPS)

The meeting was a good trail run for next year s event and allowed us to see where
both the Hawai’i Convention Center (HCC) and FESTPAC-Hawai i can work to impro e
the coordination of future events.
The venue (Hawai i Convention Center) was a showpiece for Hawai’i, however, there

were a number of unexpected incidents that did not live up to its visual impact of thevenue. Example: Meeting rooms were not refreshed prior to next day’s meeting.
Clear communication is needs to between SPC and FESTPAC-Hawai’i to better
understanding the needs of meetings, technical requirements, and budget.

Recommendation is that there be one point of contact. A dialog with SPC is alreadyin the progress to address and define these issues.

Page 7
Technical Report on:

29th Meeting of the Council of Pacific Arts & Culture (CPA29)
Topics of Disscussion/Concerns in regards to FESTPAC-Hawai i:
Focus Discussions

Task

Import of Sale Items

Complete import andsale information of
goods delegates maysell at festival.

Outcome/Reccomendation
Use the diaspora of each
community to help ith
sales and license.
Research into outsourcing
and Import/Export
Company to handle.
Furthure research/staff isneeded to handle thisarea.

New & MediaCreate media

requirements, license

requirements andand proper release.

policies. Withrequirements forhistorical/archival
purpose.

Live stream sharedwith other countires
and perhaps cost

FutureCommunication

Foucs areas will be:« Commerical Media• Registration Process• live Streaming with
Festpac logo
• Identify Hawai’i PR
Team• Live Coverage ofOpening/closing

Create a Newsletteron a monthly basis.

Ceremony• Daily recaps
SPC will share theupdated contact list of

Establ sh direct

delegates to FESTPACHawai i 2020.

contact between headof delegation and
FESTPAC-Hawai i

published both in English

Newsletters need to be
and French (Translators

must be a certified
professional).

Determine who willproduce this Newsletter?
Wa a Concerns

FESTPAC-Hawai’i will

Are pre-post wa acrew part of therestricted 100

to determine needs,

participants

budget and otherreview each case by caserestrictions.

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