13th FESTIVAL OF PACIFIC ARTS & CULTURE
JUNE 10 - 21, 2020
HONOLULU, HAWAIʻI

AS OF: 1/22/20 16:09

SCHEDULE OF EVENTS (Tentative, subject to change):
VENUE
EST PAXNOTES:

1
2
3

4

5

6

DATE TIME
EVENT
6/1/2020 - 6/3/2020
Voyaging Canoe Arrivals
on Neighbor Islands
Monday, June 8, 2020
Culture for Sustainable
9:00 AM - Development Forum andTBA
5:00 PM Pacific Philosophy
Conference (6/8 -6/10)
Tuesday, June 9, 2020
TBA

Head of Delegation
Briefing

Culture for Sustainable
9:00 AM - Development Forum and7
5:00 PM Pacific Philosophy
Conference
8 Wednesday, June 10, 2020
NO - Head of Delegation
9
Briefing
10
TBA
Youth Ambassador
Culture for Sustainable
9:00 AM - Development Forum and11
5:00 PM Pacific Philosophy
Conference
12
9:00 AM Waʻa Arrival
13 Thursday, June 11, 2020

TBA

200

Head ofDelegations

NOTE: Tuesday Evening Briefing for
Wednesday, Because Wednesday will
be a early day

TBA

NOTE: No Daily Briefing on Wednesday,
TBA

TBA

TBA

200

Ke'ehi Lagoon

Tentative

13th FESTIVAL OF PACIFIC ARTS & CULTURE
JUNE 10 - 21, 2020
HONOLULU, HAWAIʻI
DATE
14

TIME
TBA

SCHEDULE OF EVENTS (Tentative, subject to change):
EVENT
VENUE
EST PAXNOTES:
Head of Delegation Daily
Head of
TBA
Briefing
Delegations
Youth Ambassador
TBA
TBA

TBA
3:00 PM 16
Opening Ceremonies
Iolani Palace
9:00 PM
17 Friday, June 12, 2020
Head of Delegation Daily
18
TBA
TBA
Briefing
19
TBA
Youth Ambassador
TBA
Festival Village - Cultural
11:00 AMAla Wai
20
Market, Food Booths,
9:00 PM
Promenade
Performances - Opening
Delegation:
11:00 AM
Hawai'I State Art
21
Demonstration,- 3:30 PM
MuseumPerformance- Opening
Delegation:
11:00 AM Demonstration,
22
Bishop Museum- 5:00 PM Performance & Carving Opening
Delegation:
10:00 AM Demonstration,
Honolulu Museum23- 4:30 PM Performance - One day of Art
Only
Delegation:
5:00 PM Helumoa, Royal
24
Demonstration,
9:00 PM
Hawaiian Center
Performance- Opening
15

AS OF: 1/22/20 16:09

All Delegations
Head ofDelegations
TBA
16 Delegations
3 -Delegations

4 -Delegations

1-2
Delegations

3 - Delegations

Need to Confirm: Not sure if Bishop
Museum will be apart of the Friday
opening like other venues??

13th FESTIVAL OF PACIFIC ARTS & CULTURE
JUNE 10 - 21, 2020
HONOLULU, HAWAIʻI
DATE
25

TIME

EVENT

TBA

Fishing & Voyaging

AS OF: 1/22/20 16:09

SCHEDULE OF EVENTS (Tentative, subject to change):
VENUE
EST PAXNOTES:
Ke'ehiTBA Lagoon/METC
Delegations
CenterSaturday, June 13, 2020
Head of Delegation Daily TBA - UH
27
TBA
Briefing
Cafeteria Area
28
TBA
Youth Ambassador
TBA
Parade from ʻIolani
Palace through Waikīkī to29
9:00 AM
Kapiʻolani Park (starting@ 9 Kapiʻolani
26

30

31

32

33

11:00 AMFestival Village
9:00 PM
Delegation:
11:00 AM
Demonstration,- 5:00 PM
Performance & Carvers
Delegation:
5:00 PM Demonstration,
9:00 PM
Performance
TBA

Fishing & Voyaging

Head ofDelegations
TBA
All Delegations

Ala Wai
Promenade

TBA Delegations

Bishop Museum

4 -Delegations

Helumoa, Royal
Hawaiian Center3 - Delegations

Ke'ehi
Lagoon/METC
CenterTBA Delegations

Sunday, June 14, 2020
Head of Delegation Daily
35
TBA
TBA
Briefing
34

Head ofDelegations

13th FESTIVAL OF PACIFIC ARTS & CULTURE
JUNE 10 - 21, 2020
HONOLULU, HAWAIʻI
DATE
36

37

38

AS OF: 1/22/20 16:09

SCHEDULE OF EVENTS (Tentative, subject to change):
TIME
EVENT
VENUE
EST PAXNOTES:
TBA
Youth Ambassador
TBA
TBA
Hawaiʻi
Meeting of the Council of Convention
TBA
Pre-Coference Set UP
Pacfic Arts and Culture
Center (Suite:____)
Hawaiʻi
Eccumenical Choral
Convention
10:00 AM Service @ the
All Delegations
Center Exhibit
Convention Center
Hall

39

11:00 AM
Festival Village- 9:00 PM

Ala Wai
Promenade

TBA Delegations

40

Delegation:
11:00 AM
Demonstration,- 5:00 PM
Performance & Carvers

Bishop Museum

4 -Delegations

41

2:00 PM

Hawaiʻi
Convention
CenterAll Participating
Delegations

42

Delegation:
5:00 PM Demonstration,
9:00 PM
Performance

Helumoa, Royal
Hawaiian Center3 - Delegations

Opening of Art Exhibit

Hawaiʻi Delegation: A
Tribute to Liliʻuokalani43

7:30 PM44

Monday, June 15, 2020

Hawaiʻi
Convention
Center ExhibitHall13th FESTIVAL OF PACIFIC ARTS & CULTURE
JUNE 10 - 21, 2020
HONOLULU, HAWAIʻI
DATE
45
46

47

48

49

50

51

52

AS OF: 1/22/20 16:09

SCHEDULE OF EVENTS (Tentative, subject to change):
TIME
EVENT
VENUE
EST PAXNOTES:
Head of Delegation Daily H+E527Liliʻu
Head of
TBA
Briefing
TheatreDelegations
TBA
Youth Ambassador
TBA
TBA
Hawaiʻi
Meeting of the Council of Convention
TBA
Pacfic Arts and Culture
Center (Suite:____)
Hawaiʻi
Need to Update correct/offical title////9:40 AM - 2020 AustronesianConvention
ROC-Taiwan
Changed to 6/15 one day only
5:20
Forum
Center -- Liliʻu
On Own(originally 18/19th .. S360 Informed
TheatreTBA 11:00 AM
Ala Wai
Festival Village
Delegations- 9:00 PM
Promenade+Hawaiʻi
Cultural Demonstrations,
Art Exhibit, Symposiums, Hawai'i
11:00 AM
Film Presentations,
Convention
Shuttle- 6:00 PM
Literary, Theatre,
Center - Level 3
Hula/Dance Class
Delegation:
11:00 AM
4 -Delegations
Demonstration,
Bishop Museum- 5:00 PM+Hawaiʻi
Performance & Carvers
Delegation:
11:00 AM
Hawai'I State Art 3 -Delegations
Demonstration,- 3:30 PM
Museum+Hawaiʻi
Performance13th FESTIVAL OF PACIFIC ARTS & CULTURE
JUNE 10 - 21, 2020
HONOLULU, HAWAIʻI
DATE

TIME

EVENT

53

11:00 Am Lecture, Forum &- 4:00 PM Workshops

54

7:00 PM Wearable Art Show (1)9:00 PMAS OF: 1/22/20 16:09

SCHEDULE OF EVENTS (Tentative, subject to change):
VENUE
EST PAXNOTES:
Hawaiʻi
Convention
Center
Hawaiʻi
Convention
3- Delegations
Center - Exhibition + Hawaiʻi
Hall

Delegation:
5:00 PM Helumoa, Royal
55
Demonstration,
9:00 PM
Hawaiian Center
Performance• Choral Festival at
5:30 PM - Kawaiahaʻo Church
Kawaiahao
56
7:30 PM celebrating their 200th
Churchanniversary,
6:00 PM - Daily Hula/Dance
TBA - UH Dance57
8:30 PM Exchange
Studio58 Tuesday, June 16, 2020
Head of Delegation Daily
59
TBA
TBA
Briefing
60
TBA
Youth Ambassador
TBA
Hawaiʻi
5th Meeting of the Pacific Convention
61
TBA
Ministers for Culture
Center (Suite:____)

3 - Delegations

3 - Delegations+Hawaiʻi

Head ofDelegations
TBA
Minister Of
Culture &Represenatives

13th FESTIVAL OF PACIFIC ARTS & CULTURE
JUNE 10 - 21, 2020
HONOLULU, HAWAIʻI
DATE
62

63

64

65

TIME

EVENT

11:00 AM
Festival Village- 9:00 PM
Cultural Demonstrations,
Art Exhibit, Symposiums,
11:00 AM
Film Presentations,- 6:00 PM
Literary, Theatre,
Hula/Dance Class
Delegation:
11:00 AM
Demonstration,- 5:00 PM
Performance & Carvers
Delegation:
11:00 AM
Demonstration,- 3:30 PM
Performance66

11:00 Am Lecture, Forum &- 4:00 PM Workshops

67

TBA

68

Delegation:
5:00 PM Demonstration,
9:00 PM
Performance

Fishing & Voyaging

AS OF: 1/22/20 16:09

SCHEDULE OF EVENTS (Tentative, subject to change):
VENUE
EST PAXNOTES:TBA Ala Wai
Delegations
Promenade+Hawaiʻi
Hawai'iConvention
Center - Level 3

ShuttleBishop Museum

4 -Delegations+Hawaiʻi

Hawai'I State Art
Museum

3 -Delegations+Hawaiʻi

Hawaiʻi
Convention
CenterKe'ehi
Lagoon/METC
CenterHelumoa, Royal
Hawaiian Center

TBA Delegations
3 - Delegations

13th FESTIVAL OF PACIFIC ARTS & CULTURE
JUNE 10 - 21, 2020
HONOLULU, HAWAIʻI
DATE
69

70

TIME

EVENT
• Choral Festival at
5:30 PM - Kawaiahaʻo Church
7:30 PM celebrating their 200th
anniversary,
7:00 PM Wearable Art Show (2)9:00 PMSCHEDULE OF EVENTS (Tentative, subject to change):
VENUE
EST PAXNOTES:
Kawaiahao
Church

3 - Delegations+Hawaiʻi

Hawaiʻi
Convention
3- Delegations
Center - Exhibition + Hawaiʻi
Hal
TBA - UH Dance
Studio6:00 PM - Daily Hula/Dance
8:30 PM Exchange
72 Wednesday, June 17, 2020
Head of Delegation Daily
73
TBA
TBA
Briefing
74
TBA
Youth Ambassador
TBA
Hawaiʻi
5th Meeting of the Pacific Convention
75
TBA
Ministers for Culture
Center (Suite:
____)
71

AS OF: 1/22/20 16:09

76

11:00 AM
Festival Village- 9:00 PM

Ala Wai
Promenade

77

Cultural Demonstrations,
Art Exhibit, Symposiums, Hawai'i
11:00 AM
Film Presentations,
Convention- 6:00 PM
Literary, Theatre,
Center - Level 3
Hula/Dance Class

Head ofDelegations
TBA
Minister Of
Culture &Represenatives
TBA Delegations+Hawaiʻi

Shuttle13th FESTIVAL OF PACIFIC ARTS & CULTURE
JUNE 10 - 21, 2020
HONOLULU, HAWAIʻI
DATE
78

79

TIME

EVENT
Delegation:
11:00 AM
Demonstration,- 5:00 PM
Performance & Carvers
Delegation:
11:00 AM
Demonstration,- 3:30 PM
Performance80

11:00 Am Lecture, Forum &- 4:00 PM Workshops

81

TBA

82

83

84

Fishing & Voyaging

Delegation:
5:00 PM Demonstration,
9:00 PM
Performance• Choral Festival at
5:30 PM - Kawaiahaʻo Church
7:30 PM celebrating their 200th
anniversary,
7:00 PM Queenʻs Pageant
9:00 PM

6:00 PM - Daily Hula/Dance
8:30 PM Exchange
86 Thursday, June 18, 2020
85

AS OF: 1/22/20 16:09

SCHEDULE OF EVENTS (Tentative, subject to change):
VENUE
EST PAXNOTES:
Bishop Museum

4 -Delegations+Hawaiʻi

Hawai'I State Art
Museum

3 -Delegations+Hawaiʻi

Hawaiʻi
Convention
CenterKe'ehi
Lagoon/METC
CenterTBA Delegations

Helumoa, Royal
Hawaiian Center3 - Delegations

Kawaiahao
Church

3 - Delegations+Hawaiʻi

Hawaiʻi
Convention
Delegations +Center - Exhibition Hawaiʻi
Hal
TBA - UH Dance
Studio13th FESTIVAL OF PACIFIC ARTS & CULTURE
JUNE 10 - 21, 2020
HONOLULU, HAWAIʻI
DATE
87
88

89

90

91

92

93

94

95

AS OF: 1/22/20 16:09

SCHEDULE OF EVENTS (Tentative, subject to change):
TIME
EVENT
VENUE
EST PAXNOTES:
Head of Delegation Daily
Head of
TBA
TBA
Briefing
Delegations
TBA
Youth Ambassador
TBA
TBA
TBA 11:00 AM
Ala Wai
Festival Village
Delegations- 9:00 PM
Promenade+Hawaiʻi
Cultural Demonstrations,
Art Exhibit, Symposiums, Hawai'i
11:00 AM
Film Presentations,
Convention
Shuttle- 6:00 PM
Literary, Theatre,
Center - Level 3
Hula/Dance Class
Delegation:
11:00 AM
4 -Delegations
Demonstration,
Bishop Museum- 5:00 PM+Hawaiʻi
Performance & Carvers
Delegation:
11:00 AM
Hawai'I State Art 3 -Delegations
Demonstration,- 3:30 PM
Museum+Hawaiʻi
Performance
Hawaiʻi
11:00 Am Lecture, Forum &Convention- 4:00 PM Workshops
CenterKe'ehiTBA TBA
Fishing & Voyaging
Lagoon/METC
Delegations
CenterDelegation:
5:00 PM Helumoa, Royal
Demonstration,
3 - Delegations
9:00 PM
Hawaiian Center
Performance13th FESTIVAL OF PACIFIC ARTS & CULTURE
JUNE 10 - 21, 2020
HONOLULU, HAWAIʻIDATESCHEDULE OF EVENTS (Tentative, subject to change):
VENUE
EST PAXNOTES:EVENT• Choral Festival at
5:30 PM - Kawaiahaʻo Church
Kawaiahao
96
7:30 PM celebrating their 200th
Churchanniversary,
6:00 PM - Daily Hula/Dance
TBA - UH Dance97
8:30 PM Exchange
Studio98 Friday, June 19, 2020
Head of Delegation Daily
99
TBA
TBA
Briefing
100
TBA
Youth Ambassador
TBA
101

102

103

104

TIME

11:00 AM
Festival Village- 9:00 PM
Cultural Demonstrations,
Art Exhibit, Symposiums,
11:00 AM
Film Presentations,- 6:00 PM
Literary, Theatre,
Hula/Dance Class
Delegation:
11:00 AM
Demonstration,- 5:00 PM
Performance & Carvers
Delegation:
11:00 AM
Demonstration,- 3:30 PM
Performance

AS OF: 1/22/20 16:09

Ala Wai
Promenade3 - Delegations+Hawaiʻi

Head ofDelegations
TBA
TBA Delegations+Hawaiʻi

Hawai'iConvention
Center - Level 3

ShuttleBishop Museum

4 -Delegations+Hawaiʻi

Hawai'I State Art
Museum

3 -Delegations+Hawaiʻi

13th FESTIVAL OF PACIFIC ARTS & CULTURE
JUNE 10 - 21, 2020
HONOLULU, HAWAIʻI
DATE
105

TIME

EVENT

TBA

Fishing & Voyaging

AS OF: 1/22/20 16:09

SCHEDULE OF EVENTS (Tentative, subject to change):
VENUE
EST PAXNOTES:
Ke'ehiTBA Lagoon/METC
Delegations
CenterDelegation:
5:00 PM Helumoa, Royal
Demonstration,
9:00 PM
Hawaiian Center
Performance
6:00 PM - Daily Hula/Dance
TBA - UH Dance107
8:30 PM Exchange
Studio108 Saturday, June 20, 2020
Head of Delegation Daily
109
TBA
TBA
Briefing
110
TBA
Youth Ambassador
TBA
106

3 - Delegations

111

11:00 AM Makahiki Games, Art- 6:00 PM Market, Music Concert

Kapiʻolani Park112

11:00 AM
Festival Village- 9:00 PM

Ala Wai
Promenade

Head ofDelegations
TBA
TBA Delegations+Hawaiʻi
TBA Delegations+Hawaiʻi

113

114

Cultural Demonstrations,
Art Exhibit, Symposiums,
11:00 AM
Film Presentations,- 6:00 PM
Literary, Theatre,
Hula/Dance Class
Delegation:
11:00 AM
Demonstration,- 5:00 PM
Performance & Carvers

Hawai'iConvention
Center - Level 3

ShuttleBishop Museum

4 -Delegations+Hawaiʻi

13th FESTIVAL OF PACIFIC ARTS & CULTURE
JUNE 10 - 21, 2020
HONOLULU, HAWAIʻI
DATE
115

TIME

EVENT

TBA

Fishing & Voyaging

SCHEDULE OF EVENTS (Tentative, subject to change):
VENUE
EST PAXNOTES:
Ke'ehiTBA Lagoon/METC
Delegations
CenterDelegation:
5:00 PM Helumoa, Royal
Demonstration,
9:00 PM
Hawaiian Center
Performance
117 Sunday, June 21, 2020
Head of Delegation Daily
118
TBA
TBA
Briefing
Closing Ceremonies @3:00 PM 119
the Kapiʻolani Park (mid- Kapiʻolani Park
9:00 PMafternoon).
120 Monday, June 22, 2020
Head of Delegation Final
121
TBA
TBA
Briefing
116

AS OF: 1/22/20 16:09

3 - Delegations

Head ofDelegations
All Delegations

Head ofDelegations

FESTPAC 2020
Safety & Security
Coordination Questions
Below is a list of coordination questions that the steering committee is requestinganswers on before proceeding with the Safety and Security draft brief.

1.

Will the City and County of Honolulu with assistance from the safety andsecurity steering committee be writing the Safety and Security Brief?

2.

Who will be the Honolulu Police Department Liaison to the Committee?

3.

Who will be the Honolulu Fire Department Liaison to the Committee?

4.

Who will be the Emergency Medical Service Liaison to the Committee?

5.

Has FESTPAC, City met with the State to decide on the location of a Joint
Operation Center or (JOC)?

6.

Will that Operation Center also contain the Joint Information Center or(JIC)? If not, where will that location be.

7.

Will FESTPAC, City or State be providing the Interoperability
Communications with the other participating agencies.

8.

If a participant has been arrested for a crime or has serious injuries, has
FESTPAC, City and State set up a protocol for notification to the Safety andSecurity subcommittee on a twenty-four-hour basis? This would include arequest from any of the Law Enforcement or Life Safety groups such as EMS
for the use of an interpreter.

9.

Has FESTPAC, City and State met to discuss the type and wording of theparticipants ID for both Emergency, Law Enforcement, feeding and accessissues?

10.

Has FESTPAC, City discussed with the State who will pay for, make andprovide those ID cards to the participants, or a protocol for lost or stolen ID
cards?

11.

If a participant has been diagnosed with a disease such as measles, has
FESTPAC, City discussed with the State a notification and quarantine
protocol?

12.

Has FESTPAC, City opened discussions with the following agencies on
coordination efforts?
Department of Homeland Security
Transportation & Security Administration
Federal Aviation Administration
Federal Bureau of Investigation
U.S Customs and Border Patrol
State Fusion Center
State Office of Emergency Management
Department of Land and Natural Resources
Sheriff’s Office
Airport Police
Harbor Police
City Office of Emergency Management
Honolulu Police Department
Honolulu Fire Department
Emergency Medical Services
Ocean Safety

13.

Has FESTPAC, City discussed with the FAA and the Honolulu Police
Department how they are going to address the drone problem during thearrivals of the voyaging canoes?

FESTPAC-HAWAII 2020
Mayor's Office of Culture and the Arts
City & County of Honolulu

Programing & Venue Assistance

EVENT: OPENING CEREMONYDATE: Thursday, June 11, 2020 (State Holiday)
TIME:
3:00 PM - 10:00 PM
VENUE: IOLANI PALACE
Estimated Attendance: 5,000
1 Parking Permit #1
1 Parking Permit #2

3 Parking Permit #3
4 Parking - Fasi Civic Center
Honolulu Police Department(HPD)
Emergency Management
6
Service (EMS)
7 Trash Cans/Recycle Bins
5

Street Parking- All of Richard for loading
and unloading - Beretania - King Street
Street Parking - Front of Palace on King for
Loading and unloading of buses, Richard Punchbowl
EWA side of Punchbowl Street along Library
for loading and unloading of delegates Beretania - King Street
City Civic Center Parking for Public - all day
as 6/11 is a holiday

6/11

6AM - 12AM

6/11

6AM - 12AM

6/11

6AM - 12AM

6/11

6AM - 12AM

Event Security, Traffic Control

6/11

Set up in tent - First Aid

6/11

Recycle Bins

Load In: 6/10

Page 1 of 5

1 PM - 10PM

FESTPAC-HAWAII 2020
Mayor's Office of Culture and the Arts
City & County of Honolulu

Programing & Venue Assistance

EVENT: FESTIVAL VILLAGE (6/12-6/20)
DATE: Friday, June 12 - Saturday, June 20
TIME:
12:00 PM - 5:00PM
VENUE: ALA WAI PROMENADE
Estimated Attendance: 5,000 Daily
1 Ala Wai Promenade Permit
2 Parking Permit
3 Parking Permit
4
5

HPD

DPR - Between Ala Moana Blvd andKalakaua Ave - Dates: June 9 - June 21
Loading and Unloading - Kalakaua Ave
Before Bridge. 6/9-6/21 8AM -- 9PM
Magic Island Parking Lot for Staff &Volunteers
Traffic, Event Security (Daily)
Evening Event(s) (Wearable Art Show
Dinner)

6 DES

Trash bins, trash Service, Clean Area Pre
Setup

7 EMS
8 DPR

Frist Aid - Set up in tent
Turn Off Sprinklers from 6/9-6/22

Page 2 of 5

LOAD IN: 6/96/11
LOAD IN: 6/96/11

Strike Out:
6/21-6/22
Strike Out:
6/21-6/22

6/12 - 6/20

8AM - 12AM

6/12 - 6/20

8AM - 8PM

6/16 - 6/19

5 PM - 8 PM

PickupCleaning
Daily?
6/12 -6/20

6/12 - 6/20
11AM - 8 PM

FESTPAC-HAWAII 2020
Mayor's Office of Culture and the Arts
City & County of Honolulu

Programing & Venue Assistance

EVENT: HAWAIʻI CONVENTION CENTER (6/12-6/20)
DATE: Friday, June 12 - Saturday, June 20
VENUE: HAWAIʻI CONVENTION CENTER
Estimated Attendance: 5,000 Daily** Broken out by events at HCC
Honolulu Police Department
Front of Convention Center - Traffic Control,1June 12 - 20
(HPD)
Security (Daily)
Front of Convention Center - Traffic Control,
Honolulu Police Department
Sunday, June
2
Security (Convention Center Event:(HPD)
14
Ecumenical)
Front of Convention Center - Traffic Control,
Honolulu Police Department
3
Security (Convention Center Event:June 16 - 18
(HPD)
Wearable Art Show)
Front of Convention Center - Traffic Control,
Honolulu Police Department
Friday, June
4
Security (Convention Center Event: Queens(HPD)
19
Pageant)

9AM - 10PM
9AM - 10PM

6PM - 10PM

6PM - 10PM

EVENT: CHORAL FESTIVAL
DATE: JUNE 15, 16, 17, 18
TIME:
5:30 PM - 9:30 PM
VENUE: KAWAIAHA'O CHURCH
Estimated Attendance: 200

1 Parking Permit
2

Honolulu Police Department(HPD)

Kawaiaha'o Street - From Corner of KingJUNE 15,16,
Street to Mission Lane 4:00Pm - 10:00 PM 17, 18
June 15, 16, 17, 18
JUNE 15,16,
Traffic Control, Security
17, 18Page 3 of 5

4:00 PM 10:00 PM
5:00pm - 9:00
PMFESTPAC-HAWAII 2020
Mayor's Office of Culture and the Arts
City & County of Honolulu

Programing & Venue Assistance

EVENT: MAKAHIKI & CLOSING CEREMONYDATE: June 20 & 21
TIME:
VENUE: KAPIOLANI PARK / PAKI HALE
Estimated Attendance: 5,000 - 8,000
1 Park Permit
Park Permit
Parking lot A on Paki Ave, Mauka Side of
2 Parking Permit (Lot A)
Park for Loading & Unloading
Parking lot B on Paki Ave, Mauka Side of
3 Parking Permit (Lot B)
Park for Loading & Unloading, Bus Drop Off
Along Kalakaua Side of Kapiolani Park,
4 Parking Permit (Street)
Across from Kaimana Beach to Ewa (40Stalls) Vender Parking
Parking Permit (Paki/Monsarrat Parking (Paki/Monsarrat Lot) - Volunteer
5Lot)
Parking
6 Parking Permit (Paki Hale)
PAKI Hale Parking Lot (VIP/STAFF)
7 Permit - Paki Hale
Paki Hale For VIP
8 DPR/DES

Trash

9 DPR
10 Emergency Management
11 Service (EMS)
12 Honolulu Police Department
13 (HPD)
14 Board of Water Supply

Turn off Sprinkler
Set up in tent - First Aid
Event Security, Traffic Control
Water Buffalo set up

Page 4 of 5June 18 - 22

6AM - 10PM

June 18 - 22
June 18 - 22
June 20-21

6 AM - 10PM

June 20-21

6 AM - 10PM

June 20-21
June 20-21
Trash cans,
Recycle Bins
June 18 - 22
June 20
June 21
June 20
June 21
June 20-21

6 AM - 10PM
6 AM - 10PM

10 AM - 5 PM
10AM - 10PM
10 AM - 5 PM
10AM - 10PM

FESTPAC-HAWAII 2020
Mayor's Office of Culture and the Arts
City & County of Honolulu

Programing & Venue Assistance

EVENT: 2nd Culture for Sustainable Development Forum and Pacific Philosophy Conference
DATE: June 7, 8 & 10
TIME:
VENUE: MISSION MEMORIAL AUDITORIUM & Honolulu Hale
TBA - May not be available
Estimated Attendance: 200
1

Permit for Mission Memorial
Auditorium

2 MOCA

Permit Sunday, June 7 (Set up) - June 8-10
(Conference)
Pre Conference Set up - Set up of Flags
and Audio Translation System

3 Permit for Honolulu Hale

Evening Reception

4 Parking Permit

Drop off Front of City Hall

Page 5 of 5June 7 - 10
Sunday, June
7
Monday, June
8
June 8 - 9

12PM - 6 PM
5 PM - 9 PM
8AM - 6 PM

FESTPAC-HAWAII 2020
Programing Draft as of:
1/22/20 15:44

1

2

3

Tuesday Wednesday Thursday

Friday4Saturday5

Sunday6

Monday7

Tuesday8

9Wednesday Thursday

10

Friday11

Saturday12

SundayMonday6/9/20 10-Jun-20 11-Jun-20 12-Jun-20 13-Jun-20 14-Jun-20 15-Jun-20 16-Jun-20 17-Jun-20 18-Jun-20 19-Jun-20 20-Jun-20 21-Jun-20 22-Jun-20
VENUE
ACTIVITYFESTPAC VILLAGE
Village Stage
Village Market
Village Food
Hawai'i Convention Center
Fine Arts Gallery
Film
Literary Arts
Ecumenical Services
Hawaiian Music Concert
Wearable Art Show
SPC MEETING
2020 Austronesian Forum
Pacific Island Queen Pageant

Load In
Load In
Load In
Load In
Load In

TBA
Culture for Sustainable Development Forum and Pacific Philosophy ConferenceKe'ehi Lagoon
Wa'a Arrival
Iolani Palace
Opening Ceremonies
Kamehameha Celebration
Lei Draping (Ali'iolani Hale
Parade of Nations
Bishop Museum
PerformanceMarketArtist/Crafts
Film

?
?
?
?

Honolulu Museum of Art
PerformanceMarketArtist/Crafts
Film
State Art Museum
PerformanceMarketArtist/Crafts
Film
Host VIP
Kawaiaha'o Church
Choral Fest
Kapiolani Park
Makahiki Games
Closing Ceremony

1 of 1CONVENTION CENTER:

ROOM/VENUEACTIVITY

1

2

3

4

5

6

7

8

9

10

11

WednesdayThursdayFridaySaturday

SundayMondayTuesday

WednesdayThursdayFridaySaturday

ParkingWearable Wearable
Wearable
Art Show 1 Art Show 2 Art Show 3

Pacific
IslandSunday10-Jun-20 11-Jun-20 12-Jun-20 13-Jun-20 14-Jun-20 15-Jun-20 16-Jun-20 17-Jun-20 18-Jun-20 19-Jun-20 20-Jun-20 21-Jun-20

Level 4
Ballroom - A
Ballroom - B
Ballroom - C
Rooftop Garden
Level 1
Exhibit Hall - 1
Exhibit Hall - 2
Exhibit Hall - 3

ParkingStage/Dressing Area/Audience

Load In Set Ecumenical
UP
Service

Level 3
MAUKA MEETING ROOMSPā Kalihi Courtyard
301 - A
301 - B
302 - A
302 - B304 - A304 - B306 - A306 - B
303 - A303 - B305 - A305 - B307 - A
307 - B308 - A
Green Room/Dressing 1
308 - B
Green Room/Dressing 2
309
Green Room/Dressing 3
310 - Liliʻu TheatreFilm/Storytelling/Drama
Charlot Courtyard
CENTER CONCOURSE
311- Kauaʻi
312 - Niʻihau
313 Oʻahu - A
313 Oʻahu - B
313 Oʻahu - C
314 - Lanaʻi

Cultural Demonstrations
Artists Panel Discussions
Gallery Polynesia/Hawaiʻi

Gallery - Hawaiʻi

Exchange/Dance/Music
1 of 2

CONVENTION CENTER:

ROOM/VENUE
315 Molokaʻi316 Maui - A
316 Maui - B
316 Maui - C

ACTIVITY

1

2

3

4

5

6

7

8

9

10

11

WednesdayThursdayFridaySaturday

SundayMondayTuesday

WednesdayThursdayFridaySaturday

Sunday10-Jun-20 11-Jun-20 12-Jun-20 13-Jun-20 14-Jun-20 15-Jun-20 16-Jun-20 17-Jun-20 18-Jun-20 19-Jun-20 20-Jun-20 21-Jun-20

Literary /Film -Display
Gallery Micronesia/ Melanesia

3rd FLOOR LOBBY
317 - Kahoʻolawe - A
Information Exchange
317 - Kahoʻolawe - B
318 - AMedia Room
318 - BFirst Aid Room319 - A
Meeting Room319 - B
320 - Emalani Theater Film and Lectures
MAKAI MEETING ROOMS
321 - A
Delegate Multi Purpose Room 321 - B
Briefings/Youth/
322 - A322 - B323 - ASouth Pacific Commission
323 - B
Meeting Room323 - C
324
Storage
325 - A325 - B326 - A
FESTPAC Room 1
326 - B
FESTPAC Room 2
327
FESTPAC HI - OFFICE
328

Gallery - Micronesia/Melanesia/Polynesia

Austronesian

SPC MEETINGS

2 of 2

List of Participating Delegation

update as of:
1/22/20 15:44

1
2
3
4
5
6

7

8
9
10
11
12
13
14

1 American Samoa
2 Aotearoa (New Zealand)
3 Australia
4 Cook Island
5 Federated States of Micronesia (FSM)
6 Fiji
7 Heremoana Maamaatuaiahutapu
8 Anna Marie Arceo
9 Hawaii
10 Kingdom of Tonga
11 Kiribati
12 Nauru
13 New Caledonia
14 Niue
15 Norfolk Island
16 Papua New Guinea
17 Pitcairn Island
18 Rapa Nui
19 Republic of China (Taiwan)
20 Republic of Marshall Islands
21 Republic of Palau
22 Samoa
23 Solomon Islands
24 The Commonwealth of the Northern Mariana Islands
25 Tokelau
26 Tuvalu
27 Vanuatu
28 Wallis Futuna

129
100
100
100
50

50

40
100
70
100
100
40
50

Participating Delegates

1029

Anticipated Delegations
Participating Delegations

28
14

No Response

14

IOLANI PALACE - OPENING CEREMONYTECHNICAL INFORMATIONEVENT:OPENING CEREMONYDATE(S):THURSDAY, JUNE 11, 2020
VENUE:IOLANI PALACE
DELEGATE(S):ALL PARTICIPATING DELEGATIONSPERFORMANCE: 7 - 10 MINUTESTechnical Schedule
Pre-Event (Day 1) LOAD IN
Date Wednesday, June 10, 2020
Time TBA
Event (Day 2) OPENING CEREMONY
Date Thursday, June 11, 2020
Time 3:00 PM
Post- Event (DaySTRIKE
3)
Date Friday, June 10
Time TBA
ACTIVITY/TASK
Parking Permit #1
Parking Permit #2
Parking Permit #3

DESCRIPTION OF ACTIVITY/TASKLEADStreet Parking- All of Richard for loading and unloading - Food
C&C
TrucksStreet Parking - Front of Palace on King for Loading and unloading
C&C
of buses, (Two Lanes may be required)
EWA side of Punchbowl Street along Library for loading andC&C
unloading of delegates

Parking - Fasi Civic
City Civic Center Parking for Public - all day as 6/11 is a holiday
CenterPolice Security
HPD - Traffic outside of Palace
Emergency
EMS - Set up tentManagement
Trash
Cans/Recycle Bins
Event Permit

Permit for Iolani Palace Grounds

Stage
Lights & Sound
Chairs
Tents
Text 40X100 X6Stage 60' X 40 'X 3'
To Be Contracted
3500(See Breakdown Below)(See Breakdown Below)

C&C
C&C
C&C
C&C
Iolani
Palace
PAʻI
PAʻI
PAʻI
PAʻI
PAʻI

1 of 3IOLANI PALACE - OPENING CEREMONYTECHNICAL INFORMATION

Tables (Food Tent) 16 - (See Breakdown Below)
Toilets
Trash Roll Off
Decorations
Flags 30

28 Countries + SPC

Sheriffs

DLNR - Sheriffs for Security

VIP Room
At HiSam
Information/Headqu
arterTransportation

Shuttle to and from UH Dorms

Breakdown:
Tent #1
Tent #2
Tent #3
Tent #4
Tent #5
Tent #6
Tent #7
Tent #8
Tent #9

Delegates
Delegates
Delegates
Delegates
Ewa Food Tent - 8 Tables
Diamond Head Food Tent - 8 Tables
Security/1st Aid
Halau Dressing Tent
Info/FESTPAC Tent

PAʻI
PAʻI
PAʻI
PAʻI &
Iolani
PalacePA'I
PAʻI &
Iolani
PalaceSFCA
PA'I
Pacific
IslandInstitute

STAGE MANAGERWork with Head of Delegation to ensure program schedule is maintained.
Set up and run rehearsal schedules.
Compile technical notes on: cues, and requirements for lighting and sound.
Manage the backstage and onstage areas during performances.
Liaise with the Delegation’s Artistic Director, stage personnel and other technical services.
call artists for rehearsals and performance.

STAGE
Free Standing Platform stage
40’ deep x 60’ across x 36” high2 of 3IOLANI PALACE - OPENING CEREMONYTECHNICAL INFORMATION

Entrance/Exit at Stage-right and Stage-left
Skirted with Black
PodiumDignitary Chairs

VIDEO
Graphics - Laptop to run slide show. Slide Show/Graphics of Delegation(2) Projectors(2) cameras to shoot show & performances(2) 16’ x 9’ projection screens

AUDIO (in addition to PA)
12-16 Channel sound system(2-4) stage/musician monitors(2) podium mics
(4) vocal mics, (4) DIs, (4) monitor set up at SR performance area(2) wireless LAV or Handheld mics
(4-6) Floor Micsa recorder providing backup playback, and/or disc player for primary playback;Speakers

LIGHTING (note there are no follow-spots)
Stage wash,
Moving lights for breakups on Palace
Palace Ground Lights

TRANSPORTATION
Shuttle to and from UH Dorms
Drop off on Punchbowl
Drop Off on King Street will require two lane
VIP- Dignitaries
VIP and Dignitaries will be hosted by SFCA at HiSam
MEALSDelegation Meals will be offered at designated Food Tents (#5 & #6)

3 of 3

Makahiki Game/Closing Ceremony
KAPI'OLANI PARK

VENUE
DATE

KAPIOLANI PARKATTENDANCE:

8,000

Saturday, June 20, 2020
Sunday, June 21, 2020

EVENT (1) LOAD IN
Date
Friday, June 19
Time
TBA
EVENT (2) Makahiki Games
Date
Saturday, June 20
Time
11:00 AM - 5:00 PM
EVENT (3) Closing Ceremony
Date
Sunday, June 21
Time
2:00 PM - 9:00 PM
EVENT (4) Strike Out
Date
Monday, June 22
Time
TBA
ACTIVITY/TASKDESCRIPTION OF ACTIVITY/TASK

LEAD

Kapiʻolani PARKPark Permit

C&C

Parking Permit (Lot A)

Parking lot A on Paki Ave, Mauka
C&C
Side of Park for Loading & Unloading

Parking lot B on Paki Ave, Mauka
Parking Permit (Lot B) Side of Park for Loading & Unloading, C&C
Bus Drop Off
Along Kalakaua Side of Kapiolani
Parking Permit (Street) Park, Across from Kaimana Beach to C&C
Ewa (40 Stalls) Vender Parking
Parking Permit
Parking (Paki/Monsarrat Lot) C&C(Paki/Monsarrat Lot)
Volunteer Parking
Parking Permit (Paki
PAKI Hale Parking Lot (VIP/STAFF)
C&C
Hale)
Trash
Trash cans, Recycle Bins
Turn off Sprinkler
June 18 - 22
C&C
PAʻI
Tent
PAʻI
Chairs
Tina
Stage
Tina
Lights & Sound
1 of 3

Makahiki Game/Closing Ceremony
KAPI'OLANI PARK

FOOD Booths
Toilets
Trash Roll Off
Decorations
Street Banner
Logo
Import/Export

STAGE MANAGERWork with Head of Delegation to ensure program schedule is maintained.
Set up and run rehearsal schedules.
Compile technical notes on: cues, and requirements for lighting and sound.
Manage the backstage and onstage areas during performances.
Liaise with the Delegation’s Artistic Director, stage personnel and other technical services.
call artists for rehearsals and performance.

STAGE
Free Standing Platform stage
40’ deep x 60’ across x 36” highEntrance/Exit at Stage-right and Stage-left
Skirted with Black
PodiumDignitary Chairs

VIDEO
Graphics - Laptop to run slide show. Slide Show/Graphics of Delegation(2) Projectors(2) cameras to shoot show & performances(2) 16’ x 9’ projection screens

AUDIO (in addition to PA)
12-16 Channel sound system(2-4) stage/musician monitors(2) podium mics

2 of 3

Makahiki Game/Closing Ceremony
KAPI'OLANI PARK

(4) vocal mics, (4) DIs, (4) monitor set up at SR performance area(2) wireless LAV or Handheld mics
(4-6) Floor Micsa recorder providing backup playback, and/or disc player for primary playback;Speakers

LIGHTING (note there are no follow-spots)
Stage wash,
Moving lights for breakups on Palace
Palace Ground Lights

TRANSPORTATION
Shuttle to and from UH Dorms
Drop off on Punchbowl
Drop Off on King Street will require two lane
VIP- Dignitaries
VIP and Dignitaries will be hosted at Paki Hale
MEALS
Delegation Meals will be offered at designated Food Tents

3 of 3

Performace Venues (Outside of Village)
TECHNICAL INFORMATIONEVENT:
Performace Venues (Outside of Village)
DATE(S):
June 12 – 20, 2020
VENUE:
Bishop Musem, HiSam, HoMa, Others
DELEGATE(S):Hawai’i + 3 or 4 Delegations
PERFORMANCE: Various Performance Times:

1 - Long Show (45 Minutes)
2 - Short Shows (15 Minuets)
Program may include but not limited to:
Performing Arts (Dance, Music, Story Telling)
Cultural Demonstrations
Visual Arts
Flim
Literature

STAGE MANAGERWork with Head of Delegation to ensure program schedule is maintained.
Set up and run rehearsal schedules.
Compile technical notes on: cues, and requirements for lighting and sound.
Manage the backstage and onstage areas during performances.
Liaise with the Delegation’s Artistic Director, stage personnel and other technical services.
call artists for rehearsals and performance.

STAGE
Stage or Performance area clear of debris(4) Chairs on each side of the stage
Two tables (one on each side of stage, as space allows) for instruments, props, etc.

AUDIO (in addition to PA)
12-16 Channel sound system(2-4) stage/musician monitors(2) podium mics
(4) vocal mics, (4) DIs, (4) monitor set up at SR performance area(2) wireless LAV or Handheld mics
(4) Music Stands, & (4) Chairsa recorder providing backup playback, and/or disc player for primary playback;1 of 2Performace Venues (Outside of Village)
TECHNICAL INFORMATION

LIGHTING (for evening performances)Stage wash, backlight, & runway wash

DRESSING ROOMSAt least two clean dressing rooms/areas with ventilation.
10 Chairs and 4 Tables
2-4 wardrobe racks, and hangers.
Quick Change Area near Stage

GREEN ROOM/HOSPITALITY AREA
Provide water and refreshments
Secure area to store costumes and props
1 Meal for delegates and volunteers

TRANSPORTATION
Arrange time and designated drop off/pick up area

2 of 2

FESTPAC VILLAGETECHNICAL INFORMATION

VENUE
DATE

ALA WAI PROMENADE
6/12/2020 - 6/21/2020

EVENT
(1)
Date
Time
EVENT
(2)
Date
Time
EVENT
(3)

Load In- Set Up

Date
Time
EVENT
(4)
Date
Time

ACTIVITY: VILLAGE (6/12-6/20)
ATTENDANCE: Various

Tuesday, June 9, 2020
Open Ceremony
Friday, June 12, 2020
12 NoonFlavors of the Paciic
Friday & Saturday - June
12-13
5 PM - 9 PM
Closing of Village
Saturday, June 20, 2020
ACTIVITY/TASK
Ala Wai Promenade
PermitParking Permit
Security
TrashFirst Aide
Overnight Security
Toilets
Tents = 10X20 = 24
(Delegates)

DESCRIPTION OF
ACTIVITY/TASKLEAD

DPR - Between Ala
Moana Blvd and Kalakaua C&C
Ave - Dates: June 9 June 21
Loading and Unloading Kalakaua Ave Before
C&C
Bridge. 6/9-6/21 6AM 9am , 6 PM-9PM
HPD
C&C
DES
C&C
EMS
C&C

1 Of 4

FESTPAC VILLAGETECHNICAL INFORMATION

Tents = 10X20 = 34
(Dressing)
Tents = 10X20 =1 16(Foods)Tents = 10 X 10 = 2(Tech)
Tents = 10X10 = 1(Securty)
Tents = 10 X 10 = 3 (Info)
Tents = 10X10 = 20
(Venders)
Tables = 176
Chairs = 416
Stage
Audio
Volunteers
Torch Lights
LightsParking Permit

Magic Island Parking Lot
for volunteers 6/12-6/20
7AM-10PM

C&C

VILLAGEBREAKDOWN
Delegate:
Tent 24 (10X20
Tables 4 Each (4X24 = 96)
Chairs 12 Each (12X24 =288)
Festpac
1 -Security
Tent 1 (10X10)

Tent (10X20)
24

Tent(10X10)

TablesChairs96288

1
2 Of 4

FESTPAC VILLAGETECHNICAL INFORMATION

Table 2 (2X1 =2)
Chairs 4 (4X1 = 4)
2 - Tech
Tent 2 (10X10)
Table 2 (2X2 =4)
Chairs 4 (4X2 =8)
3 - Information
Tent 3 (10X10)
Table 2 (2X3 = 6)
Chairs 4 (4X3 = 12)
3 - Dressing
Tent 4 (10X20)
Table 4 (4X4 = 12)
Chairs None

2
4
2
4
8
3
6
12
Dressing Tents with Sides
4
16
0

Food
16 (10X20) (2 tents =Tent Booth = 8 )Table 2 (2X16 = 32)
Chairs 8 (8X16 = 64)

16
32
64

Vendores20 (10X10)
Tent
1 (1X20 = 20)
Table
2 (2X20 = 40)
Chairs20
20
40
44
Tent (10X20)

26
Tent(10X10)176

416

TablesChairs3 Of 4

FESTPAC VILLAGETECHNICAL INFORMATIONSTAGE MANAGERWork with Head of Delegation to ensure program schedule is maintained.
Set up and run rehearsal schedules.
Compile technical notes on: cues, and requirements for lighting and sound.
Manage the backstage and onstage areas during performances.
Liaise with the Delegation’s Artistic Director, stage personnel and other technical services.
call artists for rehearsals and performance.

STAGE
Stage or Performance area clear of debris(4) Chairs on each side of the stage
Two tables (one on each side of stage, as space allows) for instruments, props, etc.

AUDIO (in addition to PA)
12-16 Channel sound system(2-4) stage/musician monitors(2) podium mics
(4) vocal mics, (4) DIs, (4) monitor set up at SR performance area(2) wireless LAV or Handheld mics
(4) Music Stands, & (4) Chairsa recorder providing backup playback, and/or disc player for primary playback;

LIGHTING (for evening performances)Stage wash, backlight, & runway wash

DRESSING ROOMSAt least two clean dressing rooms/areas with ventilation.
10 Chairs and 4 Tables
2-4 wardrobe racks, and hangers.
Quick Change Area near Stage

GREEN ROOM/HOSPITALITY AREA
Provide water and refreshments
Secure area to store costumes and props
1 Meal for delegates and volunteers

TRANSPORTATION
Arrange time and designated drop off/pick up area

4 Of 4

FESTPAC- HAWAIʻi 2020
Closing Ceremony, Kapiolani Park,

MAUKA
1
2
3
4
5
6
7

FESTPAC
SITE

CAPACITY
50
50
50
80
100
80
80

MAIN
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18

CAPACITYBIG EVENTBIG EVENTBIG EVENT
250
250
150
100
100
100
200
100
50
50
200
100
50
50
50

MAKAI
1
2
3
4
5
6
7
8
9
10
11
12
13

CAPACITY
50
50
50
50
50
50
50
50
100
50
50
50
50

STATE OF HAWAII

Attachment – S2

COMPENSATION AND PAYMENT SCHEDULE
A. In consideration for the services to be rendered under this Contract, the STATE agrees to pay to the
CONTRACTOR a total amount not to exceed ONE MILLION TWO HUNDRED THIRTY THOUSAND AND NO/100
DOLLARS ($1,230,000.00), tax inclusive, in accordance with the following provisions.
1. ONE HUNDRED TWENTY-FIVE THOUSAND AND N0/100 DOLLARS ($125,000.00) upon full execution of thecontract.
2. TWENTY-FIVE THOUSAND AND NO/100 DOLLARS ($25,000.00) upon receipt and STATE approval of theagenda, plan and outline described in paragraph L of Attachment 1, Scope of Services.
3. ONE HUNDRED TWENTY-FIVE THOUSAND AND N0/100 DOLLARS ($125,000.00) upon receipt and STATE
approval of the detailed timeline and work plan described in paragraph A of Attachment 1, Scope of Services.
4. SIXTY THOUSAND AND N0/100 DOLLARS ($60,000.00) upon receipt and STATE approval of Progress Report#4, as described in paragraph K.1. of Attachment 1, Scope of Services.
5. CONTRACTOR shall obtain the prior approval of the STATE for all expenditures. CONTRACTOR shall invoice
STATE on a reimbursement basis at the end of each month, beginning in May, 2019. Each invoice shall beaccompanied by a detailed itemization and description of the goods or services, the cost thereof, and any othersupporting documentation requested by the STATE.
6. Beginning on January 16, 2020 and ending on July 31, 2020, CONTRACTOR shall invoice STATE on areimbursement basis at the end of each month, the amount not to exceed FOUR THOUSAND ONE HUNDREDSIXTY-SEVEN AND NO/100 DOLLARS ($4,167.00), or the prorated portion thereof and inclusive of all taxes, forthe monthly services of Vicky Holt Takamine, Festival Director, FESTPAC.
B. Payments shall be processed by the STATE to the CONTRACTOR upon (1) satisfactory delivery of services, as
determined by the STATE in accordance with this Contract; (2) receipt and approval of an invoice; (3) resolutionof all discrepancies in performance of services; and (4) completion of all other outstanding matters under thisContract.
C. Progress payments shall not be construed as the STATE's final acceptance of all requirements. CONTRACTOR
shall be required to satisfactorily complete all requirements under this Contract for the "not to exceed" amounts
specified above.

AG-012 Rev 11/15/2005

1

STATE OF HAWAII

Attachment - S1

SCOPE OF SERVICES
The CONTRACTOR shall perform and provide, in a satisfactory and proper manner as determined by the STATE,
the following services to plan, develop, manage and promote the 13th Festival of Pacific Arts and Culture,
hereinafter referred to as "Festival" or "FESTPAC." The Festival will be held June 10-21, 2020, at multiple venues
on the island of Oahu.
CONTRACTOR shall perform and provide the following services including, but not limited to:
A. Manage funding received under this contract and pay vendors and invoices at the direction of the STATE.
Maintain proper accounting of the funds in accordance with generally accepted accounting principles andpractices. All books, records, and documents relating to the Festival shall be subject to inspections, reviews, oraudits by the State.
B. Maintain a separate and/or special bank account for the purpose of receiving funds from fundraisers,
donations, sponsorship fees, and other monetary receipts, and for the disbursement of payments related to theFestival.
C. Negotiate the number of delegates from each country that will be hosted. Serve as the point of contact withthe heads of delegation and disseminate on a timely basis information about the Festival, including but notlimited to health and immunization requirements, _____________________________________________ .
Request, obtain, and compile in a detailed and orderly format for timely dissemination to the relevant persons,businesses, and governmental agencies information from the delegations, including but not limited to, numberof delegates attending, any unaccompanied minors, arrival and departure dates, which specific Festival events
their delegates will participate in, transportation needs, and any special needs.
D. Oversee all plans, design, set-up and programming for the production of a Festival Village, including but notlimited to _______________________________________________________________________________.
E. Oversee the recruitment, training, and management of volunteers for the Festival Village, including but notlimited to _______________________________________________________________________________.
F. Oversee and maintain all health and safety requirements, events safety manuals, risk assessments and ensure
effective and safe working practices at all times are in place with the implementation of a risk management planfor the Festival Village, including but not limited to ______________________________________________.
G. Manage the relationship between the artistic directors and the directors of venues and facilities to ensure all
the needs of the artistic programming and production for the Festival Village are facilitated within budget,
timelines and within proper operational and safety guidelines.
H. Provide support and advice to the Festival Village venue managers during the Festival including but notlimited to _______________________________________________________________________________.
I. Work directly with community elders, cultural elders, delegation traditional leaders and cultural focal points
to _____________________________________________________________________________________.

AG-011 Rev 07/28/2005

1

STATE OF HAWAII

Attachment - S1

SCOPE OF SERVICES
J. All promotional and collateral materials, project-related displays, publications, digital format files, or
documents funded in part, or in whole, by the Contract shall credit the State of Hawaii, Department of Business,
Economic Development, and Tourism (DBEDT) as sponsors and be approved by STATE prior to public release.
K. CONTRACTOR shall submit the following reports for STATE approval:
1. Quarterly Progress Reports:a) Due ten (10) calendar days following the end of the quarter:
Report #1 - quarter ending March 31, 2018; due April 10, 2018
Report #2 - quarter ending June 30, 2018; due July 10, 2018
Report #3 - quarter ending September 30, 2018; due October 10, 2018
Report #4 - quarter ending December 31, 2018; due January 10, 2019b) Quarterly reports shall include the following:i) A detailed description of the progress on the activities outlined in paragraphs A through I above;ii) A detailed financial statement itemizing expenditures of funds provided by this Contract; andiii) Copies of all promotional and collateral materials, photos and advertisements, project-related
displays, publications, digital format files, or documents funded in part, or in whole, by the Contract, showingthat DBEDT was acknowledged in accordance with paragraph J above.
2. Monthly Reports shall be submitted ten (10) calendar days following the end of each month beginningin May 2019, using a report form provided by the STATE. Monthly Reports may be submitted digitally orin hard copy format and shall include the following:a) A detailed description of the actions taken by the CONTRACTOR to perform or complete theservices outlined in paragraphs A through I above, and what additional actions will be taken tocomplete the service and the timeline in which the actions will be taken;b) A detailed financial statement itemizing expenditures of funds provided by this Contract; andc) Copies of all promotional and collateral materials, photos and advertisements, project-related
displays, publications, digital format files, or documents funded in part, or in whole, by theContract, showing that DBEDT was acknowledged in accordance with paragraph J above.
3. Final Report:a) Due on or before August 31, 2020.
b) The final report shall include the following:i) A detailed summary and evaluation of CONTRACTOR’s efforts in meeting the requirements of theContract;ii) An evaluation of project effectiveness and recommendations for follow-up and future activities;iii) A financial report detailing and itemizing all expenditures under this Contract and sources of funding
outside of the funds provided by this Contract; andiv) Copies of all promotional and collateral materials, photos and advertisements, project-related displays,
publications, digital format files, or documents funded in part, or in whole, by the Contract, showing that DBEDT
was acknowledged in accordance with paragraph J above.
L. CONTRACTOR shall attend the 28th Meeting of the Council of Pacific Arts and Culture (CPAC28),
May 15-17, 2018, in Nadi, Fiji. CONTRACTOR shall be responsible for organizing a business networking event
during CPAC28, at which time the CONTRACTOR shall give a report on the progress of planning for the 2020
FESTPAC. CONTRACTOR shall submit for STATE approval an agenda for CPAC28, including a plan for the businessnetworking event, and an outline of the report to be given at CPAC28.

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STATE OF HAWAII

Attachment - S1

SCOPE OF SERVICES
The CONTRACTOR shall perform and provide, in a satisfactory and proper manner as determined by the STATE,
the following services to plan, develop, manage and promote the 13th Festival of Pacific Arts and Culture,
hereinafter referred to as "Festival" or "FESTPAC." The Festival will be held June 10-21, 2020, at multiple venues
on the island of Oahu.
CONTRACTOR shall perform and provide the following services including, but not limited to:
A. Manage funding received under this contract and pay vendors and invoices at the direction of the STATE.
Maintain proper accounting of the funds in accordance with generally accepted accounting principles andpractices. All books, records, and documents relating to the Festival shall be subject to inspections, reviews, oraudits by the State.
B. Maintain a separate and/or special bank account for the purpose of receiving funds from fundraisers,
donations, sponsorship fees, and other monetary receipts, and for the disbursement of payments related to theFestival.
C. CONTRACTOR shall serve as Head of Delegation for Hawaii. As such, CONTRACTOR shall coordinate and plan
for all activities for the Hawaii delegation to participate and represent the STATE in all festival activites.
D. CONTRACTOR shall also serve as Honorary Chair of the Festival.
E. Provide support and advice to the FESTPAC Commission as requested by the STATE.
F. Work directly with community elders, cultural elders, delegation traditional leaders and cultural focal points.
G. All promotional and collateral materials, project-related displays, publications, digital format files, or
documents funded in part, or in whole, by the Contract shall credit the State of Hawaii, Department of Business,
Economic Development, and Tourism (DBEDT) as sponsors and be approved by STATE prior to public release.
H. CONTRACTOR shall submit the following reports for STATE approval:
1. Quarterly Progress Reports:a) Due ten (10) calendar days following the end of the quarter:
Report #1 - quarter ending March 31, 2018; due April 10, 2018
Report #2 - quarter ending June 30, 2018; due July 10, 2018
Report #3 - quarter ending September 30, 2018; due October 10, 2018
Report #4 - quarter ending December 31, 2018; due January 10, 2019b) Quarterly reports shall include the following:i) A detailed description of the progress on the activities outlined in paragraphs A through F above;ii) A detailed financial statement itemizing expenditures of funds provided by this Contract; andiii) Copies of all promotional and collateral materials, photos and advertisements, project-related
displays, publications, digital format files, or documents funded in part, or in whole, by the Contract, showingthat DBEDT was acknowledged in accordance with paragraph G above.
2. Monthly Reports shall be submitted ten (10) calendar days following the end of each month beginningin May 2019, using a report form provided by the STATE. Monthly Reports may be submitted digitally orin hard copy format and shall include the following:

AG-011 Rev 07/28/2005

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STATE OF HAWAII

Attachment - S1

SCOPE OF SERVICESa) A detailed description of the progress on the activities outlined in paragraphs A through F
above;b) A detailed financial statement itemizing expenditures of funds provided by this Contract; andc) Copies of all promotional and collateral materials, photos and advertisements, project-related
displays, publications, digital format files, or documents funded in part, or in whole, by theContract, showing that DBEDT was acknowledged in accordance with paragraph G above.
3. Final Report:a) Due on or before August 31, 2020.
b) The final report shall include the following:i) A detailed summary and evaluation of CONTRACTOR’s efforts in meeting the requirements of theContract;ii) An evaluation of project effectiveness and recommendations for follow-up and future activities;iii) A financial report detailing and itemizing all expenditures under this Contract and sources of funding
outside of the funds provided by this Contract; andiv) Copies of all promotional and collateral materials, photos and advertisements, project-related displays,
publications, digital format files, or documents funded in part, or in whole, by the Contract, showing that DBEDT
was acknowledged in accordance with paragraph G above.
I. CONTRACTOR shall attend the 28th Meeting of the Council of Pacific Arts and Culture (CPAC28),
May 15-17, 2018, in Nadi, Fiji. CONTRACTOR shall be responsible for organizing a business networking event
during CPAC28, at which time the CONTRACTOR shall give a report on the progress of planning for the 2020
FESTPAC. CONTRACTOR shall submit for STATE approval an agenda for CPAC28, including a plan for the businessnetworking event, and an outline of the report to be given at CPAC28.

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