Administration Director RFP
September 10 2019

Administration Director
REQUEST FOR PROPOSAL
September 10, 2019

1 of 6

Administration Director RFP
September 10 2019

Festival of Pacific Arts Background
The Festival of Pacific Arts is a traveling festival hosted every four years by a different Pacific island
nation. The very first Festival was initiated by The Pacific Community (SPC) and held in Fiji in 1972 tostop the erosion of the traditional practices by sharing and exchanging culture.
The 28 participating island nations participating in Festpac-Hawaiʻi 2020 include American Samoa,
Aotearoa, Australia, Cook Islands, Federated States of Micronesia, Fiji, Guam, Hawaiʻi, Kiribati, MarshallIslands, Nauru, New Caledonia, Niue, Norfolk, Northern Mariana Islands, Palau, Papua New Guinea,
Pitcairn, Rapa Nui, Samoa, Solomon Islands, Tahiti Nui, Tokelau, Tonga, Tuvalu, Vanuatu, Wallis &Futuna, and Taiwan.
Hawaiʻi will be hosting the 13th Festival of Pacific Arts & Culture in 2020. PAʻI Foundation has been
selected to plan and implement events and activities to showcase and celebrate the cultural traditions of
the 28 participating Pacific island nations.
The Festpac-Hawaiʻi 2020 Planning Committee is seeking public, corporate, and cultural support from the
Hawaiʻi community for what has been called the “Olympics of Pacific Island Culture.” To offer yoursupport, or for more information, please use the contact information listed below.
Purpose of RFP
1. This RFP seeks to obtain competitive bids for an administrative director.
2. The solicited proposal is for a 8 month period, beginning November 1, 2019 and ending July 31,
2020.
Description of Services: The description of services is detailed below.
Overall Scope:• Work in close collaboration with the Festpac-Hawaiʻi 2020 planning committee and festival
Director to lay the foundation for all Administrative, Financial, Legal, and Human Resource
needs for the festival• Act as main link between the Festpac-Hawaiʻi 2020 planning committee and all subcommittees, task forces, partners, and stakeholders• Key roles of the Administration Division include:o Providing Festpac-Hawai‘i 2020 planning committee with communications, minutetaking, and support
o Linking committees, task forces, staff, and volunteerso Reporting, collecting, managing, and filing all records of the festivalo Convening meetings, cabinet briefings, etc.
o Financial resource planning, management of receipt and disbursement of fundingo Human resource planning, recruitment, and trainingo Legal framework development, legislation, trademarks, contracts, and insuranceo Festival procuremento Festival build up and monitoring of contractors and consultantso Information focal point for delegations, stakeholders, partners, and the publicThis RFP is not an offer to contract. Acceptance of receiving a response to this RFP by
Festpac-Hawaiʻi 2020 does not obligate Festpac-Hawaiʻi 2020 to award a contract to any vendor
2 of 6

Administration Director RFP
September 10 2019

even if all the information stated in this RFP is met.
Description of Information Requested
Please provide the following information:••

Your firm’s level of interest in being considered for collaborating with the Festpac-Hawaiʻi 2020 for
the above-mentioned services
General information regarding your firm’s:
Capacity and depth of experience
Resources, particularly staff support
Pricing structure

Qualifications
Your response should address the following qualifications and Festpac-Hawaiʻi 2020 areas of interest:
•
•
•
•
•

Must reside in Honolulu, Hawai‘iMust have at least 5 years of administrative experience
Must have at the minimum, a BA in Business Administration or similar degree
Must have basic understanding and sensitivity to Hawaiian and Pacific island culture,
traditions, and practices
Any other knowledge or experience you feel is relevant to the mission.

Proposal Format
To ensure that your proposal is complete and addresses all key RFP issues, it is required that you
adhere to the following format. Any material or documents submitted with the proposal must be
contained in an individually bound volume or incorporated into an Appendix.
The RFP response shall be organized into the following sections, in the order listed, and inclusive of therequested information:
1. Section I—Introduction and Company Backgroundi)

The Title Page identifying your company name and address, name of the contact person,
telephone and fax numbers, e-mail address and proposal date. Include a brief overview ofyour organization and how your organization can assist Festpac-Hawaiʻi 2020 with thisRFP.

ii) Table of Contents including a clear identification of the material by section and page
number.
iii) Brief introduction and overview of the Bidder’s corporate structure and capabilities.
2. Section II— Scope of Work, Methodology, Responsibilities, Estimated Timelines, Bidder
Assumptions and Deliverablesi)

Provide information on your firm’s qualification and ability to meet the above.

ii)

Provide your methodology for completing this work.

iii)

State the division of responsibilities between you and Festpac-Hawaiʻi 2020.

iv)

State any assumptions that were factored into the scope of work.

3. Section III - Additional Information proposed
3 of 6

Administration Director RFP
September 10 2019i)

Please recommend any additional items, strategies, or work that may add value to theproject from your perspective and within the scope of work requested.

4. Section IV - Staffingi)Identification of Proposed Key Personnel: identify your firm’s proposed key personnel, withdetails relative to specific duties or responsibilities to administrative services.

ii) Expertise Level of Key Personnel: submit curriculum vitae or resumes; limited to two-pages
for each professional personnel.
iii) Job Descriptions (if contractor will be hiring new staff)
5. Section V - Customer Referencesi)

At least three local references with contact information who are able (and willing) tocomment on the success of your previous administrative activities.
ii) Please state and describe any specific experience.

6. Section VI - Contract Fees and Expensesi)Firm hourly rates, fixed fee or other fees relating to administrative services for one year.
Provide title of staff and hourly rates for all staff that could be involved in providing
consulting services.

7. Section VII – Other
In addition to the above, please report separately how your organization responds to thefollowing scenarios and list how rates/expenses would apply:
i. At any stage of the project, the scope or effort may change. How do you typically handle
these situations?
ii. Describe your payment terms, including any alternative billing structures that would be
acceptable to your firm.
iii. Provide details regarding work hours, overtime, or any factor that will affect how services orhours are accrued.
iv. As part of the selection process, you may be requested to make a presentation of yourresponse to the request for proposal at your expense including travel expenses. In yourproposal, please indicate your acceptance of this item.
8. Section VIII—Exceptions/Omissions
Any exceptions/omissions to the RFP shall be stated in this section. Please include any
proposed changes to our professional services agreement provided in the appendix.
Bidder Selection Criteria• Quality and breadth of knowledge and experience.
• Quality of reference responses.
• Ability to commit designated experts with a solid back-up team to a long-term consulting
relationship.
4 of 6

Administration Director RFP
September 10 2019••

Financial soundness and history of the firm would strongly support an expectation that the firm
will continue for many more years.
Service fees.

Proposal Instructions

1. Delivery

Bidders shall submit their proposal with all backup documentation via email in an electronic version
format compatible with Microsoft Office no later than October 1, 2019, 11:59pm, Hawai‘i Standard
Time (HST), to:vicky@festpac-hawaii2020.org
Festpac-Hawaiʻi 2020 reserves the right to refuse any proposals that do not meet these delivery
requirements.

2. Inquiries
All inquiries or correspondence shall be directed via email, unless otherwise instructed to:
Vicky Takamine
vicky@festpac-hawaii2020.org

3. No Bid

If you do not wish to bid, please notify Vicky Takamine by email immediately. Please return or
certify the destruction of RFP document.
Deadlines, Final Selection, and Award• RFP issue date:• Bidders’ Questions due date:• Festpac-Hawaiʻi 2020 response by:• Proposal deadline:• Award notification by:• Contract start date:

September 10, 2019
September 15, 2019
September 21, 2019
October 1, 2019
October 15, 2019
November 1, 201911:59 PM (HST)

Confidentiality

1. All information in this RFP is confidential and should not be disclosed except to those responding tothis RFP. You may designate portions of your response that are proprietary in nature, and we agree
not to disclose these portions except for the purposes of evaluating the proposal, or as required bylaw.
2. No copies or reproduction of this RFP may be made without the express written approval from theFestpac-Hawaiʻi 2020 Director except those copies, which are necessary for internal distribution of
the document for purposes of responding to this RFP.
Data Confidentiality
The Bidder will take steps to ensure that information related to this RFP remains confidential and that
individual responses/data are kept private. At the time the contract is terminated, the Bidder agrees toturn over any and all data files to Festpac-Hawaiʻi 2020 to store under lock or destroy.
Costs to prepare and present proposal
5 of 6

Administration Director RFP
September 10 2019

All costs incurred in the preparation and/or presentation of the proposal response to this RFP will be
paid entirely by the Bidder.
Insurance Provision
Failure to provide and keep in force required insurance shall be regarded as default of contract, entitling
Festpac-Hawaiʻi 2020 to exercise any or all remedies provided in this agreement.
The procuring of such required policy of insurance shall not be construed to limit the Contractor’s
liability hereunder or to fulfill the indemnification provisions and requirement of this agreement. Not
withstanding said policy of insurance, Contractor shall be obliged for the full total amount of any
damage, injury, or loss caused by negligence or neglect connected with this agreement.
The Awardee shall be insured either by an insurance company licensed in and able to do business in
the State of Hawaiʻi or an insurance company that meets Section 421:8-301 of the Hawaiʻi Revised
Statutes. The required insurance policy shall contain the following clauses:
a. This insurance shall not be cancelled, limited in scope of covered or non-renewed until
after thirty (30) days written notice has been given to Festpac-Hawaiʻi 2020.
b. Festpac-Hawaiʻi 2020 is added as an additional insured.

6 of 6

Artistic Director RFP
September 10, 2019

Artistic Director
REQUEST FOR PROPOSAL
September 10, 2019

1 of 6

Artistic Director RFP
September 10, 2019

Festival of Pacific Arts Background
The Festival of Pacific Arts is a traveling festival hosted every four years by a different Pacific island
nation. The very first Festival was initiated by The Pacific Community (SPC) and held in Fiji in 1972 tostop the erosion of the traditional practices by sharing and exchanging culture.
The 28 participating island nations participating in Festpac-Hawaiʻi 2020 include American Samoa,
Aotearoa, Australia, Cook Islands, Federated States of Micronesia, Fiji, Guam, Hawaiʻi, Kiribati, MarshallIslands, Nauru, New Caledonia, Niue, Norfolk, Northern Mariana Islands, Palau, Papua New Guinea,
Pitcairn, Rapa Nui, Samoa, Solomon Islands, Tahiti Nui, Tokelau, Tonga, Tuvalu, Vanuatu, Wallis &Futuna, and Taiwan.
Hawaiʻi will be hosting the 13th Festival of Pacific Arts & Culture in 2020. PAʻI Foundation has been
selected to plan and implement events and activities to showcase and celebrate the cultural traditions of
the 28 participating Pacific island nations.
The Festpac-Hawaiʻi 2020 Planning Committee is seeking public, corporate, and cultural support from the
Hawaiʻi community for what has been called the “Olympics of Pacific Island Culture.” To offer yoursupport, or for more information, please use the contact information listed below.
Purpose of RFP
1. This RFP seeks to obtain competitive bids for an artistic director.
2. The solicited proposal is for a 8 month period, beginning November 1, 2019 and ending July 31,
2020.
Description of Services: The description of services is detailed below.
Programming:• Work collaboratively with the Festpac-Hawaiʻi 2020 planning committee and Festival
Director to set the artistic vision and direction of all Festpac-Hawaiʻi programming• Develop, coordinate, and produce all programming for all Pacific nations and theirdelegations, including: arts and cultural activities, performances and exhibitions, special
events, symposiums and workshops• Design all programing to appropriately reflect Hawaiʻi’s culture and the Festpac-Hawaiʻi2020 theme
Production:• Work with the Festival Director and Administration Director to establish an operating planand budget• Oversee the designing, planning, and implementation of technical support required for thestaging of all Festpac-Hawaiʻi activities, performances, and special events, including:staging, sound, lighting, equipment, crews, etc.
Ceremonies and Protocol:• Oversee the planning and management of ceremonies; ensure all cultural protocol isfollowed for the festival• Some key ceremonies for the festival will include: opening and closing, arrival of canoes,
parade of countries, flag raising, VIP gifts, community engagement and protocol
2 of 6

Artistic Director RFP
September 10, 2019

This RFP is not an offer to contract. Acceptance of receiving a response to this RFP by
Festpac-Hawaiʻi 2020 does not obligate Festpac-Hawaiʻi 2020 to award a contract to any vendor
even if all the information stated in this RFP is met.
Description of Information Requested
Please provide the following information:••

Your firm’s level of interest in being considered for collaborating with the Festpac-Hawaiʻi 2020 for
the above-mentioned services
General information regarding your firm’s:
Capacity and depth of experience
Resources, particularly staff support
Pricing structure

Qualifications
Your response should address the following qualifications and Festpac-Hawaiʻi 2020 areas of interest:
•
•
•
•
•
•
•

Must have attended past Festivals of Pacific Arts
Must reside in Honolulu, Hawai‘iMust have of knowledge and a minimum of 5 years experience relating to productionof live performances, public events, local venues, etc.
Must have familiarity with Hawaiian and Pacific island cultural practices
Must have familiarity with Hawaiian and Pacific island ceremony and protocol
Must have working knowledge of Microsoft Office Suite and Google applications
Any other knowledge or experience you feel is relevant to the mission

Proposal Format
To ensure that your proposal is complete and addresses all key RFP issues, it is required that you
adhere to the following format. Any material or documents submitted with the proposal must be
contained in an individually bound volume or incorporated into an Appendix.
The RFP response shall be organized into the following sections, in the order listed, and inclusive of therequested information:
1. Section I—Introduction and Company Backgroundi)

The Title Page identifying your company name and address, name of the contact person,
telephone and fax numbers, e-mail address and proposal date. Include a brief overview ofyour organization and how your organization can assist Festpac-Hawaiʻi 2020 with thisRFP.

ii) Table of Contents including a clear identification of the material by section and page
number.
iii) Brief introduction and overview of the Bidder’s corporate structure and capabilities.
2. Section II— Scope of Work, Methodology, Responsibilities, Estimated Timelines, Bidder
Assumptions and Deliverablesi)

Provide information on your firm’s qualification and ability to meet the above.
3 of 6

Artistic Director RFP
September 10, 2019

ii)

Provide your methodology for completing this work.

iii)

State the division of responsibilities between you and Festpac-Hawaiʻi 2020.

iv)

State any assumptions that were factored into the scope of work.

3. Section III - Additional Information proposedi)

Please recommend any additional items, strategies, or work that may add value to theproject from your perspective and within the scope of work requested.

4. Section IV - Staffingi)Identification of Proposed Key Personnel: identify your firm’s proposed key personnel, withdetails relative to specific duties or responsibilities to programming services.

ii) Expertise Level of Key Personnel: submit curriculum vitae or resumes; limited to two-pages
for each professional personnel.
iii) Job Descriptions (if contractor will be hiring new staff)
5. Section V - Customer Referencesi)

At least three local references with contact information who are able (and willing) tocomment on the success of your previous programming and production activities.
ii) Please state and describe any specific experience.

6. Section VI - Contract Fees and Expensesi)Firm hourly rates, fixed fee or other fees relating to programming services for one year.
Provide title of staff and hourly rates for all staff that could be involved in providing
consulting services.

7. Section VII – Other
In addition to the above, please report separately how your organization responds to thefollowing scenarios and list how rates/expenses would apply:
i. At any stage of the project, the scope or effort may change. How do you typically handle
these situations?
ii. Describe your payment terms, including any alternative billing structures that would be
acceptable to your firm.
iii. Provide details regarding work hours, overtime, or any factor that will affect how services orhours are accrued.
iv. As part of the selection process, you may be requested to make a presentation of yourresponse to the request for proposal at your expense including travel expenses. In yourproposal, please indicate your acceptance of this item.
8. Section VIII—Exceptions/Omissions
Any exceptions/omissions to the RFP shall be stated in this section. Please include any
proposed changes to our professional services agreement provided in the appendix.

4 of 6

Artistic Director RFP
September 10, 2019

Bidder Selection Criteria• Quality and breadth of knowledge and experience.
• Quality of reference responses.
• Ability to commit designated experts with a solid back-up team to a long-term consulting
relationship.
• Financial soundness and history of the firm would strongly support an expectation that the firm
will continue for many more years.
• Service fees.
Proposal Instructions

1. Delivery

Bidders shall submit their proposal with all backup documentation via email in an electronic version
format compatible with Microsoft Office no later than October 1, 2019, 11:59pm, Hawai‘i Standard
Time (HST), to:vicky@festpac-hawaii2020.org
Festpac-Hawaiʻi 2020 reserves the right to refuse any proposals that do not meet these delivery
requirements.

2. Inquiries
All inquiries or correspondence shall be directed via email, unless otherwise instructed to:
Vicky Takamine
vicky@festpac-hawaii2020.org

3. No Bid

If you do not wish to bid, please notify Vicky Takamine by email immediately. Please return or
certify the destruction of RFP document.
Deadlines, Final Selection, and Award• RFP issue date:• Bidders’ Questions due date:• Festpac-Hawaiʻi 2020 response by:• Proposal deadline:• Award notification by:• Contract start date:

September 10, 2019
September 15, 2019
September 21, 2019
October 1, 2019
October 15, 2019
November 1, 201911:59 PM (HST)

Confidentiality

1. All information in this RFP is confidential and should not be disclosed except to those responding tothis RFP. You may designate portions of your response that are proprietary in nature, and we agree
not to disclose these portions except for the purposes of evaluating the proposal, or as required bylaw.
2. No copies or reproduction of this RFP may be made without the express written approval from theFestpac-Hawaiʻi 2020 Director except those copies, which are necessary for internal distribution of
the document for purposes of responding to this RFP.
Data Confidentiality

5 of 6

Artistic Director RFP
September 10, 2019

The Bidder will take steps to ensure that information related to this RFP remains confidential and that
individual responses/data are kept private. At the time the contract is terminated, the Bidder agrees toturn over any and all data files to Festpac-Hawaiʻi 2020 to store under lock or destroy.
Costs to prepare and present proposal
All costs incurred in the preparation and/or presentation of the proposal response to this RFP will be
paid entirely by the Bidder.
Insurance Provision
Failure to provide and keep in force required insurance shall be regarded as default of contract, entitling
Festpac-Hawaiʻi 2020 to exercise any or all remedies provided in this agreement.
The procuring of such required policy of insurance shall not be construed to limit the Contractor’s
liability hereunder or to fulfill the indemnification provisions and requirement of this agreement. Not
withstanding said policy of insurance, Contractor shall be obliged for the full total amount of any
damage, injury, or loss caused by negligence or neglect connected with this agreement.
The Awardee shall be insured either by an insurance company licensed in and able to do business in
the State of Hawaiʻi or an insurance company that meets Section 421:8-301 of the Hawaiʻi Revised
Statutes. The required insurance policy shall contain the following clauses:
a. This insurance shall not be cancelled, limited in scope of covered or non-renewed until
after thirty (30) days written notice has been given to Festpac-Hawaiʻi 2020.
b. Festpac-Hawaiʻi 2020 is added as an additional insured.

6 of 6

Facilities Director RFP
September 1, 2019

Venues and Facilities
Director
REQUEST FOR PROPOSAL
September 10, 2019

1 of 6

Facilities Director RFP
September 1, 2019

Festival of Pacific Arts Background
The Festival of Pacific Arts is a traveling festival hosted every four years by a different Pacific island
nation. The very first Festival was initiated by The Pacific Community (SPC) and held in Fiji in 1972 tostop the erosion of the traditional practices by sharing and exchanging culture.
The 28 participating island nations participating in Festpac-Hawaiʻi 2020 include American Samoa,
Aotearoa, Australia, Cook Islands, Federated States of Micronesia, Fiji, Guam, Hawaiʻi, Kiribati, MarshallIslands, Nauru, New Caledonia, Niue, Norfolk, Northern Mariana Islands, Palau, Papua New Guinea,
Pitcairn, Rapa Nui, Samoa, Solomon Islands, Tahiti Nui, Tokelau, Tonga, Tuvalu, Vanuatu, Wallis &Futuna, and Taiwan.
Hawaiʻi will be hosting the 13th Festival of Pacific Arts & Culture in 2020. PAʻI Foundation has been
selected to plan and implement events and activities to showcase and celebrate the cultural traditions of
the 28 participating Pacific island nations.
The Festpac-Hawaiʻi 2020 Planning Committee is seeking public, corporate, and cultural support from the
Hawaiʻi community for what has been called the “Olympics of Pacific Island Culture.” To offer yoursupport, or for more information, please use the contact information listed below.
Purpose of RFP
1. This RFP seeks to obtain competitive bids for a venues and facilities director.
2. The solicited proposal is for a 8 month period, beginning November 1, 2019 and ending July 31,
2020.
Description of Services: The description of services is detailed below.
Venue development and management:• Lead the set-up, procurement, management, and maintenance of all potential venues• Work with Government Services Director to plan and coordinate appropriate access andsecurity for each venue (create zones and codes for different spaces, i.e. performance,
rehearsal, accommodation, etc.)
Arts venues and facilities:• Work in collaboration with the artistic director to:o Choose the appropriate venue for each type of activity or performanceo Create a schedule for each venue, detailing days, times, and types of use to help
plan for equipment, materials, preparation needso Coordinate ticketing and money collection for paid events
Festival village• Manage the development of the festival village, including infrastructure needs, physicalstructures, amenities, parking, security, etc.
This RFP is not an offer to contract. Acceptance of receiving a response to this RFP by
Festpac-Hawaiʻi 2020 does not obligate Festpac-Hawaiʻi 2020 to award a contract to any vendor
even if all the information stated in this RFP is met.
Description of Information Requested
2 of 6

Facilities Director RFP
September 1, 2019

Please provide the following information:••

Your firm’s level of interest in being considered for collaborating with the Festpac-Hawaiʻi 2020 for
the above-mentioned services
General information regarding your firm’s:
Capacity and depth of experience
Resources, particularly staff support
Pricing structure

Qualifications
Your response should address the following qualifications and Festpac-Hawaiʻi 2020 areas of interest:••••

Must reside in Honolulu, Hawai‘iMust have a minimum of 5 years experience in management of performing arts venues
and facilities or related work
Must have basic understanding and sensitivity to Hawaiian and Pacific island culture,
traditions, and practices
Any other knowledge or experience you feel is relevant to the mission.

Proposal Format
To ensure that your proposal is complete and addresses all key RFP issues, it is required that you
adhere to the following format. Any material or documents submitted with the proposal must be
contained in an individually bound volume or incorporated into an Appendix.
The RFP response shall be organized into the following sections, in the order listed, and inclusive of therequested information:
1. Section I—Introduction and Company Backgroundi)

The Title Page identifying your company name and address, name of the contact person,
telephone and fax numbers, e-mail address and proposal date. Include a brief overview ofyour organization and how your organization can assist Festpac-Hawaiʻi 2020 with thisRFP.

ii) Table of Contents including a clear identification of the material by section and page
number.
iii) Brief introduction and overview of the Bidder’s corporate structure and capabilities.
2. Section II— Scope of Work, Methodology, Responsibilities, Estimated Timelines, Bidder
Assumptions and Deliverablesi)

Provide information on your firm’s qualification and ability to meet the above.

ii)

Provide your methodology for completing this work.

iii)

State the division of responsibilities between you and Festpac-Hawaiʻi 2020.

iv)

State any assumptions that were factored into the scope of work.

3. Section III - Additional Information proposedi)

Please recommend any additional items, strategies, or work that may add value to theproject from your perspective and within the scope of work requested.

4. Section IV - Staffing
3 of 6

Facilities Director RFP
September 1, 2019i)

Identification of Proposed Key Personnel: identify your firm’s proposed key personnel, withdetails relative to specific duties or responsibilities to venue services.

ii) Expertise Level of Key Personnel: submit curriculum vitae or resumes; limited to two-pages
for each professional personnel.
iii) Job Descriptions (if contractor will be hiring new staff)
5. Section V - Customer Referencesi)

At least three local references with contact information who are able (and willing) tocomment on the success of your previous venue activities.
ii) Please state and describe any specific experience.

6. Section VI - Contract Fees and Expensesi)Firm hourly rates, fixed fee or other fees relating to venue services for one year. Provide titleof staff and hourly rates for all staff that could be involved in providing consulting
services.

7. Section VII – Other
In addition to the above, please report separately how your organization responds to thefollowing scenarios and list how rates/expenses would apply:
i. At any stage of the project, the scope or effort may change. How do you typically handle
these situations?
ii. Describe your payment terms, including any alternative billing structures that would be
acceptable to your firm.
iii. Provide details regarding work hours, overtime, or any factor that will affect how services orhours are accrued.
iv. As part of the selection process, you may be requested to make a presentation of yourresponse to the request for proposal at your expense including travel expenses. In yourproposal, please indicate your acceptance of this item.
8. Section VIII—Exceptions/Omissions
Any exceptions/omissions to the RFP shall be stated in this section. Please include any
proposed changes to our professional services agreement provided in the appendix.
Bidder Selection Criteria• Quality and breadth of knowledge and experience.
• Quality of reference responses.
• Ability to commit designated experts with a solid back-up team to a long-term consulting
relationship.
• Financial soundness and history of the firm would strongly support an expectation that the firm
will continue for many more years.
• Service fees.
4 of 6

Facilities Director RFP
September 1, 2019

Proposal Instructions

1. Delivery
Bidders shall submit their proposal with all backup documentation via email in an electronic version
format compatible with Microsoft Office no later than October 1, 2019, 11:59pm, Hawai‘i Standard
Time (HST), to:vicky@festpac-hawaii2020.org
Festpac-Hawaiʻi 2020 reserves the right to refuse any proposals that do not meet these delivery
requirements.

2. Inquiries

All inquiries or correspondence shall be directed via email, unless otherwise instructed to:
Vicky Takamine
vicky@festpac-hawaii2020.org

3. No Bid

If you do not wish to bid, please notify Vicky Takamine by email immediately. Please return or
certify the destruction of RFP document.
Deadlines, Final Selection, and Award• RFP issue date:• Bidders’ Questions due date:• Festpac-Hawaiʻi 2020 response by:• Proposal deadline:• Award notification by:• Contract start date:

September 10, 2019
September 15, 2019
September 21, 2019
October 1, 2019
October 15, 2019
November 1, 201911:59 PM (HST)

Confidentiality

1. All information in this RFP is confidential and should not be disclosed except to those responding tothis RFP. You may designate portions of your response that are proprietary in nature, and we agree
not to disclose these portions except for the purposes of evaluating the proposal, or as required bylaw.
2. No copies or reproduction of this RFP may be made without the express written approval from theFestpac-Hawaiʻi 2020 Director except those copies, which are necessary for internal distribution of
the document for purposes of responding to this RFP.
Data Confidentiality
The Bidder will take steps to ensure that information related to this RFP remains confidential and that
individual responses/data are kept private. At the time the contract is terminated, the Bidder agrees toturn over any and all data files to Festpac-Hawaiʻi 2020 to store under lock or destroy.
Costs to prepare and present proposal
All costs incurred in the preparation and/or presentation of the proposal response to this RFP will be
paid entirely by the Bidder.
5 of 6

Facilities Director RFP
September 1, 2019

Insurance Provision
Failure to provide and keep in force required insurance shall be regarded as default of contract, entitling
Festpac-Hawaiʻi 2020 to exercise any or all remedies provided in this agreement.
The procuring of such required policy of insurance shall not be construed to limit the Contractor’s
liability hereunder or to fulfill the indemnification provisions and requirement of this agreement. Not
withstanding said policy of insurance, Contractor shall be obliged for the full total amount of any
damage, injury, or loss caused by negligence or neglect connected with this agreement.
The Awardee shall be insured either by an insurance company licensed in and able to do business in
the State of Hawaiʻi or an insurance company that meets Section 421:8-301 of the Hawaiʻi Revised
Statutes. The required insurance policy shall contain the following clauses:
a. This insurance shall not be cancelled, limited in scope of covered or non-renewed until
after thirty (30) days written notice has been given to Festpac-Hawaiʻi 2020.
b. Festpac-Hawaiʻi 2020 is added as an additional insured.

6 of 6

Government Services Director RFP
September 1, 2019

Government Services
Director
REQUEST FOR PROPOSAL
September 10, 2019

1 of 6

Government Services Director RFP
September 1, 2019

Festival of Pacific Arts Background
The Festival of Pacific Arts is a traveling festival hosted every four years by a different Pacific island
nation. The very first Festival was initiated by The Pacific Community (SPC) and held in Fiji in 1972 tostop the erosion of the traditional practices by sharing and exchanging culture.
The 28 participating island nations participating in Festpac-Hawaiʻi 2020 include American Samoa,
Aotearoa, Australia, Cook Islands, Federated States of Micronesia, Fiji, Guam, Hawaiʻi, Kiribati, MarshallIslands, Nauru, New Caledonia, Niue, Norfolk, Northern Mariana Islands, Palau, Papua New Guinea,
Pitcairn, Rapa Nui, Samoa, Solomon Islands, Tahiti Nui, Tokelau, Tonga, Tuvalu, Vanuatu, Wallis &Futuna, and Taiwan.
Hawaiʻi will be hosting the 13th Festival of Pacific Arts & Culture in 2020. PAʻI Foundation has been
selected to plan and implement events and activities to showcase and celebrate the cultural traditions of
the 28 participating Pacific island nations.
The Festpac-Hawaiʻi 2020 Planning Committee is seeking public, corporate, and cultural support from the
Hawaiʻi community for what has been called the “Olympics of Pacific Island Culture.” To offer yoursupport, or for more information, please use the contact information listed below.
Purpose of RFP
1. This RFP seeks to obtain competitive bids for a government services director.
2. The solicited proposal is for a 8 month period, beginning November 1, 2019 and ending July 31,
2020.
Description of Services: The description of services is detailed below.
Government and VIP protocol:• Coordination, support, and contact point for all host country government and VIP protocol,and delegation VIPs
Government facilities and personnel:• Ensuring the availability of government owned venues, facilities, and the coordination of all
government personnel deployed to support the festival
Government support services:• Coordination and provision of government services such as Customs, Immigration,
Quarantine, Transportation Authority, Army, Navy, Police, etc. needed to ensure the health,safety, and support for the festival
Host city representative:• Liaising with the Office of the Mayor of the city to ensure the coordination of all municipal
services and facilities
This RFP is not an offer to contract. Acceptance of receiving a response to this RFP by
Festpac-Hawaiʻi 2020 does not obligate Festpac-Hawaiʻi 2020 to award a contract to any vendor
even if all the information stated in this RFP is met.
Description of Information Requested
Please provide the following information:
2 of 6

Government Services Director RFP
September 1, 2019••Your firm’s level of interest in being considered for collaborating with the Festpac-Hawaiʻi 2020 for
the above-mentioned services
General information regarding your firm’s:
Capacity and depth of experience
Resources, particularly staff support
Pricing structure

Qualifications
Your response should address the following qualifications and Festpac-Hawaiʻi 2020 areas of interest:
•
•
•
•
•

Must reside in Honolulu, Hawai‘iMust have at least 5 years of experience in intercultural and government relations
Must have at the minimum, a BA in Business Administration or similar degree
Must have basic understanding and sensitivity to Hawaiian and Pacific island culture,
traditions, and practices
Any other knowledge or experience you feel is relevant to the mission.

Proposal Format
To ensure that your proposal is complete and addresses all key RFP issues, it is required that you
adhere to the following format. Any material or documents submitted with the proposal must be
contained in an individually bound volume or incorporated into an Appendix.
The RFP response shall be organized into the following sections, in the order listed, and inclusive of therequested information:
1. Section I—Introduction and Company Backgroundi)

The Title Page identifying your company name and address, name of the contact person,
telephone and fax numbers, e-mail address and proposal date. Include a brief overview ofyour organization and how your organization can assist Festpac-Hawaiʻi 2020 with thisRFP.

ii) Table of Contents including a clear identification of the material by section and page
number.
iii) Brief introduction and overview of the Bidder’s corporate structure and capabilities.
2. Section II— Scope of Work, Methodology, Responsibilities, Estimated Timelines, Bidder
Assumptions and Deliverablesi)

Provide information on your firm’s qualification and ability to meet the above.

ii)

Provide your methodology for completing this work.

iii)

State the division of responsibilities between you and Festpac-Hawaiʻi 2020.

iv)

State any assumptions that were factored into the scope of work.

3. Section III - Additional Information proposedi)

Please recommend any additional items, strategies, or work that may add value to theproject from your perspective and within the scope of work requested.

4. Section IV - Staffingi)Identification of Proposed Key Personnel: identify your firm’s proposed key personnel, with
3 of 6

Government Services Director RFP
September 1, 2019details relative to specific duties or responsibilities to government services.

ii) Expertise Level of Key Personnel: submit curriculum vitae or resumes; limited to two-pages
for each professional personnel.
iii) Job Descriptions (if contractor will be hiring new staff)
5. Section V - Customer Referencesi)

At least three local references with contact information who are able (and willing) tocomment on the success of your previous government activities.
ii) Please state and describe any specific experience.

6. Section VI - Contract Fees and Expensesi)Firm hourly rates, fixed fee or other fees relating to government services for one year.
Provide title of staff and hourly rates for all staff that could be involved in providing
consulting services.

7. Section VII – Other
In addition to the above, please report separately how your organization responds to thefollowing scenarios and list how rates/expenses would apply:
i. At any stage of the project, the scope or effort may change. How do you typically handle
these situations?
ii. Describe your payment terms, including any alternative billing structures that would be
acceptable to your firm.
iii. Provide details regarding work hours, overtime, or any factor that will affect how services orhours are accrued.
iv. As part of the selection process, you may be requested to make a presentation of yourresponse to the request for proposal at your expense including travel expenses. In yourproposal, please indicate your acceptance of this item.
8. Section VIII—Exceptions/Omissions
Any exceptions/omissions to the RFP shall be stated in this section. Please include any
proposed changes to our professional services agreement provided in the appendix.
Bidder Selection Criteria• Quality and breadth of knowledge and experience.
• Quality of reference responses.
• Ability to commit designated experts with a solid back-up team to a long-term consulting
relationship.
• Financial soundness and history of the firm would strongly support an expectation that the firm
will continue for many more years.
• Service fees.

4 of 6

Government Services Director RFP
September 1, 2019

Proposal Instructions

1. Delivery

Bidders shall submit their proposal with all backup documentation via email in an electronic version
format compatible with Microsoft Office no later than October 1, 2019, 11:59pm, Hawai‘i Standard
Time (HST), to:vicky@festpac-hawaii2020.org
Festpac-Hawaiʻi 2020 reserves the right to refuse any proposals that do not meet these delivery
requirements.

2. Inquiries
All inquiries or correspondence shall be directed via email, unless otherwise instructed to:
Vicky Takamine
vicky@festpac-hawaii2020.org

3. No Bid

If you do not wish to bid, please notify Vicky Takamine by email immediately. Please return or
certify the destruction of RFP document.
Deadlines, Final Selection, and Award• RFP issue date:• Bidders’ Questions due date:• Festpac-Hawaiʻi 2020 response by:• Proposal deadline:• Award notification by:• Contract start date:

September 10, 2019
September 15, 2019
September 21, 2019
October 1, 2019
October 15, 2019
November 1, 201911:59 PM (HST)

Confidentiality

1. All information in this RFP is confidential and should not be disclosed except to those responding tothis RFP. You may designate portions of your response that are proprietary in nature, and we agree
not to disclose these portions except for the purposes of evaluating the proposal, or as required bylaw.
2. No copies or reproduction of this RFP may be made without the express written approval from theFestpac-Hawaiʻi 2020 Director except those copies, which are necessary for internal distribution of
the document for purposes of responding to this RFP.
Data Confidentiality
The Bidder will take steps to ensure that information related to this RFP remains confidential and that
individual responses/data are kept private. At the time the contract is terminated, the Bidder agrees toturn over any and all data files to Festpac-Hawaiʻi 2020 to store under lock or destroy.
Costs to prepare and present proposal
All costs incurred in the preparation and/or presentation of the proposal response to this RFP will be
paid entirely by the Bidder.
Insurance Provision
5 of 6

Government Services Director RFP
September 1, 2019

Failure to provide and keep in force required insurance shall be regarded as default of contract, entitling
Festpac-Hawaiʻi 2020 to exercise any or all remedies provided in this agreement.
The procuring of such required policy of insurance shall not be construed to limit the Contractor’s
liability hereunder or to fulfill the indemnification provisions and requirement of this agreement. Not
withstanding said policy of insurance, Contractor shall be obliged for the full total amount of any
damage, injury, or loss caused by negligence or neglect connected with this agreement.
The Awardee shall be insured either by an insurance company licensed in and able to do business in
the State of Hawaiʻi or an insurance company that meets Section 421:8-301 of the Hawaiʻi Revised
Statutes. The required insurance policy shall contain the following clauses:
a. This insurance shall not be cancelled, limited in scope of covered or non-renewed until
after thirty (30) days written notice has been given to Festpac-Hawaiʻi 2020.
b. Festpac-Hawaiʻi 2020 is added as an additional insured.

6 of 6

Residential Director RFP
March __, 2019

Residential Operations
Director
REQUEST FOR PROPOSAL
March __, 2019

1 of 6

Residential Director RFP
March __, 2019

Festival of Pacific Arts Background
The Festival of Pacific Arts is a traveling festival hosted every four years by a different Pacific island
nation. The very first Festival was initiated by The Pacific Community (SPC) and held in Fiji in 1972 tostop the erosion of the traditional practices by sharing and exchanging culture.
The 28 participating island nations participating in Festpac-Hawaiʻi 2020 include American Samoa,
Aotearoa, Australia, Cook Islands, Federated States of Micronesia, Fiji, Guam, Hawaiʻi, Kiribati, MarshallIslands, Nauru, New Caledonia, Niue, Norfolk, Northern Mariana Islands, Palau, Papua New Guinea,
Pitcairn, Rapa Nui, Samoa, Solomon Islands, Tahiti Nui, Tokelau, Tonga, Tuvalu, Vanuatu, Wallis &Futuna, and Taiwan.
Hawaiʻi will be hosting the 13th Festival of Pacific Arts & Culture in 2020. PAʻI Foundation has been
selected to plan and implement events and activities to showcase and celebrate the cultural traditions of
the 28 participating Pacific island nations.
The Festpac-Hawaiʻi 2020 Planning Committee is seeking public, corporate, and cultural support from the
Hawaiʻi community for what has been called the “Olympics of Pacific Island Culture.” To offer yoursupport, or for more information, please use the contact information listed below.
Purpose of RFP
1. This RFP seeks to obtain competitive bids for a residential operations director.
2. The solicited proposal is for a 15 month period, beginning May 1, 2019 and ending July 31, 2020.
Description of Services: The description of services is detailed below.
Overall Scope:• Responsible for organizing accommodation for delegations and VIPs for duration of thefestival. Key areas led by this director are:o All accommodation details for delegations, including procurement and assignments(must consider access to restrooms, laundry, water, electricity, plumbing, etc.)
o All accommodation details for VIPs, including procurement and assignments(consider hotel partnerships)o Help facilitate appropriate accommodation options for the general public (consider
hotel partnerships)o Buildings and grounds (coordinating any upgrades or construction that may beneeded)o Residential support services (security, medical, technology)o Coordinate security and health/safety measureso Accommodation for disabled participantsThis RFP is not an offer to contract. Acceptance of receiving a response to this RFP by
Festpac-Hawaiʻi 2020 does not obligate Festpac-Hawaiʻi 2020 to award a contract to any vendor
even if all the information stated in this RFP is met.
Description of Information Requested
Please provide the following information:
2 of 6

Residential Director RFP
March __, 2019••Your firm’s level of interest in being considered for collaborating with the Festpac-Hawaiʻi 2020 for
the above-mentioned services
General information regarding your firm’s:
Capacity and depth of experience
Resources, particularly staff support
Pricing structure

Qualifications
Your response should address the following qualifications and Festpac-Hawaiʻi 2020 areas of interest:•••

Must reside in Honolulu, Hawai‘iMust have basic understanding and sensitivity to Hawaiian and Pacific island culture,
traditions, and practices
Any other knowledge or experience you feel is relevant to the mission.

Proposal Format
To ensure that your proposal is complete and addresses all key RFP issues, it is required that you
adhere to the following format. Any material or documents submitted with the proposal must be
contained in an individually bound volume or incorporated into an Appendix.
The RFP response shall be organized into the following sections, in the order listed, and inclusive of therequested information:
1. Section I—Introduction and Company Backgroundi)

The Title Page identifying your company name and address, name of the contact person,
telephone and fax numbers, e-mail address and proposal date. Include a brief overview ofyour organization and how your organization can assist Festpac-Hawaiʻi 2020 with thisRFP.

ii) Table of Contents including a clear identification of the material by section and page
number.
iii) Brief introduction and overview of the Bidder’s corporate structure and capabilities.
2. Section II— Scope of Work, Methodology, Responsibilities, Estimated Timelines, Bidder
Assumptions and Deliverablesi)

Provide information on your firm’s qualification and ability to meet the above.

ii)

Provide your methodology for completing this work.

iii)

State the division of responsibilities between you and Festpac-Hawaiʻi 2020.

iv)

State any assumptions that were factored into the scope of work.

3. Section III - Additional Information proposedi)

Please recommend any additional items, strategies, or work that may add value to theproject from your perspective and within the scope of work requested.

4. Section IV - Staffingi)Identification of Proposed Key Personnel: identify your firm’s proposed key personnel, withdetails relative to specific duties or responsibilities to residential services.

ii) Expertise Level of Key Personnel: submit curriculum vitae or resumes; limited to two-pages
3 of 6

Residential Director RFP
March __, 2019

for each professional personnel.

iii) Job Descriptions (if contractor will be hiring new staff)
5. Section V - Customer Referencesi)

At least three local references with contact information who are able (and willing) tocomment on the success of your previous residential activities.
ii) Please state and describe any specific experience.

6. Section VI - Contract Fees and Expensesi)Firm hourly rates, fixed fee or other fees relating to residential services for one year. Provide
title of staff and hourly rates for all staff that could be involved in providing consulting
services.

7. Section VII – Other
In addition to the above, please report separately how your organization responds to thefollowing scenarios and list how rates/expenses would apply:
i. At any stage of the project, the scope or effort may change. How do you typically handle
these situations?
ii. Describe your payment terms, including any alternative billing structures that would be
acceptable to your firm.
iii. Provide details regarding work hours, overtime, or any factor that will affect how services orhours are accrued.
iv. As part of the selection process, you may be requested to make a presentation of yourresponse to the request for proposal at your expense including travel expenses. In yourproposal, please indicate your acceptance of this item.
8. Section VIII—Exceptions/Omissions
Any exceptions/omissions to the RFP shall be stated in this section. Please include any
proposed changes to our professional services agreement provided in the appendix.
Bidder Selection Criteria• Quality and breadth of knowledge and experience.
• Quality of reference responses.
• Ability to commit designated experts with a solid back-up team to a long-term consulting
relationship.
• Financial soundness and history of the firm would strongly support an expectation that the firm
will continue for many more years.
• Service fees.
Proposal Instructions

1. Delivery
4 of 6

Residential Director RFP
March __, 2019

Bidders shall submit their proposal with all backup documentation via email in an electronic version
format compatible with Microsoft Office no later than April 30, 2019, 11:59pm, Hawai‘i Standard Time
(HST), to:vicky@festpac-hawaii2020.org
Festpac-Hawaiʻi 2020 reserves the right to refuse any proposals that do not meet these delivery
requirements.

2. Inquiries
All inquiries or correspondence shall be directed via email, unless otherwise instructed to:
Vicky Takamine
vicky@festpac-hawaii2020.org

3. No Bid

If you do not wish to bid, please notify Vicky Takamine by email immediately. Please return or
certify the destruction of RFP document.
Deadlines, Final Selection, and Award• RFP issue date:• Bidders’ Questions due date:• Festpac-Hawaiʻi 2020 response by:• Proposal deadline:• Award notification by:• Contract start date:

March 30, 2019
April 15, 2019
April 22, 2019
April 30, 2019
June1, 2019
July 1, 201911:59 PM (HST)

Confidentiality

1. All information in this RFP is confidential and should not be disclosed except to those responding tothis RFP. You may designate portions of your response that are proprietary in nature, and we agree
not to disclose these portions except for the purposes of evaluating the proposal, or as required bylaw.
2. No copies or reproduction of this RFP may be made without the express written approval from theFestpac-Hawaiʻi 2020 Director except those copies, which are necessary for internal distribution of
the document for purposes of responding to this RFP.
Data Confidentiality
The Bidder will take steps to ensure that information related to this RFP remains confidential and that
individual responses/data are kept private. At the time the contract is terminated, the Bidder agrees toturn over any and all data files to Festpac-Hawaiʻi 2020 to store under lock or destroy.
Costs to prepare and present proposal
All costs incurred in the preparation and/or presentation of the proposal response to this RFP will be
paid entirely by the Bidder.
Insurance Provision
Failure to provide and keep in force required insurance shall be regarded as default of contract, entitling
Festpac-Hawaiʻi 2020 to exercise any or all remedies provided in this agreement.
5 of 6

Residential Director RFP
March __, 2019

The procuring of such required policy of insurance shall not be construed to limit the Contractor’s
liability hereunder or to fulfill the indemnification provisions and requirement of this agreement. Not
withstanding said policy of insurance, Contractor shall be obliged for the full total amount of any
damage, injury, or loss caused by negligence or neglect connected with this agreement.
The Awardee shall be insured either by an insurance company licensed in and able to do business in
the State of Hawaiʻi or an insurance company that meets Section 421:8-301 of the Hawaiʻi Revised
Statutes. The required insurance policy shall contain the following clauses:
a. This insurance shall not be cancelled, limited in scope of covered or non-renewed until
after thirty (30) days written notice has been given to Festpac-Hawaiʻi 2020.
b. Festpac-Hawaiʻi 2020 is added as an additional insured.

6 of 6

Support Services Director RFP
September 1, 2019

Support Services
Director
REQUEST FOR PROPOSAL
September 10, 2019

1 of 6

Support Services Director RFP
September 1, 2019

Festival of Pacific Arts Background
The Festival of Pacific Arts is a traveling festival hosted every four years by a different Pacific island
nation. The very first Festival was initiated by The Pacific Community (SPC) and held in Fiji in 1972 tostop the erosion of the traditional practices by sharing and exchanging culture.
The 28 participating island nations participating in Festpac-Hawaiʻi 2020 include American Samoa,
Aotearoa, Australia, Cook Islands, Federated States of Micronesia, Fiji, Guam, Hawaiʻi, Kiribati, MarshallIslands, Nauru, New Caledonia, Niue, Norfolk, Northern Mariana Islands, Palau, Papua New Guinea,
Pitcairn, Rapa Nui, Samoa, Solomon Islands, Tahiti Nui, Tokelau, Tonga, Tuvalu, Vanuatu, Wallis &Futuna, and Taiwan.
Hawaiʻi will be hosting the 13th Festival of Pacific Arts & Culture in 2020. PAʻI Foundation has been
selected to plan and implement events and activities to showcase and celebrate the cultural traditions of
the 28 participating Pacific island nations.
The Festpac-Hawaiʻi 2020 Planning Committee is seeking public, corporate, and cultural support from the
Hawaiʻi community for what has been called the “Olympics of Pacific Island Culture.” To offer yoursupport, or for more information, please use the contact information listed below.
Purpose of RFP
1. This RFP seeks to obtain competitive bids for a support services director.
2. The solicited proposal is for a 8 month period, beginning November 1, 2019 and ending July 31,
2020.
Description of Services: The description of services is detailed below.
Accreditation:• Coordinate the accreditation for delegations, VIP, media, and Festpac-Hawaiʻi 2020
planning committee (festival Director and executive team)o Organize and implement the identification of all people and their role at the festivalo Determine what level of access each individual needs to perform their roleo Help manage large numbers of people by facilitating movement and ensuring
access is monitored for security purposes, particularly in venues and residential
areas
Catering:• Organize a system of catering for all festival participants, to possibly include centralized
dining area(s), food packs, and voucher systems• Develop: meal plans and communication protocols between kitchens and delegations, asystem on non-accredited guest catering, special events catering• Food health and safety:o Ensure food prep and health/hygiene standards are met for all locations, vendors,
etc.
o Distribution: coordinate transport of food to and from performance venues
o Additional services: may include coffee and tea, after-hours ordering menus
Health and Safety:• Establish medical committee which takes care of all medical services and acts as a liaison
between public and private medical services to support the festival
2 of 6

Support Services Director RFP
September 1, 2019

Develop health and safety guidelines that are in place during the festival, including: plans,
policies and procedures for items such as crowd control, disability access, emergency
plans, health and safety volunteers, traffic management, security, insurance, contingency
plan, and cleanup• Establish a Risk Management Plan
Transportation:• Responsible for the transportation of delegations and hosted VIPs for the duration of thefestival• Create a Strategic Transport Plan which includes key objectives and strategies to deal withareas regarding traffic management and performance, contingency plans in case of
accidents, unexpected demand, events, adverse weather• Help coordinate air transport as needed•This RFP is not an offer to contract. Acceptance of receiving a response to this RFP by
Festpac-Hawaiʻi 2020 does not obligate Festpac-Hawaiʻi 2020 to award a contract to any vendor
even if all the information stated in this RFP is met.
Description of Information Requested
Please provide the following information:••

Your firm’s level of interest in being considered for collaborating with the Festpac-Hawaiʻi 2020 for
the above-mentioned services
General information regarding your firm’s:
Capacity and depth of experience
Resources, particularly staff support
Pricing structure

Qualifications
Your response should address the following qualifications and Festpac-Hawaiʻi 2020 areas of interest:••••

Must reside in Honolulu, Hawai‘iMust have a minimum of 5 years experience in providing support services for similar
eventsMust have basic understanding and sensitivity to Hawaiian and Pacific island culture,
traditions, and practices
Any other knowledge or experience you feel is relevant to the mission.

Proposal Format
To ensure that your proposal is complete and addresses all key RFP issues, it is required that you
adhere to the following format. Any material or documents submitted with the proposal must be
contained in an individually bound volume or incorporated into an Appendix.
The RFP response shall be organized into the following sections, in the order listed, and inclusive of therequested information:
1. Section I—Introduction and Company Backgroundi)

The Title Page identifying your company name and address, name of the contact person,
telephone and fax numbers, e-mail address and proposal date. Include a brief overview ofyour organization and how your organization can assist Festpac-Hawaiʻi 2020 with this
3 of 6

Support Services Director RFP
September 1, 2019

RFP.

ii) Table of Contents including a clear identification of the material by section and page
number.
iii) Brief introduction and overview of the Bidder’s corporate structure and capabilities.
2. Section II— Scope of Work, Methodology, Responsibilities, Estimated Timelines, Bidder
Assumptions and Deliverablesi)

Provide information on your firm’s qualification and ability to meet the above.

ii)

Provide your methodology for completing this work.

iii)

State the division of responsibilities between you and Festpac-Hawaiʻi 2020.

iv)

State any assumptions that were factored into the scope of work.

3. Section III - Additional Information proposedi)

Please recommend any additional items, strategies, or work that may add value to theproject from your perspective and within the scope of work requested.

4. Section IV - Staffingi)Identification of Proposed Key Personnel: identify your firm’s proposed key personnel, withdetails relative to specific duties or responsibilities to support services.

ii) Expertise Level of Key Personnel: submit curriculum vitae or resumes; limited to two-pages
for each professional personnel.
iii) Job Descriptions (if contractor will be hiring new staff)
5. Section V - Customer Referencesi)

At least three local references with contact information who are able (and willing) tocomment on the success of your previous support activities.
ii) Please state and describe any specific experience.

6. Section VI - Contract Fees and Expensesi)Firm hourly rates, fixed fee or other fees relating to support services for one year. Provide
title of staff and hourly rates for all staff that could be involved in providing consulting
services.

7. Section VII – Other
In addition to the above, please report separately how your organization responds to thefollowing scenarios and list how rates/expenses would apply:
i. At any stage of the project, the scope or effort may change. How do you typically handle
these situations?
ii. Describe your payment terms, including any alternative billing structures that would be
acceptable to your firm.
iii. Provide details regarding work hours, overtime, or any factor that will affect how services orhours are accrued.
iv. As part of the selection process, you may be requested to make a presentation of your
4 of 6

Support Services Director RFP
September 1, 2019

response to the request for proposal at your expense including travel expenses. In yourproposal, please indicate your acceptance of this item.

8. Section VIII—Exceptions/Omissions
Any exceptions/omissions to the RFP shall be stated in this section. Please include any
proposed changes to our professional services agreement provided in the appendix.
Bidder Selection Criteria• Quality and breadth of knowledge and experience.
• Quality of reference responses.
• Ability to commit designated experts with a solid back-up team to a long-term consulting
relationship.
• Financial soundness and history of the firm would strongly support an expectation that the firm
will continue for many more years.
• Service fees.
Proposal Instructions

1. Delivery
Bidders shall submit their proposal with all backup documentation via email in an electronic version
format compatible with Microsoft Office no later than October 1, 2019, 11:59pm, Hawai‘i Standard
Time (HST), to:vicky@festpac-hawaii2020.org
Festpac-Hawaiʻi 2020 reserves the right to refuse any proposals that do not meet these delivery
requirements.

2. Inquiries
All inquiries or correspondence shall be directed via email, unless otherwise instructed to:
Vicky Takamine
vicky@festpac-hawaii2020.org

3. No Bid

If you do not wish to bid, please notify Vicky Takamine by email immediately. Please return or
certify the destruction of RFP document.
Deadlines, Final Selection, and Award• RFP issue date:• Bidders’ Questions due date:• Festpac-Hawaiʻi 2020 response by:• Proposal deadline:• Award notification by:• Contract start date:
Confidentiality

September 10, 2019
September 15, 2019
September 21, 2019
October 1, 2019
October 15, 2019
November 1, 201911:59 PM (HST)

5 of 6

Support Services Director RFP
September 1, 2019

1. All information in this RFP is confidential and should not be disclosed except to those responding tothis RFP. You may designate portions of your response that are proprietary in nature, and we agree
not to disclose these portions except for the purposes of evaluating the proposal, or as required bylaw.
2. No copies or reproduction of this RFP may be made without the express written approval from theFestpac-Hawaiʻi 2020 Director except those copies, which are necessary for internal distribution of
the document for purposes of responding to this RFP.
Data Confidentiality
The Bidder will take steps to ensure that information related to this RFP remains confidential and that
individual responses/data are kept private. At the time the contract is terminated, the Bidder agrees toturn over any and all data files to Festpac-Hawaiʻi 2020 to store under lock or destroy.
Costs to prepare and present proposal
All costs incurred in the preparation and/or presentation of the proposal response to this RFP will be
paid entirely by the Bidder.
Insurance Provision
Failure to provide and keep in force required insurance shall be regarded as default of contract, entitling
Festpac-Hawaiʻi 2020 to exercise any or all remedies provided in this agreement.
The procuring of such required policy of insurance shall not be construed to limit the Contractor’s
liability hereunder or to fulfill the indemnification provisions and requirement of this agreement. Not
withstanding said policy of insurance, Contractor shall be obliged for the full total amount of any
damage, injury, or loss caused by negligence or neglect connected with this agreement.
The Awardee shall be insured either by an insurance company licensed in and able to do business in
the State of Hawaiʻi or an insurance company that meets Section 421:8-301 of the Hawaiʻi Revised
Statutes. The required insurance policy shall contain the following clauses:
a. This insurance shall not be cancelled, limited in scope of covered or non-renewed until
after thirty (30) days written notice has been given to Festpac-Hawaiʻi 2020.
b. Festpac-Hawaiʻi 2020 is added as an additional insured.

6 of 6

Contract Item
Status as of (FILL IN DATE): 9/2/18
The CONTRACTOR shall perform and provide, in a satisfactory and proper
manner as determined by the STATE, all of the services as set forth in
Solicitation No. RFP-18-02-BDSD, and the Proposal submitted by the
CONTRACTOR, both of which are made a part of this Contract, to plan, develop,
manage and promote the 13th Festival of Pacific Arts and Culture, hereinafterreferred 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 notlimited to:
A. Develop a detailed timeline and work plan for the planning, development,
management and production of the Festival.

See Tab 2:Timelines and Strategies

B. Work with the FESTPAC Commission, hereinafter referred to asFestival Budget submitted to DBEDT & Commissioners.
"Commission," to develop the Festival budget to include but not limited to,
Randall Tanaka shared his Festival Budget at the last
lodging/food/transportation for FESTPAC delegates; administration; VIP costs; Commissioners Meeting. Commission needs to review allvenues; ceremonies & receptions; risk management security; andsubmitted budgets.See Tab 4: Budget
media/marketing. Secure the necessary funding from public and private sources
to meet the budget.
C. Manage and implement the Festival budget, including fundraising andotherwise securing sufficient funds for the Festival, disbursing the funds, andmaintaining proper accounting of the funds in accordance with generally
accepted accounting principles and practices. All books, records, anddocuments relating to the Festival shall be subject to inspections, reviews, oraudits by the State.
D. Maintain a separate and/or special bank account for the purpose of receiving Done - separate account established at Bank of Hawai'i
funds from fundraisers, donations, sponsorship fees, and other monetary
receipts, and for the disbursement of payments related to the Festival.

E. Negotiate the number of delegates from each country that will be hosted.

Done - maximum set at 100 delegates per country.

F. Oversee all programming for the festival and implementation of festival
events.

In Progress

G. Oversee the coordination of special events and ceremonies such as
government and Head of Delegation (HOD) hosted events, HOD pre festival
visits, etc.

In Progress

H. Oversee the recruitment, training, management, and payroll of staff andvolunteers.

In progress.RFP for Director positions drafted in March, 2019.
Revised on September 1, 2019. See attached

I. Oversee and maintain all health and safety requirements, events safety
Draft plans in progress, pending hiring of additional support
manuals, risk assessments and ensure effective and safe working practices at all staff. See RFP attachedtimes are in place with the implementation of a risk management plan.

J. Oversee the design, planning and development of all venues prior to theFestival.

In progress

K. Manage the relationship between the artistic directors and the directors ofvenues and facilities to ensure all the needs of the artistic programming andproduction are facilitated within budget, timelines and within proper
operational and safety guidelines.

Pending hiring of Directors

L. Manage the handover process from the venue design, planning anddevelopment team to the venue managers.

Pending hiring of Directors

M. Provide support and advice to the venue managers during the Festival.

Pending hiring of Directors

N. Work with the Commission and the Secretariat of the Pacific Community(SPC) to develop a Festival Communications Policy and Strategy.

Perhaps DBEDT can take the lead on this?

O. Work with the Commission and SPC to develop a Festival Marketing Strategy Merchandise already in progress, Festival Marketing Strategy
to include areas such as Merchandise, Trademarking, etc.
pending contract review with Strategies 360
P. Work directly with community elders, cultural elders, delegation traditional
leaders and cultural focal points.

In progress

Q. Facilitate all reporting and communication with the SPC.

In Progress: Mapuana and Michael Pili Pang

R. Broaden the Festival to include other Pacific indigenous cultures, e.g., Taiwan Done Invitation sent to Taiwan by Gov. Ige
and others with links to Pacific Islanders.
S. All promotional and collateral materials, project-related displays, publications, In progress
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.
T. CONTRACTOR shall submit the following reports for STATE approval:
1. Monthly Progress Reports shall be submitted ten (10) calendar days
following the end of the month using a report form provided by STATE. Reports
may be submitted digitally or in hard copy format. Attachments to the monthly
report shall include:a) A detailed financial statement itemizing expenditures of funds provided
by this Contract; andb) Copies of all promotional and collateral materials, photos andadvertisements, 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 S above.
2. Final Report:a) Due prior to the expiration of this Contract.

b) The final report shall include the following:i) A detailed summary and evaluation of CONTRACTOR’s efforts inmeeting the requirements of the Contract;ii) An evaluation of project effectiveness and recommendations for followup and future activities;iii) A financial report detailing and itemizing all expenditures under thisContract and sources of funding outside of the funds provided by this Contract;andiv) Copies of all promotional and collateral materials, photos andadvertisements, 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 S above.

FESTPAC-Hawaiʻi 2020 Budget DRAFT
Source - PA'I FOUNDATION
2018

2019

2020

3-Yr Total

3M

4M

5M

Planning and Design
Salaries
Festival Coordinator
Finance Director
Director of Administration andDevelopment
Grant Writer
Administrative Assistant$$

50,00025,000$$50,00040,000$$50,000 $40,000 $150,000 $105,000 $150,000 $105,000 $150,000 $105,000 $150,000
105,000$$$

10,00015,00010,000$$$25,00025,00020,000$$$85,000 $50,00050,000 $-85,000 $85,000 $85,00050,000 $50,000 $50,000TravelSouth Pacific Community (SPC)
Council Meeting in Fiji
Total Planning & Design

50,000 $10,000 $20,000 $$$$10,000120,000$$

160,000$$- $170,000 $10,000450,000$

390,000$

390,000$

390,000$

150,000 $150,000 $100,000$

125,000 $150,000$

150,000 $150,000 $100,000$

125,000 $150,000$

150,000 $150,000 $100,000$

125,000 $150,000$

75,000 $75,000

-

$

-

-

$

30,000 $30,000 $20,000$25,000 $100,000
50,00050,00050,000570,000

$
$
$
$
$
$

150,000
100,000
100,000
100,000
850,000

Artistic
Ceremonies and Protocol
Opening Ceremony
Iolani Palace
Arrival of the Wa'a Ceremony
Magic Island
Closing Ceremony / Flag
Handover Ceremony
Festival Village or Waikiki Shell
Heads of State Welcome
Washington Place
VIP Gifts and Protocols
Programming and Production
Artistic Planning meetings
Artistic personnel
Artistic contractors
Community engagement
Education programs
Total Artistic

$
$
$
$
$

5,000 $
50,000 $$50,000 $50,000 $155,000 $

5,000
100,000
50,000100,000
100,000
355,000$$$

300,000 $250,000 $30,000 $400,000 $250,000 $30,000 $400,000 $ 1,100,000 $
187,500 $ 687,500 $
22,500 $82,500 $$50,000 $$12,000 $50,000 $70,000 $24,000 $50,000 $140,000 $48,000 $$ 100,000$ 200,000$ 100,000$ 100,000$ 1,055,000$
10,000$ 250,000$ 250,000$ 250,000$ 250,000$ 1,565,000

$

$
$
$
$
$
$

$

30,000

$
$
$
$
$
$

200,000
150,000
150,000
150,000
1,130,000

200,000 $75,000 $25,000 $250,000 $100,000 $40,000 $300,000
125,000
50,000150,000 $210,000 $84,000 $30,000 $80,000 $35,000 $40,000 $100,000 $50,000 $50,000120,000
60,000Administration
Salaries - Section Directors andstaff
Office rental
Furniture, telephone, utilities
Office equipment, computers,
software, copiers, printers
Language services
Events and meetings
Travel - Festival observation (SEE
PRE PLANNING)

$
n/a

n/a

n/a

Communications
IT and Telecommunications:
Infrastructure, Landline, Wireless,Radio Frequency, Public address
systems, TV and cable, Internet$
Legal
Legal services$
Licensing royalties
Insurance$

10,000 $50,000 $200,000 $260,000 $175,000 $200,000 $225,000

10,000 $25,000 $$25,000 $50,000 $50,000 $100,000 $85,000 $50,000 $135,000 $30,000 $10,000 $20,000 $40,000 $15,000 $50,00020,00040,00010,000 $30,000 $Operational/workplace safety$
Human Resources
HR staff (or Contract)$
Permanent staff (10x40k)$
Temporary staff (20 x 20k)$
Volunteers/volunteer coordinator $Consultants$Contractors$
Uniforms$
Total Administration$

50,00050,00050,000872,000$
60,000$ 400,000$ 400,000$
50,000$ 100,000$
50,000$25,000$ 2,059,000$ 100,000$ 400,000$ 400,000$
75,000$50,000$ 200,000$
25,000$ 2,598,000$ 210,000$ 800,000$ 800,000$ 175,000$ 200,000$ 250,000$
50,000$ 5,529,000

$
$
$
$
$

40,00060,00040,00015,000855,000$$$$$

Government Coordination
Coordinator position
Visitor accommodation
Fees
Total Government Coordination

50,00010,00060,000$$$$50,00010,0005,000
65,000

$
$
$
$

$
$
$
$

150,000
45,00015,000210,000

$
$
$
$

-

$
$
$
$

10,000 $$- $35,000 $5,000 $
10,000 $- $50,000 $50,000 $50,000 $100,000 $- $100,000 $6,000 $
416,000 $25,000100,000
5,000
10,00050,00075,00050,00050,000100,000
100,000
250,000
12,000827,000$$
50,000$50,000$ 200,000$
10,000$ 200,000$ 150,000$ 100,000$ 100,000$
50,000$ 100,000$ 250,000$ 500,000$ 120,000$ 1,880,000$
10,000$75,000$50,000$ 335,000$
20,000$ 220,000$ 200,000$ 225,000$ 200,000$ 150,000$ 300,000$ 350,000$ 850,000$ 138,000$ 3,123,000

$
$
$
$
$
$
$
$
$
$
$
$
$
$

10,00015,000100,000
20,00080,00040,00040,00040,00040,00075,000100,000
200,000
80,000840,000

$
$
$
$
$
$
$
$
$
$
$
$
$
$

$ 3,000,000$
50,000$25,000$$-$ 1,000,000$
50,000$50,000$50,000$50,000$ 5,000,000$ 100,000$
85,000 $$50,000$50,000

$
$
$
$

-

$
$
$
$

$
$
$
$

250,000
50,00010,00020,000

$
$
$

- $
- $
- $

150,000 $50,000 $10,000 $150,000
50,00010,000$$$$Media, Marketing & Sponsorship
Festival program design$
Festival program printing
Decorating - venues$
Marketing$Sponsorship$
Merchandise$
Ticketing$Community relations staff$
Media relations staff$
Corporate and Gov't relations staff $Website development$
Broadcasting$Advertising/Media$
Documentation$
Total Media/Marketing/Sponsorship $50,000 $50,000 $100,000 $50,00025,00010,00085,000200,000 $20,000 $30,000 $50,00080,00050,00020,0001,095,000-

20,00025,000150,000
20,000100,000
50,00050,00050,00050,000100,000
120,000
250,000
100,000
1,085,000

$
$
$
$
$

$
$
$
$

40,00060,000100,000
60,00025,0001,325,000

-

$
$
$
$
$
$
$
$
$
$
$
$
$
$

30,00030,000200,000
20,000120,000
60,00060,00060,00060,000125,000
150,000
300,000
120,000
1,335,000

Venues and Facilities
Venue Build-Up
Exhibition / performance venues(FESTIVAL VILLAGE$ 1,000,000
Media / Work force offices$
Temporary facilities$
10,000
VIP lounges$
HOD administration centers$
Venue Logistics and Operations
Venue rental$
Cleaning/waste management$
Laundry service$
Utilities$
Venue Production
Security: crowd control, bag search $Ushers / tickets$
Audience service and info$
Equipment rental - sound,staging, lighting$
Production personnel$
Production contractors$
Total Venues and Facilities$ 1,010,000

Support Services$$$$ 3,075,000

250,000
50,00010,00020,000$ 500,000$ 250,000$ 250,000$ 2,740,000$ 500,000 $$ 250,000 $$ 250,000 $$ 6,825,000 $$

50,00040,000 $50,000 $60,000200,000 $120,000 $120,000 $480,000 $250,000 $150,000 $150,000 $600,000 $300,000
180,000
180,000
770,000

Medical Services
Hospital facilities
Medical transport
Venue first aid
Delegation care
Catering
Delegation (2,800)
VIP (200)
Hospitality - VIPs, Sponsors,
Government
Staff and volunteers
Spectator (FOOD TRUCKS)
Media

$
$
$
$

-

$
$
$
$

-

$
$

- $
- $

- $ 1,764,000 $ 1,764,000- $ 168,000 $ 168,000

$
$
$
$

-

-

$
$
$
$

50,000100,000
28,00014,000$$$$50,000100,000
28,00014,000150,000
500,000
200,000
50,000$$$$150,000
500,000
200,000
100,000

$
$
$
$

$
$
$
$

100,000
50,00025,00020,000$$$$100,000
50,00025,00020,0003 meals x $15.00 x 14 days
3 meals x $20.00 x 14 days
Security
Equipment and facilities
Contracted security
Support to Police
Planning, training & management
Transportation
Delegation travel - buses
VIP travel - rental cars
Work force, committee
Media
Corporate/sponsors/donors
PublicTotal Support Services

$
$
$
$

-

$
$
$
$

50,000

$
$
$
$

$
$
$
$
$
$
$

-

$
$
$
$
$
$
$

50,000$ 400,000$
70,000$14,000$$5,000$$ 3,708,000

Residential
Accommodations - delegation$- $Accommodatons - VIP$- $Total Residential$- $Dorm Rooms @ $40/night X 2,800 delegates X 18 days
Hotel Rooms @ 250/night X 200 VIP X 18 days
TOTALS$ 2,633,000 $ 6,591,000$ 400,000$
70,000$14,000$$5,000$$ 3,758,000 $

-

$

-

$

-

$ 2,016,000 $ 2,016,000
900,000$ 900,000 $$ 2,916,000 $ 2,916,000 $

-

$

-

$

-

$ 15,152,000 $ 24,376,000

Fundraising Plan: 1) Public - Vicky Holt Takamine will request that the Hawai'i US

Contingency Plan: In the event that the entire budget is not raised from public andprivate sources before the Festival occurs, adjustments will be made to
individualbudget items, without reducing the overall scope of work planned. For
example, in catering - the budget provides for a certain level of hospitality for media,
volunteers and staff; if necessary, meals may only be provided to delegations and VIPs.
With Transportation - activities may be substituted at nearby locations, reducing theneed for cross-island bus travel. Regardless of the level of funding raised, every effort
will be made to encourage businesses and providers to donate as much as possible
their services in-kind, with the understanding that the return economic value of 3,000
delegates and up to 100,000 accompanying visitors to the island will benefit their$

3,135,000$

4,020,000$

4,950,000

29th Meeting of SPC, Honolulu, HI Sept 10-13, 2019
Ala Moana Hotel Reservations
Country

1

Rep

ArrivalArrival Flight
Details

Departure

Departure
FlightDetails# Night

Roy Benyon

6-Sep-19

NZ0010 @0725hrs

14-Sep-19

NZ0009 @0925hrs

8

Noumea(SPC)
2

Christelle Petite

Luisa Mavoa

Peter Foster

6-Sep-19

7-Sep-19

7-Sep-19

Fiji (SPC) The SPC Fiji
Crew willneed rooms
booked from
Sept 7th due
to early
morningarrival.
Kelepi Koroi

Vanuatu
(SPC)
4
5
8
9
10

Norfolk
Island

13

FJ820 @
0145hrs on
08/09/19

15-Sep-19

15-Sep-19

FJ821 @
0255hrs

FJ821 @
0255hrs

FJ821 @
0255hrs

8

8

8

8

$

199.00199.006961632166

Room with 1
Queen/King
Bed. Earlycheck in on
September
7th as arrive
early
morning on
September
8th

6961664934

Room with 1
Queen/King
Bed. Earlycheck in on
September
7th as arrive
early
morning on
September
8th

6961681318

Room with 1
Queen/King
Bed. Earlycheck in on
September
7th as arrive
early
morning on
September
8th

6961599398

Room with 1
Queen/King
Bed. Earlycheck in on
September
7th as arrive
early
morning on
September
8th$ 1,592.00$ 1,592.00$ 1,592.00

8

Kim Robertson

8-Sep-19

HA0446 @1040hrs

13-Sep-19

HA0445 @1430hrs

5

10-Sep-19

NZ10 @
0725hrs

14-Sep-19

NZ9 @0925hrs4$

199.00$6$

199.00$ 1,194.00

6962090918

6$199.00$ 1,194.00

6962140070

5$199.00$995.006962336678

5$

199.00$995.006962598822

Requesting
if you could
advise on
details on
Appreciate
if you could
book 2rooms side$

199.00$-6962402214

Room with 1
Queen/King
Bed)6962631590

Room with 1
Queen/King
Bed)6962647974

Room with 1
Queen/King
Bed)6962664358

Room with 1
Queen/King
Bed)

Hon. Minister George Angene

8-Sep-19

Anthony Turua

8-Sep-19

Anita French
Mayor Robin Adams

9-Sep-19
9-Sep-19

TBC

HA0446 @1040hrs
HA0446 @1040hrs
HA452 @
1030hrs
HA452 @
1030hrs

14-Sep-19
14-Sep-19
14-Sep-19
14-Sep-19

HA0445 @1430hrs
HA0445 @1430hrs
HA451 @
1130hrs
HA451 @
1130hrs

TBC

199.00$ 1,592.00

6961746854
796.006961959846

TBC
199.00

$

-

TBC
$

199.00$-TBC

Mr Fabien Mara-Dinard
Kalani Ka'ana'ana

$

$

TBC

Hawaii$199.006961533862

Room with 1
Queen/King
Bed)$ 1,592.00

FJ821 @
0255hrs

Mrs Marthe Lehartel

15$

199.0015-Sep-19

Mrs Merehau Anastas

14$

FJ820 @
0145hrs on
08/09/19

FrenchPolynesia

16

FJ820 @
0145hrs on
08/09/19

15-Sep-19

NZ0009 @0925hrs

6961501094$ 1,592.00

7-Sep-19

Mr Heremoana and Mateata
Maamaatuaiahutapu

11

FJ820 @
0145hrs on
08/09/19

14-Sep-19

199.00

Ana Tunabuna-Buli

New
Zealand
Sarah Widmer(RCS
Consultant)
Cook
Islands

7-Sep-19

NZ0010 @0725hrs$

Comments(RoomsInclude a
Room with 2
Queen Beds
- (will be
travellingwith wife
andDaughter)

Booking Confirmation
#

Total

Room Rate

TBC

TBC

9-Sep-19

14-Sep-19

5$199.00$$199.00$995.00 TO BE DETERMINED17

FJ820 @
0145hrs on
08/09/19

Fiji

Reijieli Vere

7-Sep-192

9-Sep-19$

199.00$398.00TBC$16,119.00

Total

Pagoda Hotel

1
Teleiai Christian Ausage
American Sam
2
Dr. Mary Lauagaia Taufetee
3 New Caledon Regis Vendegou
4 Wallis and Fu Yannick Feleli
5
Bernadette Halagahu-Papilio
6 RMI
Melvin Majmeto
7
Antari Elbon
8
Brenda Alik
9 Solomon IslanDennis Marita
10 Tonga
Pulupaki Ika
11
Iete Avanitele
12
13 Kiribati
Hon. Minister Kobebe Taitai + Spous
14
Terengaiti Awerika
15
Marii Marae
16 Samoa
TBC
17 Tokelau
TBC
20 Tuvalu
Kobebe Taitai
21
Matini Vailopa
Palau
Sunny Gmirmang
Cook Islands George Angane
Anthony Turua

10-Sep-19 HA466 @ 10013/09/2019
10-Sep-19 HA466 @ 10013/09/2019

8-Sep-19
7-Sep-19 HA446 @ 104
7-Sep-19 HA446 @ 104
9-Sep-19 UA155 @ 143
9-Sep-19 UA155 @ 025

HA465 @ 170
HA465 @ 170

3 $       163.82
3 $       163.82

491.46491.4615-Sep-19
15-Sep-19 FJ821 @ 0255
15-Sep-19 FJ821 @ 0255
15-Sep-19 UA154 @ 103
15-Sep-19 UA0132 @ 07

7
8
8
6
6

$127.00$127.00$127.00$89.00$89.00$534.00$534.00

8-Sep-19 FJ820 @ 0145 16-Sep-19 UA372 @ 070
8-Sep-19
15-Sep-19

87$89.00$89.00$712.00$623.00

10-Sep-19 FJ822 @ 1040 15-Sep-19 FJ821 @ 0255
10-Sep-19 FJ822 @ 1040 15-Sep-19 FJ821 @ 0255
FJ822 @ 1040hrs
FJ821 @ 0255hrs

55$89.00$89.00$445.00$445.00

7-Sep-19 FJ820
7-Sep-19 FJ820
9/7/2019

9/15/2019 FJ821 @ 0255hrs
9/15/2019 FJ821 @ 0255hrs
9/15/2019$89.00 $ $89.00 $ -$889.00

6961697702

Arrive earlymorning on
September8th. Room
to bebooked on
September7th

13th Festival of Pacific Arts & Cultures
Timeline and Strategies
Dates

Activity

Who

ResultsMāpuana deSilva,
Vicky Takamine,
Michael Pili Pang,
Leilani Basham,Uʻilani Bobbit,
Mālia Noriga

Submitted forconsideration for 2012
Festival of Pacific Arts
to the 2004 Council ofPacific Arts in Palau.
Solomon Islands
selected to host in 2012

Māpuana deSilva

Re-submitted forconsideration at the2012 Festival of PacificArts & Culture. HawaiʻI
selected as host for 2020

Selection of Festival
Māpuana deSilva
Director

Victoria Takamine
asked to be Festival
Director for 13th Festivalof Pacific Arts &Culture. Takamine
accepts

Expression ofInterest & Bid
2004
Planning &Development

Expression ofInterest & Bid
2012
Planning &Development

2015

January-May, 2016

Prepare delegation
for attendance andtransfer of Festival
from Guam to
Hawaiʻi

January-May, 2016

Establish Vision,
Theme & Develop
Logo

Delegation attendance atMāpuana deSilva &the Festival May 22Vicky Takamine
June 4, 2016
Māpuana deSilva, Festival Theme: E Kū I
Kihei deSilva,
Ka Hoe (Grab the
Vicky Takamine,
steering paddle)
Shane Pale (graphic Theme & Logo
designer)establishedPresentation to theth
27 Meeting of theMāpuana deSilva,
Council of Pacific
24-May-16 Arts & Culture, with Kalani Kaʻanaʻana,
Vicky Takamine
an update on the
Preparations in
Hawaiʻi

Transfer of Festival
Flag from Guam to
4-Jun-16
Hawaiʻi at Closing
Ceremonies

Post Selection Process
Dates

January-May, 2017

May-December, 2017

Activity
Submission of
SB545 to the State
Legislature toestablish Temporary
Commission for
Festival of PacificArts & Cultures

Presentation to theCouncil accepted, allcountries look forward
to attending in 2020

Takamine secured a
Letter of Mahalo from
Congresswoman Tulsi
Gabbard was read by
Vicky Takamine,
Mapuana deSilva, Sen Galuteria. Sen
Sen Kalani English, Kalani English & OHA
CEO Kamanaʻopono
Sen Brickwood
Crabbe delivered
Galuteria, OHA
speeches, Guam FlagCEO
handed over by Gov.
Kamanaʻopono
Calvo to Takamine,
CrabbeMāpuana deSilva andTakamineʻs hālau
performed closing hula.

Who

Results

Vicky Takamine,Sen. Kalani English
SB 545 passed& Sen Brickwood
Galuteria

Department of
Appoint Temporary
Business &Commission to
Economic
oversee the Design ofDevelopment
the Festival(DBEDT)

November, 2017-January, 2018

Select & Appoint
Festival Coordinator
to Organize, Plan
DBEDT
and Implement theFestival

Dates

Activity

Who

Results
FESTPAC Presentations
to Community
1.     September 7, 2016
Communityorganizations,institutions, leaders,elders2.     June 15, 2017,Native Hawaiian
Chamber of Commerce

September, 2016 -December, 20173.     July 31, 2017
Potential Committee
members
4.     October 5, 2017,
Community
Office of Hawaiian
Consultations: To
Vicky Takamine &Affairs Board ofraise support for the Kaʻiulani Takamori
Directors
Festival
5.     November 13, 2017,
International
Austronesian
Conference, Taipei,
Taiwan6.     December 8, 2017,
Kanaeokana Komike
Hoʻokele, Native
Hawaiian Charter
Schools, developing
curriculum, online
interactive maps andtools for schools &Youth Ambassador
programJuly – December, 2017

August 13-16, 2017

November 28-30, 2017

November-December, 2017

Establish Festival
Organizing

Vicky Takamine & Establish Festival
Kaʻiulani Takamori Organizing Committees,
Potential Site Visits
Conduct Site Visits
identified. Schedule ofwith SPC Director,
site visits included inSocial Development
Section b. 4) b.
Vicky Takamine &Programme (Gender,
Demonstrated
Kaʻiulani Takamori
Culture & Youth)
Leadership, Vision,
Leituala Kuiniselani
Collaboration, Team
Toelupe Tago-Elisara
Building

Site Visits with SPC
Social Development
Vicky Takamine
AdvisorCulture, Elise Huffer

Identify Potential
locations for Festival Vicky Takamine
Village

Potential sites identified
Potential Village Sites:
1.     Kapiʻolani Park
Bandstand2.     Magic Island, Ala
Moana Park
3.     Kakaʻako Makai
Gateway Park
4.     Office of Hawaiian
Affairs Lots, Kakaʻako
5.     Develop draft layoutof Festival Village

Vicky Takamine,
Leituala Kuiniselani 1.     Hawaiʻi Convention
CenterToelupe Tago
Elisara (SPC),
Takamine has met
with all of these
entities to discuss
their participation ina.     South Pacific
FESTPAC 2020.
Council Meetings
We expect that there
will be some of inkind services
provided.
b.     Forums, discussions,presentations,workshops

August – December 2017

Potential Sites
Identified

2.     Kamehameha
Statue, Lei Draping
3.     ʻIolani Palace,
Opening Ceremony
4.     Festival Village,
TBD
5.     Housing, Universityof Hawaiʻi/East West
Center Dorms
6.     Film
Festival/Performance
Venues:a.     Windward
Community College
Theatreb.     Leeward
Community College
Theatrec.     West Oʻahu Colleged.     Doris Duke Theatree.     UH Kennedy
Theatref.      UH Orvis
Auditorium

g.     Imin Center
7.     Performing Arts
Venues other than
Festival Village:a.     Waikīkī Shellb.     Kapiʻolani Park
Bandstand8.     Arts Markets &Performing Arts
Venues:a.     Thomas Squareb.     Waimea Valley Park

March, 2017- December 2017

Increase Food
Vicky Takamine,
Production on Maui
Food Committee& Oʻahuc.     Bishop Museum
9.     Art Exhibits:a.     Bishop Museumb.     Honolulu Museumof Artc.     University of
Hawaiʻi Hamilton
Libraryd.     Arts at Markse.     East West Center,
UH
Takamine has met with
farmers on Maui andOʻahu to discussgrowing most of the
produce on Maui andOʻahu to be able tosupply food vendors tofeed our visitingdelegations. Planningfor 9,000 meals/day foraround 18 days will be a
big undertaking. We
expect that we can help
our local economy bygrowing as much of ourown food to support our
local farmers and foodvendors.

July, 2017 – December 2017

Develop ideas for
new graphics formedia, website,
marketing,advertising andmerchandise

Vicky Takamine

A Media/Advertisingcommittee convened todraft up new ideas for a
website, logo,
merchandise andpromotional materials.
We will continue towork with them to
finalize the designs.

Proposal for moving forward with the Organizing, Planning and Implementation of the 13th Festival of Pacific Arts & Culture,
June 11-27, 2020

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

Activity

Who

February, 2018 –April, 2018

Finalize Organizing
Vicky Takamine,
Committees, Chairs,
Ed Bourgeois
Directors

February, 2018 –June, 2020

Outreach to PacificIsland organizations
Vicky Takaminesuch as churches,
community groups.

Results/Considerations
Convene monthly
committee meetings toensure planning is onschedule, develop
budgets, develop
fundraising strategies,
management of venues
and identify potential
volunteer coordinatorsfor each venue.
1.Assist with developing
training & curriculumfor PAʻI staff,
volunteers, residents,
visitors
2. Volunteers for
hosting their respective
communities

January, 2018

February 2018-June, 2020

3. Identify
Ministers/Clergy forecumenical services
1.     Raise most of thefood on Oʻahu forfeeding our guests.
2.     Increase foodproduction on Oʻahu
Increase Food
Vicky Takamine,
3.     Identify commercial
Production on Oʻahu Catering Committee
kitchens, foodestablishments, foodtrucks etc. for Festival
Village, catering andhosting opportunities
Funding for the Festival
village needs to be
secured as soon as
possible. The Festival
Village is the only
project that will require
Submit GIA to State
construction of facilities.
Legislature for
Vicky Takamine,
Festival Village
All other facilities
Ed Bourgeois
planning andidentified are sufficientconstruction
for hosting FESTPAC
2020. We will need torenttents/tables/chairs/stage/sound and lights forsome of the venues.
Vicky Takamine,
Finalize Program
Program Chair,
VenuesCommittee Chairs

Newsletters

Vicky Takamine,Media Committee

Quarterly Newsletterswill be sent out toupdate the Countries,
Visitor Industry and our
loca community on theplanning for FESTPAC.

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

Mapping: Venues, Facilities

Mapping: Residential

Mapping: Support systems

Considerations
Vicky Takamine      Venues used forhas already met
arts & culture
with potential venue      Potential venues
hosts. Most of thesealready in place
activities have been      Venues fordone and potential
development
venues identified      Outline Festival and selected. The
location and venues
next step requires a      Delegationaccommodation
These activities are      VIPalready in progress.
accommodation
Vicky Takamine      CPAC andhas met with Pres.
FOPAOC
Lassner at UH
accommodation
Mānoa, Toured      MediaEWC dorms andaccommodation
met with Mufi      Festival Guests
Hannemann, Exec
accommodation
Director of HawaiʻI
General public
Lodging Industry
accommodation
options, packages
Identify systems in
Map out
place forinfrastructure, andinfrastructure. What
support systems inequipment andplace for:infrastructure has             Accreditation
already been
Catering Transport
developed? For
Medical, Health andexample if the
Safety Programming
Pacific Games wasand Production
held in yourtechnical needs,
country, there will
equipment, suppliers,
be software andetc
equipment trained
A detailed Skills
Develop a Human
mapping will
resource map for
identify what
each section andhuman resource iseach proposed venue
available nationally.

Mapping: Human Resource

Mapping: Funding and investment

Risk Assessment and Feasibility Study

Identify skills
This will include
currently available inscoping forcountry from theindividuals who will
public and private
serve onsector, organisations/committees, thosecompanies/
who could become
contractors Develop
staff and identifying
Human Resource
the sources ofManual which
volunteers. Seeoutlines the
Appendix 7 forpersonnel roles
Human Resource
responsibilities, Code
Guidelinesof Conduct, etc.

Identify different
finance options
including sources offunding andinvestment from thepublic and private
sector locally andinternationally

Consider possible
assistance in kindfrom agencies andorganizations suchas airlines, banks,
hotels, etc. and/ or
mutually beneficial
partnerships

Risk Assessment of
Festival Situational
Analysis

Informationcollected from thehost country
mapping will help
to develop the Risk
Assessment andprovide anunderstanding of thepotential problems
and risks of hosting
the Festival, as wellas the benefits forthe nation.

Evaluating the
Benefits and Valueof the Festival

Consider also
Economic feasibility external factors
Operationalsuch as politicalfeasibility
stability, natural
disasters, etc.
Environmental
impact assessment
particularly for newvenuesSee Health and
Safety Guidelines
Appendix 24 for abrief outline of Risk
Assessments
Outline the
Evaluation of thecommitment needed
Value of the Festival
from government
Situational Analysis
and secureand Risk Assessment
guarantees for:
BudgetFunding

Preparation for submissions to various government agencies forsupportNeeds statement andVenues andsubmissions toInfrastructure
government agencies
Support services
including
Immigration,
Customs andQuarantine, Police,
Army, Navy,
Aviation, Road andTransport, Public
Utilities

2.3.1 Planning & Development
February – December, 2018
Activity

Festival Coordination and Support Services begin development

Details

Considerations
Visa waivers or
special cultural
entry visas fordelegations and
VIPS
Information on
National and local
government should at Customs andthis stage be active in quarantine
regulations to beassisting in thedeveloped andplanning anddevelopment of the distributed earlyFestival particularly Training for army,
in terms of thepolice and othersupport services that services to become under theirdeveloped Publicmandate such as
health, transport andImmigration,road systems to be
Quarantine, etc.
upgraded
Public amenities
and host city
upgrades and image

Since the Festival isa governmentmandated event, itis critical for the
The Temporary Commission assists with identifying government
Temporary
support for FESTPAC
Commission assist
with identifying
support for
FESTPACTOR should be
developed and theAt this stage the
FOPAOC comprises Board will begin to
dispatch theof the Board,
Mar-18including the Festival appointment lettersfor the full
Director, and theOrganising
Section Directors.
Committee
The Temporary
Commission has
begun to identify thetechnical expertiseneeded for thevarious sections of
the Festival

Launch Festival of Pacific Arts Organizing Committee
February, 2018
Prepare Country invitations

Festival culture and arts content outlined

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

Complete preliminary venues and infrastructure plan

Committee.
Public launch of
Orientation for the
FOPAOC
entire FOPAOC
Send out PM’s letter This invitation isof invitation tousually directed tomember countries
the PM’s office or
Detail the key special
events, art form
activities, andcultural programs
Review past
Preliminary outline
Festival programsof the symposiums,
workshops andmeetings that willtake place.
Follow the link forOversee development
IPR, TK, Copyrightof Culturalissues for thelegislation
Solomon Islands
Make submission to
Festival of Pacificgovernment toArts 2012
engage legal team to
http://www.wipo.int
undertake cultural/freepublications/en/
intellectual property
tk/10
measures for the
16/wipo_pub_1016.
Festival
pdf
Consider long-term
development for thearts and culturalcommunity. The
Festival provides thepossibility to havespecific venues andinfrastructure built
for the culturalindustry. The
Pacific Games has
enabled stadiums,
Preliminary plan for
swimming pools
venues andand other important
infrastructure for all
infrastructure to be
Artistic venues, Nonbuilt for the hostartistic venues andcountry.
residential

Consider involving
local artists and arts
organisations thathave hadinternational
experience, in thevenue development,
as it is these groupsof people who will
use the venues after
the festival.
Finalize Media, Marketing and Sponsorship Strategy

SPC advisory

Develop a Risk Management plan

Launch website
Launch preliminaryFestival program

At this stage thewebsite should
include general
Areas of possible
assistance:
Venues andWork with SPC toInfrastructure
secure consultants toAssessment
do first technicalIntellectual Property
assessments
Issues for theFestival Technical
Visit
Continue to assess
the human resource,
venue andinfrastructure
capabilities, andother factors that
Risk Management
Plan developed and may affect theFestival Consider
regularly updated
also external factors
such as economic,
political stability,
natural disasters,etc.

Continue developing Host Country Manual

Establish Festival Secretariat

At this stage the
FOPAOC will have asecond draft of the
Host Country
Manual which will
be updated regularly
and detailed as task
forces become
established
Initially this may
include only one or
two staff but as theConsider a venue
Festival develops,
that is central andmore staff andvisible to create avolunteers will bepresence in the host
added to the task
city
force and moreequipment will beneeded.

Complete Marketing and Sponsorship Strategy

Marketing and
Begin to develop
Sponsorship Strategy
strategies for
Website andmarketing andpromotions plan
financing theSponsorship
festival.
campaign
Donor applications
Merchandise
ProgramDevelop Finance guidelines

The festival logo, its
use and thematerials developed
will begin to takeshape.

The purpose of the
These guidelines
guidelines andshould be developed protocols is toin consultation with ensure efficient
the Ministry ofprocesses andFinance or otherfinancialequivalent national accountability.
financial agency to These guidelines
ensure theirshould be put in
disbursement andplace in the very
reporting procedures early stages of theare detailed and form Festival particularlypart of the policy and before donor andsponsorship money
procedures.
is invested.

SPC Technical Visit

At this stage thehost country shouldpresent its Venues,
Infrastructure andsupport services
plans as well as the
In order to provide
Risk Assessment
support to theand RiskFestival and to access
Management plan.
their progress andConsider also
preparations, SPC
utilising this visit as
send out technicala training/
advisors in advanceworkshopof the Festival
opportunity forcommittee
members,
volunteers and task
force that have been
identified.

Continue developing the Host Country Manual

At this stage theFestival Manual isdeveloping andshould include:
Section guidelines:
Artistic, Logistics
and Support services,
Administration,
Marketing andHost County
Sponsorship,
Manual andVenues, Residential
Guidelines
Programming and
Production
Guidelines
Venue management
and Operations
policies andguidelines, roles andresponsibilities andreporting processHead of Delegation Dossier

Consider putting
this in a folder/ fileformat so that
additional
information can besent to the HODFirst draft of Head ofand they can simple
Delegation Dossier toprint, punch andbe submitted to
add it into the
Cultural Focal Points
folder. Consider
at Council of Pacificalso a cd/ dvd with
Arts and Culture
a video or photos of
Meetingvenues andinfrastructure to aid
in their planning.
See Appendix 9 forHOD Dossier

Regular Festival
bulletins for Cultural See Appendix 4 for
Focal points andCommunications
delegations
Festival Communications and PR in place

January, 2019

Delegation participation

Public bulletinsshould be posted on See Appendix 14
the Festival Website, for Media,
sent out on
Marketing andCultureTalk andSponsorshipother communication Guidelines
portals
Timelines set forreceipt of: Country
Participation Form

Information
Delegation
regarding delegations
Registration andand their
Accreditation forms
participation begins
to come into theArtist and Delegate
Festival Secretariat event registration
Contractual
procedures forartists

March, 2019

Detailed program

March, 2019Festival Venue Management and Operations Manual

January, 2020
Main Operations Centre

Operational guidelines completed for each committee and task force

At least 12 months The final program
ahead of the festival with a detailed
a detailed program
schedule, venues,
should be released to etc. will be released
all delegations which closer to the festival
include:once all theinformation
Arts and cultural
regardingactivities
Thematic areas for participation fromdelegations have
Symposiums andbeen finalised.
Workshop
At least 1 year ahead
The planningof the Festival theprocess should be
Festival Venue
complete and theManagement andFestival goes into
Operations Manual isoperational mode.
complete.
Venue Managers
are in place as wellas key personnel
and volunteers
See Section 3 of thisManual for an
outline of the Venue
Based Management
systemEstablish Main
The Organising
Operations Centre
Committee is now
Transport System
policy andprocedures in place
Catering System andpolicy andprocedures in place HOD dossier should
be updated to also
Support services
have detailed
established andinformation about
policy andprocedures in place these components.
Customs,
immigration andbiosecurity policy
and procedures inplaceJanuary, 2020
Ceremony and Protocol in place

June, 2018

Finalize Ceremonies Liaise with Cultural
Develop Protocol
Focal Points about
Consider starting
the merchandise
campaign at least 6months ahead of theFestival to begin
creating hype for
the Festival.
Consider also
involving selected
vendors in lead up
Merchandising
events, promotions
Forms Vendorsand ‘best outlet’
Applicationcompetitions andother initiatives to
get retailers
involved in assistingin the city clean up
and image.

Marketing and Sponsorship2.3.6 Festival Operations
Activity

2nd Technical Visit

See Appendix 17
for Merchandise

Details

Considerations

The 2nd visit usually
includes a Media/
Broadcast advisor aswell as the Cultural
All venues,
Advisor and theinfrastructure,
focus of this visit is
support services andto assess Venues,
a majority of theInfrastructure,task force should be
Support services andin place andalso the Legalavailable to brief
infrastructure inthis visiting teamplace to address TK,
IPR and Copyrightissues for theFestival.

Consider involving
artists, arts
organisations,schools, youth
groups andcommunity in the
décor process ofeach venue to create
community
ownership

Venue development

Venue preparation,
fit out and décor,personnel

Final Program

Some countries may
Final program to all
not have confirmed
member countries
their participation sowith details of
it is advisable to slotdelegations schedules
them into theand allocations
program rather thanshould be in place athave to make last
least 6 months ahead
minute additions,of the Festival
etc.

Financial disbursements

Support services in place

Allocation ofoperational budgets
to Festival
Committees andtaskforces
Transport
Accommodation
See Appendix 22
Catering
Immigration,
Customs, quarantine

Accreditation processing begins
Final personnel
training Venue
checksProgram printed
Website updated

See Appendix 22
for Accreditation

Sponsors branding inplace Merchandise inoutlets Vendors
selected and visibly
promoting theFestival

Move into Operational phase

Communities
engaged and lead up
activities begin
Consider running atest event at each of
Final delegation
communications and the venues, such as
the host country
logistics Program
delegation launch
printed Website
updatedSponsors branding inplace Merchandise inoutlets Vendors
selected and visibly
promoting theFestival
Communities
engaged and lead up
activities begin
Final delegation
communications andlogistics

We expect to rely heavily on volunteers and a Venue Based Management Structure for managing each of the venues.

Hālau based structure is a great source of volunteers - we will use the hālau community and other community partners to utilize a Venue
Based Management Structure for each of the venues.

FESTPAC Sponsorhip

QUESTIONSRESPONSES

FESTPAC 2020 Sponsorhip
Thank you for your interest in sponsoring The Festival of Paci=c Arts and Culture 2020! Please complete theinformation below and someone will be in touch with you regarding sponsorship prices and packages.

Email address *Short answer text

Last name *Short answer text

First name *Short answer text

Job title *Short answer text

Company *Short answer text

Company Website *Short answer text

Phone number *Short answer text

What are you looking to get out of this sponsorship? Do you have an idea *of what kind of sponsorship you're interested in?
Long answer textAugust 30, 2019
TO: FESTPAC Commission
FR: S360 Hawaiʻi
RE: Communications update
The following information provides an update on the latest communications services andresults to date.
LATEST UPDATES
CPAC:
•

•

At the last Commission meeting, S360 was asked to find a photographer to take thegroup photo for CPAC on September 10th. Since August 14th, a photographer has
been tentatively booked and is awaiting information. Cost for photographer is: $350,
which includes 50 8x10 prints with a logo.
We are awaiting information from our inquiry to PAʻI Foundation on August 21stand August 28th regarding the number of prints needed and ensuring payment ismade to photographer upon completion of the work.

Meeting with media partner:
•

•
•

•

KHON-TV: S360 met with the general manager, news director and a sales
representative to discuss options for promotion of the festival across all platforms,
including news coverage and lifestyle programs.
KHON-TV expressed a desire to be a sponsor of FESTPAC Hawaiʻi; and, would likeexclusive broadcast privileges, i.e. the station that shows the ceremonies.
As the programming is still unconfirmed, we discussed the option of exclusive
sponsorship in the broadcast/livestream of the Parade of Nations/Kamehameha
Day Parade.
As S360 is not handling sponsorship, we would like to set up a follow up meetingwith the designated sponsorship lead to discuss partnership/sponsorship options.

• 851 FORT STREET MALL, SUITE 500 • HONOLULU, HAWAI‘I 96813 • (808) 524-1100

2|Page

Website: www.festpachawaii.org•••

The FESTPAC website continues to be populated with promotional features. It isready to include information on travel for delegates, information for visitors, andother pertinent information as it becomes available.
Contact information for nations needs to be confirmed to include proper links onnations page. List sent on August 22nd to Māpuana deSilva, who is lead on
providing information to the nations.
The “Contact Us” page continues to receive inquiries ranging from vendor
participation to festival participation to accomodations.

Social Media:•••

Maintenance and upkeep continues on FESTPAC Hawaiʻi social media pages
Post featuring Māpuana deSilva reached nearly 5.4K people and was shared 44
times
Nearly 1.7K Facebook followers of FESTPAC-Hawaiʻi 2020; 183 Followers on
Instagram; 25 Followers on Twitter

OUTSTANDING ITEMS
•
•
•
•
•
•

Awaiting payment of two outstanding invoices for website, social media, branding
and strategic communications services
Awaiting contract with DBEDT for website and social media services
Awaiting information on website translation to ʻōlelo Hawaiʻi and French
Awaiting key information for a number of pages, including volunteer categories andlink, link to add to site for delegates; and sponsorship tiers
We stand on our recommendation to use only the FESTPAC Hawaiʻi 2020 Facebook
page to eliminate confusion
Need clarification on need/direction for newsletter. If there is no longer a need for
this, we will remove the option on the website.

NEXT STEPS••Work continues on 2.0 website as information becomes available
Need to establish a contract for media and public relations work

• 851 FORT STREET MALL, SUITE 500 •
524-1100

HONOLULU, HAWAI‘I 96813 • (808)3|Page• 851 FORT STREET MALL, SUITE 500 •
524-1100

HONOLULU, HAWAI‘I 96813 • (808)2020 Festival of Pacific Arts and CultureWa‘a Update 9-2-19
ʻAha Moananuiākea Fest-Pac Planning Team:
Randie Fong (chair), Jamie Fong, Melehina Groves, Kilinahe Coleman, Lāiana Kanoa-Wong,
Hiwalani Chang, Snowbird Bento, Kapalai de Silva, Makaʻala Rawlins, Kaleo Trinidad.
PARTICIPATING WA‘A
Per Noe Kamalu, PVS has only received 2 confirmations by email. But there’s
acknowledgement of 3 additional waʻa by word of mouth:
Confirmed by e-mail:Haunui – Aotearoa
Gaualofa – Sāmoa
Confirmed by word of mouth:
Ngahiraka Mai Tawhiti – Aotearoa
Marumaru Atua - Rarotonga
Faʻafaite – Tahiti
NEIGHBOR ISLAND ARRIVAL AND HOSTING PLAN
Wa‘a communities on Kaua‘i, Moloka‘i, and Maui have confirmed their commitment to host atleast one visiting wa‘a each, and Hawai‘i can host at least two. This approach has broad support
as more people will be able to get involved in the Festival (not just those on Oʻahu and HawaiʻiIsland). It also has the capacity to bring an island community together, especially the youth, tooffer hospitality and express pride in their respective island heritages, traditions, and places.
There is also recognition of an alternative proposal raised by Kalepa Baybayan that all thevisiting waʻa go to Hilo, then Kalaupapa and then Oʻahu. Ultimately, it is ʻOhana Waʻa’s
decision regarding neighbor island hosting of the waʻa, therefore we defer to Dennis Chun andʻOhana Waʻa leadership to determine which approach they prefer.
CURRENT OʻAHU ARRIVAL PLAN
Nainoa Thompson endorses the plan below which was put together by the ‘Aha Moananuiākea
planning team with guidance from Jeanne Ishikawa, Deputy Director of the City and County of
Honolulu Parks and Recreation.
No official planning has taken place yet regarding the overnight staging at Maunalua Bay on
6/8/20. However, the METC at Sand Island is confirmed to serve as a home base for thevoyaging canoes from 6/9/20 and throughout the duration of the festival.
Regarding the Waʻa Arrival Ceremony on 6/10/20, applications for permits for Keʻehi Lagoon
Beach Park have been submitted, halls are being rented, and plans are underway to secure tents
and staging for the field area. The current Oʻahu plan (which is still evolving) is as follows:Mon. 6/8/20



Local Waʻa and Visiting Waʻa arrive at Maunalua Bay for mooring.
Overnight only (no extended stays).

Tues. 6/9/20



Between 8 AM and 3PM, All Waʻa (about 10) will slowly sailconsecutively along the south shore of Oʻahu, passing Waikīkī and into
Māmala Bay, eventually arriving at METC. All waʻa will tie up in theafternoon and stage overnight for the public ceremony the following day.
The mass movement of waʻa is a historical spectacle in itself. The sail will
be widely publicized and well-covered by media, but no public ceremonyof any kind will take place.





Wed.
6/10/20










All Waʻa will be under “kapu” which precludes any public engagement – itwill just be the crews of the various waʻa coming together privately at
METC to strengthen relationships, pule, share ʻawa, eat, and sleep aboard
their vessels overnight. No visitors are allowed during the period of kapu.
At about 9:00 AM, all waʻa prepare to move from METC to Keʻehi
Lagoon Beach Park in succession for the “Ceremony of Arrival.”
Hawaiʻi and the various festival delegations, visiting VIPs, and the generalpublic will be there on shore at Keʻehi Lagoon ready to receive the waʻa as
all crews are escorted to shore.
At a large tent area on the field, the “Ceremony of Welcome” will takeplace at about 11 AM. Then all the crews will enjoy a feast in their honor.
At about 4:00 PM the programming will begin to wind down. All Waʻawill start to make their way back to METC.
NOTE: At this time, there are no plans to have waʻa staged at theConvention Center due to heavy construction at Magic Island, the lack ofplaces to moor, and the inability of the public to safely and lawfully board
waʻa and engage the crew.
Festival attendees can catch buses to METC during the 2-week period andwill be allowed to board waʻa after signing appropriate waivers.



KAMEHAMEHA DAY – LEI DRAPING AT THE STATUE AND
FEST-PAC OPENING CEREMONY AT ʻIOLANI PALACEFri 6/12/20 – 
Sat. 6/20/20
Sun. 6/21/20 

No waʻa activity. All crews to attend opening festivities at the Palace.
Festival of Pacific Arts and Culture

Thurs.
6/11/20

FEST-PAC CLOSING CEREMONY AT KAPIʻOLANI PARK
No waʻa activity. All crews to attend closing festivities at the Park.