acknowlegment - pacific community islands_festival of...3. chairlady ms doreen kuper and board...

1 | P a g e A r t s F e s t i v a l R e p o r t

ACKNOWLEGMENT

I would like to take this opportunity on behalf of the Festival Staff and of the 11th Festival of Pacific Arts

2012 organising committee to sincerely convey our deepest words of thanks to the following people for

their generous support, contribution and assistance offered to make the 11th Festival of Pacific Arts have

been successful.

1. The Solomon Islands government for availing funds to cater for all logistics that was required for

the success of the festival. Without the funds nothing can be achieved as has been felt at the

festival.

2. Hon. Samuel Manetoali, Minister of Culture and Tourism, Mr. Luke Eta former Permanent

Secretary, Culture & Tourism and Mr. John Wasi present Permanent Secretary for continues

encouragement.

3. Chairlady Ms Doreen Kuper and board members who are always behind the secretariat to make

sure that that all preparation are on time.

4. The Artistic Director and Admin. Director who are always with us in ensuring that all

requirements for festival is right and ready.

5. Chairpersons of Technical sub-committees for their understanding when requirements are not

available in time especially with FUNDS to progress their areas of responsibility.

6. Pacific Participating countries for bearing with us in ensuring that the Secretariat address all

logistics in time when needed.

7. National contingent for their understanding of our land and sea transport arrange especially the

delay in transporting them back to their respective provinces.

8. Managing Director Kadar Buksh Limited Bus Company from Fiji for allowing their four buses to

be transported to Honiara with special hiring rates for the festival.

And to the hard working staff who worked tirelessly with FOPA supporting staff and drivers.

9. Fiji Government for waivering import duties and other charges for the four buses from Fiji as your

assistance to Solomon Islands Government in hosting the 11th Festival of Pacific Arts 2012.

10. Ship owners and charterers for providing sea transport for our nation contingent from their

respective provinces and return.

11. Solomon Airlines for providing seats for our satellite venue Gizo, Western province.

12. Extreme Charter boat for providing transport for Tulagi, Central Province.

13. Discovery 360 for providing transport for Auki, Malaita Province

14. Liaison officers for working together with our drivers and supporting staff.


15. The Royal Solomon Islands Police Force for providing security for VIP’s, Heads of Delegations,

Seniors officials and the entire people of Solomon Islands to enjoy the great festival.

16. The Solomon Islands Terminal Services and its team for providing excellent work at the Honiara

international airport and to provide meet and greet services at the airport.

17. Ministry of Civil Aviation for providing security IDs and allowing programmes and certain

activities at Henderson international airport.

18. Non – Government Organisations, stake holders, statutory authorities, business houses for your

continues support during the festival and before the festival.

19. For SPC Director General, Elise Huffer, Linda Peterson, and the SPC Honiara base office and the

SPC entire team for all the technical support. Vinaka for your great support from the bidding time

to the closing of the great festival.

20. Lastly but not the least for the good citizens of SOLOMON ISLANDS FOR THER RESPECT

DURIND THE FESTIVES

Thank you and see you all again


REPORT OF HOSTING THE 11TH FESTIVAL OF PACIFIC

ARTS IN HONIARA SOLOMON ISLANDS

DRAFT

Introduction ( Background information )

Solomon Islands bid to host the 11th Festival of Pacific Arts started where back in the 2000 and

after 4 years of negations with other member countries and as well the Melanesian countries a

bid submission was put the council of the Festival commonly known as the Pacific Festival of

Arts Council.

With the submission made early 2004 before the 9th Festival of Pacific Arts , Solomon Islands

won to right to host the 2012 Festival of Pacific Arts in 2004 during the 9th Festival of Pacific

Arts held in Palau. Alongside Solomon Islands are Wallis and Futuna and the Hawaiian Islands.

Solomon Islands was given an upper hand due to the following reasons:

1. The 2012 11th Festival of Pacific Arts should be hosted by any country within the

Melanesian sub-region.

2. Most countries in Melanesia wish to give Solomon Islands the opportunity to host as an

avenue to regaining national pride and its status in the international arena due to the recent

social unrest that has devastated the country’s economy and reputation among its regional

neighbors ’ and the wider community.

3. The rich cultural diversity of the country, is seen as one of most culturally diverse

countries in the world.

Solomon Islands bid was presented on behalf of the country by the then Minister of Culture &

Tourism, Hon. Alex Bartlet. It was a huge success in given the right of hosting the presgoiuse

cultural festival event of Arts & Culture.

However it was until year 2008, the official handing over of the Festival Flag to Solomon

Islands by the previous host (American Samoa) was done during the 10th Festival of Pacific Arts

held in American Samoa in 2008. The Flag was received on behalf of the Solomon Islands

Government, the delegation went to the Festival and the people of Solomon Islands by Hon. Seth

Gukuna, who was the Minister of Culture & Tourism at that time.

Solomon Islands Preparation ( Government endorsement )

The 11th Festival of Pacific Arts National Organising Committee of Solomon Islands was

officially launched in July 2009 with a composition of 10 members of the Festival Executive

Board of Directors and an implementation group of 11 technical committees to be coordinated by

a Festival Secretariat. Furthermore a Festival Director was appointed early 2011, although a

number of committees were appointed on 5th March 2010.


Recent political transition due to the recent National Elections in 2010 has slowed government’s

commitment into the preparations for the festival. A cabinet paper was then submitted to cabinet

in late 2010 for consideration regarding the budget and festival preparation matters. Cabinet’s

given final blessing in January 2011 when the cabinet finally approved preparation work to

proceed with a budget of $135,100,000.00 for the period of 2011 to 2012.

It is not an easier start as luck of funds to kick start preparations of the festival activities and

more so that of what actually will be done within the period required before 2012 come.

Setting up of the National Organising committee

Its the mandate of the Cabinet that a 10 member committee was appointed on 5th March 2010

and its launch was made in July of 2009. The National Organising committees are as follows;

Sir George Lepping - Chairman ( Government )

Ms. Doreen Kuper - Deputy Chairlady, Private Sector

Mr. Adrian Wickham - Board member ( Private Sector)

Honiara City Rep – Hon. Israel Maeoli.

Mr. William Lai - Chinese Community Rep.

Mr. Waeta Ben Tabusasi – Senior citizen and Former Speaker of National Parliament.

Mr. Michael Maina – Former public servant, former politician and businessman

Mr. Calvin Ziru – CEO Solomon Islands Chamber of Commerce.

Mr. Luke Eta – Permanent Secretary of Ministry of Culture & Tourism

Mr. Moses Tepai – Under Secretary of the Ministry of Culture & Tourism

Ms. Elizabeth Kausimae – Under Secretary of the Ministry of Finance and Treasury.

Mr. Robert Au – Private Sector & Events Organisier

NOTE: This Board their term ended on December 31st 2011,

The second FOPA Board composition comprises of the following as approved by cabinet in

early January 2012.

M.s Doreen Kuper, Chairlady - Private

Mr. John Wasi, Deputy Chairman - Permanent Secretary, MCT

Mr. Henry Isa, Member - Chairman, SI Contingent

Mr. David Iro, Member - Manager, Willies Electrical

Mr. Frank Haikiu, Member - Chairman, Venues

Mr. Selwyn Rotu, Member - RSIP, Honiara

Mrs. Freda Unusi, Member - Marketing Manager, SIVB

Mr. John Bakeua, Member - Chairman, Ceremonies

Mr. Dennis Marita - Artistic Director

Mr. Tony Koraua - Daltron Limited

Ms Elizabeth Kausimae, Member - Under Secretary, Ministry of Finance

Mr. Moses Tepai - Under Secretary, Ministry of Culture & Tourism

Mr. Fred Fakarii - Permanent Secretary, Ministry of Home Affairs

Mr. Ranjit Hewagama - AG chambers ( Overseas)

Mr. Lester Ross - Permanent Secretary, Ministry of Health & Medical


Services

Mr. Charles Kelly - City Clerk

Mr. Johnny Sy - Philippines Consul

Ex - Officio

Mr. Robert Au - Festival Director ( Appointed 0n 14th January 2012

Mr. Dennis Marita - Artistic Director

Mr. John Tahinao - Admin Director

FOPA New Board Members at one of its meeting in early 2012

The FOPA Board Terms of reference is as follows

Introduction:

The Festival of Pacific Arts (FOPA) is the premier arts and culture event in the Pacific region. It

has been held every four years since the first festival in Fiji in 1972. It brings together artists and

other cultural practitioners from Pacific Islands countries, as well as Australia and New Zealand.

Each successive festival sees a remarkably increase in the number of participants from each

member country and territories.

Solomon Islands as member of the Council of Pacific Arts (now renamed Council of Festival

Pacific Arts and Culture, at the 9th Festival of Pacific Arts has endorsed host status for the 11th

FOPA, 2012 in Palau in 2004.

Hosting the FOPA is not an easy task. It would require a lot of commitment in terms of finances,

political will and community and international support to make the event successful. Foremost it

would require an effective and a committed national organizing committee.

The task of organizing and coordinating the 11th FOPA falls on the 11th Festival of Pacific Arts,

Solomon Islands National Organization Committee – 2012 which has been mandated by the

Government of Solomon Islands.

The overall organization of the Festival is coordinated by a Board of Directors and implemented

by a national committee that comprises of;


Festival Director

Administrative Director

Artistic Director

Festival Secretariat

11 (eleven) specialized committees

The 11th SIFOPANOC shall plan, oversee and responsible for the organizing the 11th Festival

Pacific Arts in 2012 on behalf of the Government and the people of Solomon Islands. With close

collaboration with SPC and various stakeholders and in the Pacific Spirit we anticipate hosting

our Pacific neighbors to a memorial and successful 11th Festival of Pacific Arts. The 11th Festival

of Pacific Arts belongs to the People of Solomon Islands on a national level. Thanks to those

who had been very instrumental in bidding for the festival to be held in the Solomon Islands in

2012. On a regional level we acknowledge the mandatory role of Council of Pacific Arts and

Culture and SPC’s continuous assistance in hosting the 11th FOPA.

TERMS OF REFERENCES: 11TH SIFOPANOC

Board of Directors

Part 2. The Boards

The Board is made up of the Chairperson, Vice Chairperson, and 16 Board members including

the Festival, the Artistic and the Administrative Directors of the Festival. In all, the Board is

made up 18 members.

The members of the Board are selected on the preposition that all sectors of the community are

involved in the organization of the Festival and to ensure and promoted national pride and

ownership.

All appointments are made by the Minister responsible for Art and Culture.

Roles of the Board.

The Board shall serve as an advisory body to the overall organization of the Festival and its

related activities.

Meet from time to time as advised by the Chair to endorse the plan of activities of the specialized

committees.

Attend Board meetings.

A board member or members may be required to perform a particular task as they may be

directed and endorsed by the Board ensuring the tasks do not interfere with but enhance the

activities of the specialized committees, the secretariat and the Festival, Artistic and

Administrative Directors.


Conditions.

Board members shall be remunerated with $400.00 per sitting provided he or she is present for

the sitting.

An Honorary allowance of $2,000.00 per month.

Termination of Appointment

The Minister responsible for Art and Culture may revoke a Members Appointment by virtue of

the member;

Missing five consecutive meetings without notice to the Chairman/Chairlady.

Involvement in an act that may tarnish the name of the Government and the Festival Committee,

etc.

Withdrawal

A board member may withdraw his membership of the Board by tendering a letter of withdrawal

to the Chair of the Board copied to the Permanent Secretary, Ministry of Culture and Tourism.

In the instance a Board member sits in one of the 8 specialized committees, remuneration for the

member shall be according to the approved sitting allowance for specialized committee meetings.

Where a Board member is a Public Servant, the member shall be subjected to conditions in the

GOs that may affect his status and role as a member of the Board, if there are any.

Board membership tenure is effective as on acceptance of the appointment letter until the last full

board meeting after the festival. Thereafter a board member may be required by the Chairman

and the Festival Directors to provide information for the compilation of the Festival Committee

Final Report for SPC and the Government of Solomon Islands.

Technical Sub – committees was also put in place as required under the festival chart and with

that in mind a 11 sub committees has been endorsed by cabinet as part of the submission made to

cabinet.

Note: That this terms of reference has been amended by cabinet a bit to suit the nature of

board members roles and allowances from the original one that was submitted for cabinets

endorsement

Further more that the appointment of the Chairperson was made on 5th March 2010 and some

in August of 2010. While committee members during the years appointed by the Permanent

Secretary, MCT and the Chairman or Chairlady FOPA.

( See appendix…..)


Technical Committees structures

Mr. Robert Au - Festival Director

Mr. Dennis Marita

Artistic Director

Mr. Charles Matanani

Administrative Director

Mr Placid Walekwatea

Chairman Performing

Arts

Mr John Bakeua -

Chairman Ceremonies

Mr. Tony Heorake -

Chairman Creative Arts

Mr. Frank Haikiu

Chairman Venues

Mr. Chris Vandakobatu -

Chairman Transport/

Logistics

Mr. Denty Tuke -

Chairman Finance

Ms. Stella Lucas -

Chairlady

Accommodation &

Catering

Mr. David Tuhanuku

Chairman

Communications &

Media

Mr. Henry Isa Mr. Senda Fifii Ms. Emily Teitala Chairman S.I Contingent Chairman –Protocol Chairlady -Personal


Also other support committees have also been set up such as; Health & Safety, Airport

Facilitation of which includes – Customs, immigration, Agriculture Quarantines and the

Terminal Services team, police & security.

The Roles of the committees is to ensure that they coordinated all their activities as directed

and properly execute their work plan and timeline base on each committee requirements such as;

1. Performing Arts Committee is to

a. Coordinate all performing groups on stages

b. Arrange equipments and that is sounds, and lighting and personals to mane the

stages

c. Organising timelines of all performing arts group and organize programmes for all

performing arts group

d. Send participating forms to all countries in order to get information performing

arts requirements

e. Liaise with all performing arts group from each country

The committee is accountable to the Artistic Director

2. Creative Arts is to

a. Coordinate all creative actives such as Traditional Games, Culinary Arts, Fire

walking, Tattooing, Navigation, symposiums, Exhibitions, Literature and Filming,

Fashion show and workshops etc….

b. Coordinate all participants well in time for each activities.

c. Send application forms to participating countries


3. Ceremony

a. Coordinate all ceremonies for the Festival

b. Arrange Fire works and VIP, HOD Gifts for the Festival

c. Coordinate extra ceremony with all required country

d. Allocate venues for each ceremonies

e. Compile programmes for Ceremony’s

f. Special events, Religious services and also coordinate opening and closing

ceremony


4. Venues & Festival Village

a. Coordinates all works at the each festival venues

b. Arrange for people to carry out works at each venues

c. Liaise with FOPA officials on the Festival venue requirements


d. Allocate venues to all each activities

The committee is accountable to Administration Director

5. Protocol

a. Coordinate recruitments of all Liaison Officers

b. Coordinate training for all liaison officers

c. Arrange liaison officers for VIPs, HOD, and Delegation plus senior officials

d. Organise uniforms and all required logistics for the Protocol committee

The committee is accountable to the Administration Director

6. Transportation and Logistics

a. Arrange for vehicles for participating countries

b. Arrange for vehicles for VIP’s, HOD, senior officials

c. Arrange all transport requirement for the FOPA organising Committee

d. Coordinate all required Festival transportation logistics


7. Accommodation & Catering is to

a. Coordinate all accommodation for VIP’s and HODs

b. Ensure that food & meals as part of the catering activities be well prepared in time

c. Coordinate all accommodation for all festival delegates in schools and other home

stay that approved by the FOPA Board

d. Ensure that Liaison officers, drivers and other festival officials are look after with

meals

e. Communicate with Heads of Delegation of all countries for their accommodation

requirements

f. Prepare all meal cards for all participants and officials

g. Ensure training for catering groups is made well in advance of the festival.


8. Finance Committee is

a. Responsible for the overall financial management of the festival, including

developing budget, handling accounts, financial reporting, and insurances.

The committee is accountable to the Administration Director.


9. Media Committee is

a. Responsible for all media accreditation and publication

b. Prepared Press releases for all Media outlets on behalf of FOPA Committee

c. Coordinate the media and press centre for all visiting media with equipments and

other

d. Ensure that the Festival is live telecast coordination with SPC

e. Prepares website for the Festival of Pacific Arts Organising Committee


10. Personnel Committee is to

a. Responsible for Staff, payroll contracts, personnel records, interpreters, drivers

training, uniforms and other Festival required stuff

b. Assist the secretariat with all committees requirements


11. Solomon Islands Contingent Committee

a. Responsible for the overall coordination of the Solomon Islands nine provinces

participation at the festival

b. Responsible for all transportation and logistics for the country contingent

c. Ensure that all accommodation arrangements is set for the contingent


NOTE: That each committees role at some point extended its role to cater for overlap of

responsibility and further more these roles are brief only, although their work is a bit detailed .

These committees have women in it who take active roles apart from man and this really work

well in their varies committees.

Each chairperson has been provided with a laptop to carry out its work as required and also to

make it easy for them to keep records of all their work as require by the FOPA Board. The

laptops were purchased from AHK Computers Limited. Further more at the FOPA Secretariat

we have purchased two sets of computers for chairpersons to use and also with doing printing for

their committees.


Artistic Director

Assistant Personal 3

Festival Secretariat set up (Human Resources, Finance, equipments and timelines)

The Festival office was established on 14th January 2011, although the appointment of the

Festival committee was done in year 2010. Renovation work was carried out in later 2010 of

which make way for the office to be in operation after the appointment of the Festival Director.

FESTIVAL SECRETARIAT ORGANISATION STRUCTURE – 2012

L12/13 FESTIVAL DIRECTOR

L10/11

L8/9

L7/8

L6

L4/5

L2

Festival Driver 3

Admin. Director

Executive Personal Secretary

Senior Accountant Senior Accountant

Assistant Personal Secretary

2

Assistant Accountant

Festival Driver 1 Festival Driver 2 Office Cleaner

Chief Accountant


Staffing

A total of 18 staff have hired to work at the Festival Secretariat. Further more the office have

been divided into office station , and that is the operation office located at Panatina ground near

the main festival village and the Administration and Finance located at the National Museum

area in town.

Beside the staff, volunteers to have been engage to carry other works that requires additional

service be made available before the festival, at the festival period and after the festival end. Five

of the volunteers have been recruited from overseas, 3 from New Zealand and two from

Australia. Their roles that they play in the organization has added a lot of value especially with

the overall undertaking of the Festival.

More than 200 volunteers have been taken , these consists of school students, public servants

and othe ordinary citizen of the country as well took part in supporting the Festival of Pacific

Arts Organising committee.

Finance

A total budget of $135,000, 000.00 (million) have been allocated for the Festival. This budget

has spent on allocations required to host successfully the 11th Festival of Pacific Arts. Also three

satellite venues to that the Festival organising committee deploy funds, such Auki, Malaita

Province, Gela, Central Islands Province and Gizo, of the Western Province.

The support of the whole budget comes from the Solomon Islands Government, while Australia

provide a sum of $50,000.00 SBD for performing stages, and also New Zealand that also provide

a sum of $50,000.00 for sounds and lighting for performing arts. Vanuatu give its support

$67,159.00 Solomon Dollars for water tanks and other small requirements for the Festival.

These additional has added a lot assistance in the areas that requires a lot of financial support of

which saw materials arrived in time for the festival.

Administration

The administration system of FOPA is made in line with the Public Services system of which

makes it easier for proper action on files and also with correspondences. There are admin staff

and the executive personal security that handles all day to day of operation with the direction of

the Festival Director and chairlady. Line of command is base on the organizational structure

which gives staff for proper submission of correspondences and also for the public as well for the

tendering system of projects.

A filing system is put in place and is operated by the Administration staff and the Executive

secretary of the office of the Festival Director. Files or correspondences are action and passes to

chairperson in the pidgin holes and for PS/US or the HRM is send directly for their respective

action and consideration as required. Further more FOPA has two administration office, FOPA


main office headquarter which located at the National Museum compound and the Festival site

office located at the Panatina low ground.

Equipments:

These office have got all equipped with computers, ADSL internet connections, phone lines

photocopy machines, tables, chairs, computer printers colour and black and white and plus other

important accessories that requires to be on ground for all administration work of the office.

Also both office have been allocated with vehicle to move from point to other point in ensuring

that tasks or work related activities has been properly in Time required.

Apart from office equipments, FOPA has also got other equipments that consists of Laptops,

Computers with the following committees , Venues, Media, has purchase a number of

equipments that will be used as part of their work in preparation for the festival. These

computers are still with all Chairpersons and also computers after the festival office close send

two working computers to the Culture Division to replaces their old once that have been order

since year 2008.

Timelines and Goals:

With the need to take under control every planning for the festival is in time our goals and

action plans is as follows;

Goals for year 1 - 2009

1. Was that base on the 2008 Arts Festival Report , an establishment of a cultural working

committee to overseas cultural legislations and other requirements for possible setting up

of Festival committee

2. Make submission in engaging legal personals to under take ground work for cultural

policy

3. Secure all legal requirements of hosting the 11th Festival of Pacific Arts in 2012 with the

assistance of SPC.

4. Secure SPC’s consultants to make assessments on ground facilities and also meet with

various stake holders

- Report one – Scope Mission by Ms. Rhoda Roberts on the Festival preparation,

February 2009

- Intellectual Property Issues and Arts Festival, done by Ms. Terry Tank, of WIPO,

May 2009.

- SIFOPA Technical visit by Ms. Letila Mitchell in May 2010.

Notes: Nothing much has been done because no proper budgeting and also designate officials to

manned the office and work on establishing the function of the festival operation .


Goals for Year 2 – 2010

1. Submission to cabinet appointment of the Festival of Pacific Arts Committee

2. Launching of the Festival of Pacific Arts Committee

3. Finalizing TOR and dispatch of appointment letters to approved officials

4. Finalize orientation for all FOPA Board members

5. Make appointment of Chairpersons to cabinet for approval

6. Prepare Festival working Budget for year 2011

Notes: Ground work has started but again requires budget to get everything gone for the setting

up of the festival operation.


1. Appointment of Festival Secretariat staffing and proper establishment of the Festival

Secretariat Office

2. Meet with cabinet for Budget outline for the year 3 2011 and year 4 2012 for the festival

3. Review of work plans and goals for year 4 2012

4. Established special working committees to carry out work required in preparation for the

festival.

5. Identification of Artists and provincial participation at the festival

6. Sending out of invitation letters to member countries

7. Finalize Festival Logo and Theme Songs and Festival Theme.

Note: Funding made available under the Culture Division of the Ministry of Culture & Tourism

to start with planning and renovation work of the Festival operation.


1. Meet with Secretary General of SPC on Solomon Islands Festival Preparation,

2. Sending out of PM’s letter of invitation letter to all member countries

3. Venue preparation starts in March 2012 for the Festival Village

4. Final tune of programme, and plans for the festival of pacific arts

5. Finalization of draft programme of the festival and schedules

6. Budgets for all sub – committees for carrying out their work as schedule

7. Media advertisement and publicity of the festival of pacific arts

8. Finalize Accommodation & Catering, Transportation, Media Accreditation , Health

requirements, arrivals and Quarantines, Customs, immigration and etc…..


This year 4 has been a challenging year in the actual preparation for the festival. It envisage the

whole festival preparation to a height in securing manpower, and for all festival logistics to get

ready to received the countries.

Partnership

The support of the whole budget comes from the Solomon Islands Government, while Australia

provide a sum of $50,000.00 SBD for performing stages, and also New Zealand that also provide

a sum of $50,000.00 for sounds and lighting for performing arts. Vanuatu give its support

$67,159.00 Solomon Dollars for water tanks and other small requirements for the Festival. Also

the Daltron group of company’s and the carpenters that given support as well.

EU office has also donate a set of used computers for the Festival Office and all those computers

are with the FOPA office while Solomon Telekom assisted with installation of phone lines,

donating of mobile phones to FOPA national organising committee and all to all Heads of

Delegation that represent each country and also extended to each individual participants of the

festival. A first ever festival that donates mobile phones with SIM cards to festival participants.

Also a lot of private sector and companies have support the festival of pacific arts national

organising committee with various sponsorship in terms of materials, transportation, and advise.

Marketing & Promotion of the Festival:

Marketing and promoting the 11th Festival of Pacific Arts has been a great challenges to the

Festival of Pacific Arts National Organising Committee. That is by way of seeking SPC’s

assistance in deploying a consultant to come up with a draft marketing policy and merchandising

policy with contract of agreement to be used source funding support from the private sector, the

development partners and other NGOs. Festival T- shirts were given out to sporting groups,

tourism promotion groups, MPS, ministries, private sectors and to other visiting countries that

visited the country late year 2011 and also early of year 2012, before countries actually arrived.

Media:

The media committee has had two chairpersons, and that Mr. George Herming was first chosen

from 2010 and up till early year 2012, when the chairmanship of the media committee have

change because of the lack of progress the committee has been going through. Therefore Mr.

David Tuhunka has been appointed to replace Mr. George Herming.

The committee consist of the following organizations, SIBC, National Museum Division,

Sunday Islas news paper, One News Television and office of the Prime Minister of which the

chairman of the media committee is representing.


The Media Communication committee has had a lot of challenges in playing its role for the

whole festival. The media communication committee had took a lot of media publicity campaign

such as ; Prepare 15 minute radio programmes, TV 30 minutes awareness programme on

activities and up dates every week and also twice a week. News paper adds and up dates on the

festival were also being part of their programmes.

Website set up and online registration for media accreditations for all interest media personals

both overseas and locally. Compilation of official programme booklet, Posters displays,

Billboards etc……

The media communication committee has also set up areas of coverage for by visiting media

journalist to ensure that reporters or media personals have access of making full coverage of the

festival. Also paid advertisement pages have been made with news papers and even one news

TV making coverage’s every one hours and live coverage of the opening and closing ceremony

and also other festival activities that requires coverage.

Billboards:

A number of Billboards have been placed around Honiara city, from the Henderson Airport to

White River that promote the Festival of Pacific Arts. Sites for all billboards have been allocated

by Access Plus and FOPA pay rental, and as well as getting permission from Honiara City

Council.

Billboards have been done by artists, and other signs company that have all signs contracts with

FOPA and the media committee.

International Exposes

The media committee have also place international advertisements on ABC to be promoted

over a period of six weeks, of which has really showed a lot of visitors making plans for visiting

the Solomon Islands to watch the 11th Festival of Pacific Arts that took place from 1st July to 14th

July 2012.

Equipments:

The media sub committee has purchased quite a number of important equipments for use by the

media committee such as, about 2 big Video cameras and its accessories , 5 small recorders for

interviewing, 2 still cameras and its accessories , 1 Tripods, 2 small digital cameras, and other

small media accessories that is required by the committee.

Telecommunication

Solomon Telekom has been one of the sponsor with providing telecommunication equipment for

the media centre located at the CYP centre. This includes computers, phone lines, ADSL internet

services, Fax’s and other important services required for the main Festival of Pacific Arts

Committee.


FOPA board 1st chairman Sir George Lepping With CEO telekom and other senior staff.

Infrastructure

The Festival of Pacific Arts Organising in its preparation for the festival in year 2011, has had

meeting with quite a lot of important stake holders that includes;

- The Honiara City Council and that is the environmental division, the Physical

division of the Honiara city. This is for the rubbish collections and for building

construction of two major construction, the national art gallery and the indoor

auditorium.

- Ministry of Infrastructure Development on the road maintenances of the Honiara city

and other roads leading up to accommodation sites, renovation work on schools for

accommodation – i. e . KGVI school dormitories and class rooms, new Toilet

facilities at the school compasses. The SICHE dormitories and also school class

rooms. The Festival Village new ablution blocks, for both the Pacific Village and the

Solomon Islands Village. Street signs and painting of road lanes

- SIEA for all street lights in and around Honiara, and at the main festival village

- Building up of Solomon Islands village in conjunction with SICHE, MCT and with

the contractors.

Activity Target

Timeline

Responsibility Action Remarks

1. Clearance of

Festival Village

sit

March/April

2012

FOPA, SICHE,

Contractors

Have done with

in the allocated

target time and

have started in

November 2011

Well done and

properly made

2. Preparation of

Festival Village,

Stages and the

whole village

April/May

FOPA, SICHE,

MCT,

contractors

Have started

January 2012,

and done well

by end may

2012

Well done in

time for the

official

opening

3. Maintenance of

Honiara main

May/June 2012 FOPA,MID,

MCT

Have started in

February 2012

Done in Time

before the


road, and back

road

Festival time

4. Construction of

new ablution

blocks at

SICHE ground

April/May FOPA, MID,

HCC, SICHE

Have started in

January 2012

Completed

well in time

for the festival

5. Renovation of

all school

accommodation

May/June FOPA, MID,

SICHE, KGVI

school

Have started in

February/March

2012

Completed

before the

festival and

has been done

phases for

each schools

6. Indoor

Auditorium

build of the

National

Museum

April/May FOPA, MID,

HCC, MCT

Have started in

November 2011

Completed

well before

festival starts

7. National Art

Gallery Project

May/June FOPA, MID,

HCC, MCT

Have started in

February 2012

Completed

well in time

before the

festival

However with all infrastructure in the 3 provincial centers, namely Auki, Malaita Province,

Gizo, Western Province and Doma of Guadalcanal Province their venues just completed in

time. Reports on their work performance and action timelines that they have will be submitted

differently as part of their reporting. However, the p

Foot path along the main road New Ablation Blocks at the Festival Village


FOPA officials at their meeting with the Auki, Malaita Provinces organising committee

And also main entrance to the Auki Festival Village

Auki Festival office One of the leaf house located at the Festival

Village, Auki, Malaita Province

Other venues that like Doma of which was funded by the Festival of Pacific Arts for the

Guadalcanal Province,

Visitation To Provincial Satellite venues

Doma leaf Houses that used for FOPA FOPA staff visiting the site at Doma

Solomon Village – All provincial Huts Makira Customs House


Western Province Premier and FOPA Director FOPA team visiting Auki meeting with FOPA Auki

Handing over reports on up date on Festival preparation.

Members of the Provincial Satellite venues to make visit to FOPA office, and the Ministry of

Culture & Tourism office in Honiara, to meet with officials of FOPA and the secretariat office to

ensure that all their requirements are meet and to host successfully their own programmes.

Performing Arts

Introduction From the get-go the Performing Arts Committee had a lot of areas to cover to ensure a successful

Festival. Our committee members included two Australian volunteers who worked tirelessly to guarantee

that their designated parts in the whole scheme of things went off without a hitch, as did our other

committee members. My Committee included the following and their respective responsibilities are as

follows:

Placid Walekwate – Chairman/Production

Dennis & Rhonna Marita – Opening and Closing Ceremony

Austin Revo – Jam Stage Local Programme

Julian Treadaway – Drama/Theatre

Percy Elima – Combined Church Service/Supervisor: Opening and Closing Ceremony

Michelle Bell – Performing Arts Programmes (Contemporary Dance/Music & Oratory/Story Telling)

Billy Head – Film Curator/Photography

Nancy Palmer – Secretary

Lynette Adomea – Assistant to Chairman

Drama/Theatre (Julian Treadaway) Early on in the year, Julian had begun paving the way for bringing in groups for drama/theatre, which

included contacting schools within Honiara to participate. He had secured 5 groups and was working

with Percy on the schools in Honiara. In March, Julian had to be away in Uganda for 6 weeks and

brought in John Aonima who had worked with Wan Smol Bag Theatre Group in Vanuatu to relieve him

whilst he is out of the country. Drama rehearsals for all known groups commenced in April and they

were advised that rehearsal expenses were to be their own responsibility. By May we had 10 drama

groups in full swing with rehearsals and were advised by the Artistic Director that they would be

receiving $5,000.00 each for their participation and we were advised that the approved budget for this


component of the festival stood at $100,000.00. The drama groups from the provinces were to get

approval to be a part of Henry Isa’s (Solomon Islands Delegation) group and therefore covered under

transport, accommodation and meals for the festival period. At this point also, we were able to confirm

that there would be 8 international drama groups.

Opening and Closing Ceremony/Theme Song (Artistic Director

Dennis Marita & Rhonna Marita)

Opening and Closing Ceremony

A plan was in place for the opening ceremony to be an energetic event and the closing ceremony to be

more cultural, a Solomon Island traditional farewell. With that in mind, just over a week into the New

Year, Percy began consultations with schools to involve our Form 1 - Form 4 students. They would be

used to perform cultural performances for logistical and mobilization purposes and the unique dances

would be left to the cultural performers for both events. Halfway through January, a sub-budget was

discussed for transport and refreshments for the students’ rehearsals. Letters were also addressed to each

participating school to brief them on what would be expected of each child and also to involve at least

two teachers to assist with the performances. There was a student registration form which included

selection criteria for each child who was to be selected to take part. There was also a briefing for all the

teachers that would be involved to bring them up to speed on the concept of the student rehearsals. By

April we had secured 13 schools (students and teachers)/ 350 youths participating. At this stage there still

was no assurance of allowances/venue and refreshments for rehearsals. Rehearsal times were set by mid

April and prop-making/supplying was under-way. Placards for the flags were to be made by Access Plus

but were later supplied by the Philippines consular and Solcane was approached to make the animal

replicas for the children. Transport for students’ rehearsals was a continuing problem right up until the

festival. Transport was to be secured to arrive on time at the end of each rehearsal to take children home

and buses had to be hired outside of the normal transport procedure because, rehearsals were on and

children were attending, we could not wait for the ‘process’. At times children were transported home as

late as midnight due to buses having to be hired only on availability that had not been set aside or hired by

FOPA for this particular task.

Teachers were trained and were ready to commence rehearsals with their students with the theme song by

the end of April. Choreographers were also being brought on board through auditions and Rhonna was

managing this along with assistant choreographers.

Capital Events and Party Planners were initially considered to supply fireworks as there’s was the only

feasible tender, but when the Philippines Consulate offered to assist, this was followed up on. The

Philippines consular then expressed interest by a Philippines company to supply fireworks and so FOPA

accepted their offer and paid for the Opening and Closing Ceremony. The Philippines supplier through

their consular however, extended their good grace and sponsored fireworks for every night of the festival

which caused much excitement and was the talk of the festival.


Theme Song

Expression of interest notice for interested participants in the festival theme song competition were

published in April 2011and the closing date for submissions for the theme song was set for June 2011. At

this early stage it had already been decided that a decision would be made further down the track to

decide who would be best to perform the winning song. As part of the criteria for the theme song, it was

also noted that lyrics alone could be considered. The planning on selection of the submitted entries was

also discussed at this time (early May) and to consider three key areas that the selected judges would need

to focus on; being best lyrics, best music arrangement and best performer. A timeline was drawn up to be

able to be monitored and to make sure that deadlines were met and there was sufficient time to release the

theme song to the public to be familiar with the song, well before the festival was to begin.

Screening of the submitted songs was delayed due to financial restrictions and so our committee decided

to screen the lyrics first. Advertisements intended to be sent out by May 10th for sound productions were

also delayed at this time due to lack of finance. It was decided that judges panel to pick the winning

theme song would comprise of the all the Performing Arts Committee Members, Mr. Charles Matanani

and Mr. Pascal Oritaimae.

Mid July all submissions for the theme song were screened and there was a shortlist put together that were

critiqued prior to being passed on to the board.

Come middle of August things were progressing towards the theme song concert, whereby the shortlisted

10 submissions would perform their song and be judged and finally the winning song would be the theme

song. At this stage, not all performers had submitted their technical requirements for their performance;

Three Kings Band had commenced rehearsal of all the songs to be the sessionists for the concert, though a

timetable on practice time with the band had not yet been drawn up. Venue for the concert had been

decided on, which was Rove Police Grounds, due to Lawson Tama not being available.

Post-concert evaluation was held by the Performing Arts Committee to point out the successes of the

event and areas that needed to be improved on for future events. Voting on the theme song based on the

concert performance and the criteria originally set out as guidelines to what would be required of the

theme song also took place. Allocation of prize money was also discussed. The winning theme song was

composed and performed by Kadiba Alu with ‘One United Pacific, in second place Selwyn Do’oro with

‘Races without Faces’ and third place was Tibon Oge. All the other theme song contenders received a

consolation prize to thank them for participating and to encourage them to continue to express their

talents through song composing and performing. At this point in time Kadiba was to sing and perform his

own song and the committee was now looking forward to recording the theme song and also a video clip

of the song to capture the public interest.

There were also discussions of holding a panpipe concert to select a panpipe group to perform with the

theme song at the opening and/or closing ceremony, however, it was decided that it would be more cost

effective if a person/team was sent to the actual villages than having whole groups coming up from the

provinces for this event.

Advertising for registration of Expressions of Interest for the Audio and Video Production to record the

theme song and compile a souvenir album was decided in January. The deadline for the expressions of


interest submissions had to be delayed two weeks due to the fact that we were not able to get enough

coverage as Solomon Star was refusing to advertise because of non-payment of previous advertisements.

It was also decided at this stage by the artistic director that the composer – Kadiba, did not necessarily

need to perform the theme song himself and the opportunity was given to recording studios to submit

Expressions of Interest to produce the theme song and other music arrangement as required by the artistic

director for the official opening and closing ceremony. The Sweet lullaby and other tunes for the festival

opening and closing ceremony were awarded to Ronnie Riti (Paeva) of Big Wave studio and Micky from

Digitone studios. Expressions of Interest to do audio and video production came in and because most

could only do one or the other, concentration was placed on the one studio who could do both. FOPA

however, contracted a group to do the video, which the committee saw a sample of and agreed upon.

Paeva was to do the music arrangement, Kokros Studio was appointed to record the song. There was a

debate on the artists to record the theme song and most of our popular artist’s names with good character

and experience were thrown around (e.g. Jonathan Auna and Loretta) however, it was decided to involve

a few of our artists and the final decision came down to David Auna, Brian Maesulia and Paeva.

By the end of April, we were on track for the theme song to be released in May to have the population

begin to be familiar with the song. At this stage, artists were concerned with payment of which we took

note to take action on. At this stage the artistic director was now in full control of all the arrangements

and coordination of the recording of theme song to ensure that it blends with his concept for the actual

performance. Designated date for release of the Theme Song was 14th of May however, due to financial

constraints and some other unforeseen circumstances faced by the artistic director and his recording team

all went past the designated date and only came to fruition in the dying days before the festival proper.

Production (Chairman Placid Walekwate Jr)

There was at first a push to seriously consider Pidgin Holdings as a contender to supply sound and

lighting for the festival. We unanimously agreed, however, that there was time to have ALL interested

bids be lodged to the Performing Arts Committee through Expressions of Interest. We would not

commence deliberation on any bids prior to the public call for Expressions of Interest and post closing

date for these Expressions of Interest to be submitted, to do so would be unprocedural.

First interested sound reinforcement and lighting production crew from Australia sent their

representatives to have a site visit in early July 2011. This was to enable them to have a clearer

understanding of what would be required in regards to equipment.

In August, the chairman went on a NZ FOPA delegation recommended trip to visit possible suppliers of

sound reinforcement and lighting equipment in NZ which their government would be willing to partially

fund if the supplier from New Zealand was successful. The delegation comprising of representatives from

the SI Visitors Bureau, representative of the Ministry of Culture and Tourism, Director Robert Au, and

chairman Placid Walekwate Jr, met up with Paul Johansen of Sound Stage Enterprises and provided our

technical rider, briefed him on the venues and the expected timeframe and other vital information. Initial

responses were very positive and they were confident that the requirements were within their capacity and

were looking forward to supplying a quote. There would also be a light show that would be quoted


separately by another company, to keep our options open to use during the opening and closing ceremony

or both.

First ok to use Stage Sound Enterprises & Lighting By Design (both from New Zealand) came in the first

week of January, though the concept for the Lawson Tama Stage was still not finalized, the NZ

Government approved support funding of NZ$10,000 for both these companies.

CTB were required to issue award letters to suppliers before deposits could be paid and commence the

shipping of equipment. By February, this was not yet done and there was concern that if left too late, we

would miss crucial shipping times to ensure the equipment arrived and cleared through customs with

enough time for set-up and preparations before the Opening Ceremony.

We began to communicate with the Ceremonies and Protocol committees as concepts they came up with

would directly involve our committee and logistics for events planned by the previously mentioned

committees would fall under our portfolio, hence the need to be constantly kept in the loop.

There was confirmation that New Caledonia was prepared to assist with sound reinforcement and

lighting, even 2 stages if required. We only had to send them our requirements.

The originally planned KGVI stage was cancelled due to a security issue and sound and lighting suppliers

still a no go, due to award letters not yet issued and down payments not yet processed as a result. We

were advised early on in the year that New Caledonia’s Loyalty Islands would be sending a stage, sound

and lighting equipment to assist with the festival so this arrangement was incorporated into our work plan.

The CTB initially wanted local suppliers of sound and lighting to re-submit their tenders for the satellite

venues. Due to the short time that we had, it was pointed out that realistically, there were not that many

suppliers who could deliver the quality of light and sound that was required, therefore, there would be no

point in putting the opportunity back out there, better to use the time to designate the task to experienced

and qualified suppliers who had the equipment and expertise at hand for them to prepare than waste it on

going through the whole process again.

We had an assessment visit from a representative from the Australian company “Venue Operation Experts

(VOX)” in April to get a perspective on the degree of lighting and sound that would be required. At this

point it was clear that the New Zealand crews would be responsible for the Lawson Tama Stage and VOX

crew would be responsible for the Main Regional Stage and the Indoor/Outdoor Auditorium and Art

Gallery.

Stages

In November of 2011, stage design, location and construction was a concern of the committee as

proposed design of the stages would need to be evaluated by the Performing Arts Committee for their

inputs to determine if they would be suitable for the expected performances. Only confirmed venues

discussed were Solomon Village which would have a stage overlooking the lake with cave-like changing

room and the ceremonies committee has made us aware that there will be a early morning welcoming

ceremony and an afternoon ceremony. A small stage would be required for the early morning ceremony

to take place at the AE Oval beach front.


Early December, Lawson Tama and Panatina were confirmed to be venues for stages. The Main stage

which would be at Panatina was still in its design stages. The KGVI venue for a stage was still being

considered also at this point in time. Confirmed venues at this time were Panatina Pavilion, Lawson

Tama, Regional Village, Solomon Village and the indoor/outdoor venues (museum and art gallery).

Jam Stage – Lawson Tama

The Stage at Lawson Tama was not easy, due to the grounds purpose for football, the pitch would not be

able to be dug up in any way and therefore staging requirements were delicate. Scaffolding contractors

were consulted and there was even the possibility of a stage coming from New Caledonia that was water

under the bridge only a month away from the festival. A drastic decision was made and approved that

VOX would provide a stage that did not require much at all. It was to be shipped out, tracked to Lawson

Tama, positioned in place and mechanically raised in a matter of 3 to 4 hours and ready for use. But

again, due to late payment, this stage was not able to make the shipping deadline and therefore was not

shipped out with only 3 week to go before the festival official opening. We had to sub-contract to build a

stage out of scaffolding to attempt to meet the requirements we had for the sound and lighting crew. A

week out from the Opening Ceremony and the stage was not yet completed. The NZ crew had arrived in-

country and could not do much about setting up for the Opening Ceremony. We then had an issue of the

stage not being safe enough, and where our local construction engineer (who was experienced and

qualified) was able to sign off on the stage, an Australian engineer decided that it was not safe.

Consultations were made with other local and qualified engineers who agreed to minor adjustments but

that it would be fine. The NZ crew were reluctant going on the opinion of the Australian engineer so,

though the Opening and Closing Ceremony sound and lighting was adequate, it was not as spectacular as

was originally planned and envisioned due to the fact that the NZ crew would not mount most of what

they brought over with them in fear of the stage safety.

There was a black-out during the Opening Ceremony, the reason being that the generator brought by the

NZ crew must have been faulty due to the travel conditions in coming across to Solomon Islands and

therefore broke down a few hours before the Opening Ceremony. All attempts to fix it and/or replace it

failed due to suppliers requiring immediate upfront payment. Therefore the SIEA supplied power was not

able to handle both Lawson Tama AND the stage sound and lighting, this resulted in the lights going out.

As soon as the stage sound and lighting stopped, the lights were able to come on again, hence the initial

idea that it was planned.

Jam Stage performances for this stage had to be re-scheduled for the Pasifika Stage so that adjustments to

the stage could be made if not before but in time for the Closing Ceremony.

Pasifika Stage – Regional Village, Panatina

The Vox Crew arrived two weeks before the festival opening and had to wait a few days for the stage to

be completed. There was a delay due to the slow supply of material for the workers to complete the stage.

However, the crew was able to set this up in time. Due to the Jam Stage not being able to be used, the Jam

Stage performances were shifted to the Pasifika Stage, so work doubled for the crew at this stage. We

originally wanted to keep the Pasifika Stage quiet most of the day so that individual stalls/delegate


countries could put on their own small performances or play their music at their stalls. This was not

possible because of the Jam Stage issue, so all performances were re-scheduled and Jam Stage performers

performed from 9am-3pm at the Pasifika Stage.

Auditorium (Indoor and Outdoor)

We had a slight drama with this stage as the Electrician had not been paid and therefore would not

connect power to the building. The VOX crew had to pull an extension lead from the secretariat office to

test their sound and lighting set-up. We also had a problem with the size of the building. Original plans

for the building were sent to Australia for technical requirements. We had no idea that the building had

been scaled down and so the screen to be used for the film festival that arrived from Australia, which was

designed to fit the back wall of the stage, was now too big for the back wall. During the Film Festival

(hosted at the Auditorium), the screen had to be set on a tilt to fit in the building.

Lakeside Stage – Solomon Village, Panatina

A container of sound and lighting equipment indeed did arrive from New Caledonia a few days before the

official opening of the festival, we were unsure of who would be handling this equipment until their team

arrived and introduced themselves. They were indeed a godsend as they filled in the unforeseen gaps that

would have been disastrous for us during the festival. They were able to set-up at the Lakeside Stage and

also provided sound for the VIP podium at Lawson Tama during the opening and closing ceremony.

Welcoming Ceremony Stage – AE Oval, Ranadi

The New Caledonia Crew also used their equipment for this stage which was very convenient and

appreciated.

Jam Stage (Austin Revo)

There were two initial issues for the Jam Stage whether to invite our well known bands to perform on this

stage or to put out applications for bands to fill forms and auditions be held. It was decided that we would

use a popular band for the opening and closing ceremony and then deal with the application process to

allow our local talents to be given the opportunity to perform when we had so many different countries

present. The response to the application advertisement was overwhelming and the audition process

lengthy but was completed on time and a schedule drawn up. An issue arose surrounding payment of the

bands on the eve of the opening of the festival. A group of bands demanded payment for their

participation in the festival program and so a letter was drafted and sent back to the bands involved, that if

they demanded payment then they would be omitted from the programme, At the time no payment was

promised at anytime to anyone and we realize that it was just rumors that conspired and caused these

groups to think that money was allocated for the payment of bands when this was not the case. It turned

out that the bands themselves re-considered and turned up for their performance despite their earlier


disagreement. The stage management and crew worked hard to keep the programme flowing because of

the Jam Stage being unusable and all in all it ended successfully.

Performing Arts Programmes/Satellite Venues (Michelle Bell)

Programmes

There was initial concern with the putting together of the programme for the Festival. There was

suggestions that we obtain copies of past Festival programmes to get an overall idea of what would likely

be needed to be included in the Programme. There was also concern that all of the festival activities be

efficiently co-ordinated given the number of venues at our disposal and to avoid overlapping of activities,

that all performances and activities were given their maximum attention.

Any programme of this scale requires a certain degree of tolerance and adjustment because of the number

of groups involved. There were so many different requirements for the stage and certainly many changes

that needed to be accommodated not only from our part but from the international delegates and their

performers. In the end the programme was constantly changed right up until the opening but was done

extremely efficiently by Michelle.

Satellite Venues

In December 2011, only Auki and Tulagi were confirmed, GPPOL was the third Satellite venue pending

formal endorsement at that time. Finally Doma was designated as the third satellite venue and satellite

venue committees were formed to begin work on their respective venues. Gizo in the western province

was later endorsed as the fourth and final satellite venue.

Satellite Venues travel arrangements, accommodation and meals were also organized by Michelle, for

visiting delegates to be dispatched to the Satellite Venues.

Our local sound reinforcement and lighting suppliers were shipped to the satellite venues and did their job

successfully and efficiently.

Summary

We had to deal with many hiccups dealing with payment during the festival as some requirements like

hiring of equipment, trucks, cranes, forklifts, rations and the like could not wait for the process and many

times we had to pay out of our own pockets due to time constraints and urgency of the job at hand.

We also had to run around with food for the production teams and stage hands that could not leave the

stage during performances, and at times again have to pay out of our own pockets due to time constraints

which was inconvenient but it worked out ok in the end.


We could have achieved a lot more and saved a hell lot of money if finance was there ready at our

disposal to be expended as budgeted for at the specific timeline required as planned and detailed in the

Performing Arts Committee work plan.

In Conclusion, though the festival was not without its challenges, the resilience of my committee as I’m

sure with other committee’s to take on the challenge and discover resolutions to problems or bridge’s over

the troubled waters, so to speak was indeed a heartwarming sight to see. There were frustrations,

complications and nothing came easy, yet the event was pulled off and It indeed was a learning and

valuable experience. One that none of us will forget.

Creative Arts Committee

Roles and Functions of Creative Arts Committee

1. Organise and manage Creative Arts events and activities before and during the Festival of

Pacific Arts in Honiara.

2. Liaise with other Committee chairpersons to draw up the festival program.

3. Prepare a budget for Creative Arts events and activities.

4. Report to the FOPA Board through the Chairperson of Creative Arts Committee.

Festival management and organisation

The Creative Arts Committee was established through a Cabinet Paper where the Terms of

Reference (TOR) of the Chairperson was outlined. The Permanent Secretary of the Ministry of

Culture and Tourism appointed the members of the Committee upon recommendation of the

Chairperson.

The appointed members of the Committee were identified based on their professional knowledge

and skills in various areas relating to culture and arts. The members were assigned various areas

of responsibilities including being principally responsible for leading a team of volunteers to

manage and organise specific events/activities during the FOPA.

Initially five (5) members were appointed but later on more members were appointed to the

Committee

The members of the Creative Arts Committee and their specific areas of responsibility are listed

in the table below.

Name Position Event/Activity Responsible for

Tony Heorake Chairperson Symposiums, Workshops and Forums

Joan Sautehi Secretary Culinary Arts

Roselyn Maneipuri Member Culinary Arts

Edna Belo Member Floral Arts

Selwyn Palmer Member Carving, Tatooing, Pottery and Traditional

Healing


Linda Keyaumi Member Visual Arts Exhibition/Demonstration

Brian Afia Member Visual Arts Exhibition/Demonstration

William Head Volunteer Film and Photography

Georgina Buro Pita Member Literary Arts

Rhian Sanau Member Philatelic Exhibition

Patrick Miniti Member Traditional/Recreational Games

Yvonne Constantine Member Fashion and Design Show and

Display/Exhibition

Volunteers Assist with various teams

During the festival a team of volunteers were also engaged. Their task was to assist the CAC

members. The volunteers were mostly school students and youths who have the passion and

support for culture and arts in Solomon Islands.

Other events/activities such as the Solomon Islands Pre-history and History and Culture

exhibitions were organised and managed by the staff of the Solomon Islands National Museum.

The exhibitions were held at the SINM galleries. Canoeing and navigational skills display and

demonstration was done by members of the Pacific Voyager Society. Staff of the Solomon

Islands National Archives also organised an exhibition at the National Archives complex.

Festival Programme

Details of the FOPA programs for the two main venues (in Honiara) including the four satellite

venues in Doma (Guadalacanal Province), Tulagi (Central Islands Province), Auki (Malaita

Province) and Gizo (Western Province) have been provided by the Venues Committee.

The following table summarises the various activities/events that the Creative Arts Committee

was involved in and how they were organised and managed during the FOPA.

CATEGORY

ACTIVITIES

/EVENTS

COMMENTS

Contemporary

Arts

Exhibition &

Display

Contemporary

Arts Exhibition

& Display

The Art Gallery opened its doors on the 5th July 2012.

Works were curated and recorded.

Some works were paid for while others have been

donated to the Art Gallery for permanent display.

Fabric Arts &

Contemporary

Weaving

The Executive of the Artist Association of the

Solomon Islands were in charge of the activities that

took place in and around the Art Gallery.

SI Prehistory,

History and

Culture

SIN M Gallery preparation & refurbishment works

were completed in late June-early July. The

refurbished galleries were opened on the second week


Exhibition

of the FoPA. There was a brief launching ceremony at

the National Museum.

AV hardware and sounds equipment was sourced

under the RAMSI Coordinator’s Fund. Ethnographic

videos were shown for the public in the History and

Culture gallery.

Staff of the SINM were involved in the design (3D

and graphics designs), production and installation of

the display storytelling panels and the development of

the texts.

Traditional

Arts

Traditional Arts

Show All displays and exhibitions were held at the Art

Gallery. Various artists from the participating

countries exhibited their art works.

Traditional and

Recreational

Games

All traditional games were held at the Panatina soccer

field. The proposed arrangement with Telekom did not

go through and was very expensive. So the cheaper

alternative was to use the Panatina field.

Traditional

Healing Arts

and Medicine

Demo.

Held at a designated leaf hut at the Pasifika village.

Tattooing and

Demonstrations Held at a designated leaf hut at the Pasifika village.

Carving &

Sculpture

(Demo.,

Displays)

Logs were purchased for the carvers. About 8

countries (and their carvers) took part in this activity.

All the carvings are now at the SINM.

Logs that were not used have been transported from

the Festival village and are now kept at the SINM.

Traditional

weaving

(Demo.,

displays of

finished

products)

Most weaving occurred at the designated huts and

their respective display huts.

Traditional

handicraft

displays

Most of the displays were held at their respective huts.

Fire walking

display Fiji Islands displayed their fire-walking skills at the

Solomon village.


Vaka projects &

Canoeing and

Navigational

Arts

The Voyaging project team were allocated a hut and

they also presented a hut with carved posts to SI.

The present is now being located at the Art Gallery

compound.

Tapa making

and designing

(Demo/Display)

Demonstrations and display held at designated and

respective huts.

Pottery Making

and Display New Zealand did a pottery-making display at the

Festival village.

All the pots made were donated to the SINM during a

brief hand-over ceremony at the SINM.

These are now displayed in the Prehistory and

Archaeology gallery.

Literary Arts

(Indigenous

Oral Literature

and

Contemporary

Literature)

Stories, legends,

myths (Story

telling), Chants,

(Sing Sing),

Poems,

Readings,

Drama/Theatre

Most readings took place at the Panatina Pavilion.

Some chants and poetry reading were held at the

Museum’s outdoor auditorium.

Drama and Theatre performances were held in the

Museum’s Indoor auditorium.

Visual Arts Photographic

Exhibition The Photographic exhibition was held at the Mokolo

Building (USP Campus). A media room was also set

up.

All the display boards used for the photographic

exhibition have been relocated to the Art Gallery.

Melanesian Mission of Norfolk Islands Photographic

Display has been donated to the National Museum.

Currently on display in the History and Culture

Gallery.

All photographs, equipment and facilities have been

relocated to the Museum.

A detail report on the Photographic exhibition has

been prepared by William Head (Volunteer)

Film Festival

The film festival was held in the Museum Indoor

auditorium from 3rd to 5th July.

All the films are with the Museum. There is a proposal

being worked on to screen the Solomon Islands films

for public viewing soon. A detail program will be

published soon.

A detail report on the Film festival has been prepared

by Mr. William Head (Volunteer).


Children’s Art

Show and Glass

making display

Display/demo took place in the Art Gallery.

Glass making display by Australia was held in one of

the leaf huts at the Art Gallery area.

Philatelic/Stam

p Exhibition The countries that took part in the event had their

display in their respective huts.

All glass show cases are now with the Museum. Some

show cases will be donated to the Philatelic Bureau.

Culinary Arts

(Traditional

Cooking)

Despite a delay in the availability of funds during

Week 1 of the festival, the team were able to start the

traditional culinary arts demos/displays during Week

2.

Floral Arts

Traditional &

Contemporary

Floral

arrangements

Floral Arts arrangements took place in the designated

leaf hut. Each day one or two countries participated.

Live flowers, foliages and plants were used daily

throughout the festival.

The team also decorated various venues like the

Indoor Auditorium, Pavilion and the Mendana hotel.

Fashion

Shows/

Designs

Traditional/Cult

ural designs &

materials

A stage/catwalk was built over the lake. This was used

by the models and countries that took part in the event.

2 nights were dedicated to the event.

Symposiums,

Forums and

Workshops

Cultural Rights

Symposium

The symposium was held at the Mendana Hotel over 3

days (9-11 July). A separate report on the symposium

will be prepared by SPC/UNESCO.

Various topics were covered and both local and

overseas speakers presented their papers and/or

reports.

New Caledonia

Symposium –

“Nature and

Culture: Vector

Identity in

Oceania”.

This particular symposium was specifically requested

by the Kanak delegation so it was held at Room 8,

Panatina Campus from 5th – 6th July.

PIMA - Youth

& Heritage and

Memory of the

World

Workshop

A Youth Speak – Youth & Heritage workshop was

held at the Panatina Pavilion from 4th – 6th July.

More than 24 youths from different countries,

territories and states attended the 3-day workshop.

A report on the workshop is now ready. It can be

viewed by going to the PIMA website.

Building a This forum was held at the Museum Indoor


Creative

Economy

Forum

auditorium. Various speakers were invited including

the FOPA Chairlady.

The forum was organised by Pacific Institute of Public

Policy and was coordinated by their communications

Director, Ben Bohane.

Sustainable

Pacific Creative

Industries

Workshop

A half-day workshop was held at the Panatina

Pavilion on the 12th July. It was organised by the

Artist Association of Solomon Islands and the

Solomon Islands Art Alliance.

A report on the workshop has been produced by

Samantha Cooper.

Arts for a Better

Future & Bible

Storytelling

Workshop

The latter was held on the 3rd and 6th July and the

former was held on the 11th – 12th July. Both

workshops were held at Room 8, Panatina Campus.

Meeting

PIMA Board

meeting

The Pacific Islands Museum association also held a

Board meeting at the Panatina Pavilion during FOPA.

It was organised by the PIMA Secretariat and was

attended by members.

The PIMA Board meeting was held on 7th July 2012.

Country Participation

Most of the countries that filled in the Specification Forms and returned them to us did

participate in the activities/events that they indicated they were going to participate in. All the

countries that participated in the FOPA were allocated a hut within the Pasifika village for their

exhibition/display.

Evaluation

For the Creative Arts Committee, the FOPA was a very huge challenge indeed. The Chairperson

had to appoint more members to the Committee due to the nature of the activities/events and the

number of participants. The Committee also had to rely on the services of volunteers which

greatly assisted the various teams in their preparations, organisation and daily management of the

activities/events.

Lack of preparation and training particularly for our Committee members and team of volunteers

had initially caused some difficulties but once everyone understood their roles and

responsibilities the task of organising and managing the activities/events became much easier.


The delay in disbursement of fund particularly for some activities/events had also caused some

delay in the commencement of certain activities/events. But when funds became available most

of the activities/events were able to be successfully held.

Although the Committee had to deal with these challenges including many more others, the

FOPA was a success and it was generally enjoyed by both the participants and the organisers.

There are many lessons to be learnt and hopefully once the Solomon Islands hosts another event

such the FOPA these lessons should not be overlooked.

Delegates watching one of the exhibits at the Art Craft Exhibitions

Gallery

Ceremony

There has been a number of ceremonial programmes that has been organized during the two

weeks festival and that with chairmanship of Mr. John Bakeua, the following ceremonial

programmes took place, combine church services programme at the Marnananth Seventh Day

hall on the 1st July 2012. The ceremony is to mark the start of the festival activities before the

main official opening ceremony. Solomon Islands Christian Association also participated of the

combine church service and at other programmes during the cause of Festival week.

On the Monday 2nd July 2012, in the early hours of the day a traditional welcome was hosted as

part of traditionally welcome to all visiting delegates around the region. The ceremony was

attended by the Hon. Prime Minister, Gordon Darcy Lilo and Madam Lilo and other senior

officials. The ceremony’s committee also looks after the providing gifts to all festival

participants, VIP’s, Heads of Delegations, senior officials and other visiting delegates .

Fire Works:

Also the committee has engage in organising fire works and balloons from Philippines in

collaboration with the Philippines consular to Solomon Islands Mr. Johnny Sy.

Also with the arrangement made between the Solomon Islands Government and the New

Caledonia government, as the result of a request that was made last year 2011, at the MSG


Ministers of Culture & Arts , New Caledonia has assisted the Festival of Pacific Arts National

Orgainising Committee to have fire works and sounds and lighting to be made available. A team

16 people did participate at the festival , they provide technical support with engineering works

for the sounds and lighting and also fire works. FOPA as the host country assist with

transportation, accommodation and food for their arrivals on 27th June 2012 and depart 17th July

2012.

Two local security firms have been hired to look after the Explosive items that were place at the

hill top of Lawson Tama for the entire weeks before and after the festival. The fire works has

added a lot of value to the festival and it is rated as the best fire works ever held in the country.

Gifts for the Festival:

Gifts ranges from baskets, food supplier, betel nuts, pigs, shell money necklaces, cups, hats,

towels, mats, and many more that the ceremony committee has

Early morning opening ceremony at the AE Traditional gifts for all festival participating

Oval countries

Samoan delegation at the early morning Fijian delegation at the official opening

Ceremony at AE Oval ceremony at Lawson Tama

Part of crowd and participants at opening Prime Minister Hon. Gordon Darcy Lilo


Ceremony Lawson Tama is be escorted to the Marnanath Hall

Venues

The venues committee under the supervision of Mr. Frank Haikiu coordinate all preparation of

festival village venue since appointed in late march 2010 and committee members in early 2011.

The committee has undertook the works of mapping out the village with Isles Architect in

getting festival site ready for contractors building of houses, landscaping, cleaning up of the

whole festival village which is located at the Panatina sports field and also Panatina lower

ground which housed the Solomon Islands village.

There five members in the committee and work along site with the Festival Administration

Director. The work plan started where back in year 2011, but due to lack good budget and clear

direction for the use of the SICHE areas, work did not start until November of year 2011 and off

cause early year 2012.

There have been a lot of frustration over issue of the SICHE land and this has really give a big

set back on the venues committees plan of action for the festival village to be ready in time for

the arrival of festival participation.

Also with bush materials that have been tendered for the public to be engage in providing bush

materials for all the leaf houses at the festival site. Cleaning groups,, landscaping and builders

have carry out extra work beyond their normal scheduled work programme.

Lake side there has been a lot of difficulties in securing contractors to carry out their work as

required and one of the contributing factor is the approval from Central Tender Board (CTB) to

give an approval award to Dalgro Limited to carry out the work. Further more SIEA to remove

power lines and posts located above the propose lake side.

Other difficulties was the power to the Festival Village will enable all contractors to work all

thru the evenings to ensure that the village is completed in time before the festival. Overall the

Festival Village has catered for all allocated participating countries and catering contractors that

sale food at the village for the public and festival participants.

Festival Site Plan for the 11th Festival Some of the Leaf Huts at the FOPA village

Of Pacific Arts


The Lake side venue where they also use as one of Lake side stage used during the festival at the Solomon

the Venue. Islands Village.

Also there were other venues that FOPA committee has used for the Festival and that is Lawson

Tama, National Museum out door and Indoor Auditorium, the national art gallery, the USP class

room, SICHE Panatina Pavilion and the King George side field.

Festival Village leaf Houses The New Indoor Auditorium Building

National Museum Marnanath Hall Panatina Pavilion

The above venues were used for creative arts activities that coordinated by the Creative arts

committee of FOPA.

Burns Creek Hall Panatina Pavilion


Protocol

As one of the important technical committee for the festival the national festival organising

committee has appointed a Protocol sub committee that looks after all VIP’s, Heads of

Delegation and other important senior government officials. The committee is headed by a senior

diplomatic officer of the Ministry of Foreign Affairs, Mr. Senda Fifii. The committee consist of 6

members , which includes officers, Immigration, customs, Agriculture Quarantine, Police,

Aviation Security and the Foreign affairs.

The Protocol committee, hold two training for all listed liaison officers, that will undertake

liaising for VIP’s , Head of Delegations, Festival Participants and other senior officials. The two

training is used as a baseline to equip all liaison officers to undertake this important task. The

training programmes was conducted by Ms. Sativa Nadan of the tourism department.

A total of 156 liaison officers were selected of which 20% of this total are females that have been

devoting their wisdom to assist all VIP’s , Head of Delegations, Festival Participants and other

senior officials that have participated at the festival. Base on the number the protocol committee

have divided liaison officers amongst each delegation and the officials to look after them.

SI Contingent

The Solomon Islands as host country has participate also at the 11th Festival of Pacific Arts, with

presenting the country’s nine province that has show case its culture that diversify the country.

The committee that coordinated the Solomon Islands participation under the chairmanship of Mr.

Henry Isa a former cultural officer of the Ministry of Culture & Tourism, has started with its

work activities where back in year 2011 with visiting some of the Provincial centre’s meeting the

provincial assembly and other provincial officials in selecting cultural groups that will fairly

represent each of the nine provinces of Solomon Islands.

A committee of five people has assisted Mr. Henry Isa and based at the Culture Division of the

Ministry of Culture & Tourism to coordinate participation of the Solomon Islands Contingent at

the Festival of Pacific Arts.

Visitation was made to Western Province, Choiseul Province, Malaita Province, Central Islands

Province, Temotu Province, Makira Provinces, and Honiara itself. A totally of more than 1,000

participants represented the Solomon Islands at the 11th Festival of Pacific Arts in Honiara,

Solomon Islands from 1st – 14th July 2012. They all participate at performing arts programme,

creative arts, visual arts, and all other programme activities.

Transportation by boats from each provincial centre to Honiara for the festival and return back

after the festival. With this shipping arrangement it has cause a little bit of difficulty in getting

back participants after the festival of which cause catering one of the extra burden in getting

catering groups to provide food for almost two weeks.


Dancing groups from the from provinces Part of women Lord Howe dancing group

Temotu dancers Guadalcanal women dancing group

Tomoko war canoes escorts Waka from Overseas to the early morning ceremony

About 10 war canoes or tomokos have been arrange to part of the Solomon Islands contingent

that took part in canoeing programme and also at the traditional welcome ceremony on 2nd July

2012. About 200 paddles took part in the programme.

The activity was a great success indeed and add a lot of interest with the waka from overseas that

also participated at the festival in Honiara.

Difficulties and challenges for the SI Contingent committee, has been that an increased from the

provincial representation and this has cause problem with an increase in the committees budget

of which involves shipping, accommodation, transportation on ground and the food.

Catering groups have been on shift bases for their turn to provide caterings for the marine school

compasses, SICHE Panatina, King George six School.


Transport & Logistics

Transportation in any events and activities is an important component to the particular event or

activities or organisation that organize the events, and for this the Festival of Pacific Arts has

appointed a sub – committee that overseas all transportations and logistics that requires for the

festival. The committee is under the chairmanship of Mr. Chris Vadakobatu and with his

experiences in the transportation sector and that he has guided the committee to ensure that the

transportation sector for the festival is well secured to serve the entire festival arrangement.

The committee looks after land transportation and also shipping that provides services for

festival participants that have participate at the festival in July. Also the FOPA Board have

approved proposals of using big buses to cater for transporting of festival delegation on arrivals

and to all festival venues.

The Festival of Pacific Arts Organising committee has approach Ministers at that time after the

MSG Ministers of Arts & Culture meeting in year 2010, to see how best they can support the

Festival of Pacific Arts Organising Committee with some of its pressing needs such as

transportation, fire works, sounds & lightings and merchandising.

The committee has set up its base at the Ministry of Infrastructure Development and work on

shift bases for transportation to be easily coordinated. The committee’s commitment saw the

easy flow of transportation coordination. A total of 111 drivers have been recruited to assist as

drivers and also have gone thru training programme that empowered them to carry out their

excellent work.

Also have engage 27 new unit purchased from harvest Pacific for all 27 VIPs and Head of

Delegation, Chairpersons 11 units, Festival Secretariat 3 units, FOPA directors 3 units,

Volunteers NZ 2 units, AUST 2 units, Fireworks 2 units that is for New Caledonia and

Philippines, Engineers –NZ, AUST and New Caledonia 3 units, whiles other sub – committees

have two vehicles each for carrying out their. Total estimate about 80 units that was used for the

festival of which includes 4 -60 seater bus from KBL bus in Fiji.

This Sub-Committee is mandated to provide transport during the 11th Festival of Pacific Arts which was

hosted by our country. Also the Logistic part of it, it was assign to make some preparation for the venues

like flag poles and the fencing of the Museum office; which the Head Office of FOPA houses.

The transport and Logistic Sub-Committee is mandated to produce its final report to the government

especially to the Ministry of Culture and Tourism.

The Sub-committee will report on;

a) Formation of Transport Logistic Sub-Committee

b) Sub-committee members and their role in the committee

c) How many vehicles to purchased

d) How many vehicles to hired

e) Buses from Fiji KBL

f) How many ships to be chartered


The formation of the Transport & Logistic Sub-Committee

The chairman for Transport & Logistic was formally appointed on 10th October 2010.

After appointing the sub-committee the board of Directors agreed that all chair persons should select

their sub-committee members.

The sub-committee members are;

Christopher Vadakobatu - Chairman

David Kubolu - Vice chair – Transport Supervisor

Jimley Agita Fifiri - member – Mechanic Supervisor

Elliot Geso Ragomo - member – Drivers Supervisor

Pascal Ohoau -member – Ship Marine Supervisor

Grace Sipolo -Secretary

Included in the Sub-committee is Mr. Pascal Oho’au of the Marine Division of the Ministry of

Infrastructure Development to help out in selecting ships to be chartered to bring in the 11th Festival of

Pacific Arts 2012.

After several sub-committee meetings the committee sees it fit that vehicles must be purchased to help

FOPA prepare for the 11th Festival of Pacific Arts.

PURCHASING OF VEHICLES

The sub-committee draws its budget to purchase the following vehicles.

1. Vehicle for Secretariat Office

A vehicle was purchased for the secretariat office which cost $99,000.00. The vehicle was

purchased to cut down hiring cost. Before the vehicle was purchased the director has used a hired

vehicle which is very costly.

After the festival the vehicle should be directly allocated to the Director of Culture in the Ministry

of Culture & Tourism.

The vehicle had an accident before the Festival proper and the secretariat is waiting for Traffic

Police’s Report.

2. Crane Truck

The second vehicle to be purchased is the crane truck to help out with its preparation of the

festival village. The truck costs $480,000.00 from Harvest Pacific Limited.

The crane will be re-allocated to Ministry of Infrastructure Development after all works of FOPA

is completed.

3. Single Cab Toyota Hilux

This single cabin hilux was purchased to also to help out in FOPA’s preparations, mainly at the

Festival Village.


After the festival the vehicle will be allocated to the Museum division of the Ministry of Culture

and Tourism.

4. 27 VIP Cars

Since the government does not have cars suitable for VIPs, the Transport/Logistic sub-committee

decided to purchase the cars and after the festival the cars be distributed to other ministries to cut

hiring cost.

The vehicles cost $4,266,000.00 million Solomon Dollars.

Since other ministries did not want to use the vehicle, the cars will be tendered out for public.

Some companies have already shown interests to purchase.

The Ministry of Infrastructure Development is preparing the Tender documents. All the costs of

the vehicle purchased are in the 2011 and 2012 budget.

5. Hiring of Four Sixty Seater Buses from Fiji

Several bus companies from Fiji are interested in providing transport knowing that Honiara dose

not have buses to cater for the big delegation for 11th Festival of Pacific Arts.

After several contacts and looking at hiring rates and conditions the festival director and chairman

transport logistics went to Fiji to inspect and secure the buses.

The chairman transport logistic agreed to hire four 60 seater buses from Kadar Buksh Limited

Bus Company because of lower hiring rates and the Fiji government has waivered import duties

and charges as Fiji assistance to Solomon Islands for the 2012 Festival of Pacific arts.

Since the buses were only hired the company provided their own personals which include one

supervisor, one standby mechanic and five drivers.

While in Honiara all staff of the bus company are under the control of Chairman Transport

Logistics and the sub-committee.

Other Vehicles Hired

1. Chair persons

2. Stage Managers

3. Sound Managers

4. Head of Delegations

5. SPC Personals

6. Others who are involved in the Festival


Vehicles Hired From;

1. Zome Enterprises Car Rental

2. AJL Corporation

3. Tandai Seafront motel

4. Boss Corporation

5. Zeng

6. Private vehicle owners

7. Others

ZOME Enterprises – Car Rental

A hiring agreement was signed with Zome Enterprises that the company should provide 38 units of

vehicles but due to some misunderstanding the company only provide some vehicles.

Attached is the report already submitted to Permanent Secretary, Ministry of Culture & Tourism

explaining why he was paid the 50% upfront payment?

All vehicles hired during the festival come through normal government procedures.

An inspection report was carried out on all vehicles to consider their road worthiness.

Only those with valid vehicle license and third party insurance were hired.

TRANSPORT SYSTEM DURING THE FESTIVAL

The transport logistic subcommittee during its meetings on suggests two options.

1) Provide transport for each Pacific participating countries and shuttle transport for national

contingents.

2) Shuttle transport for pacific countries and national contingents.

Due to shortage of big buses in the country the subcommittee approved option 2 to be used during the

festival.

With the approval of option 2 the committee selected 4 main venues where vehicles will be based.

a. Mechanical Compound MID

b. Mendana Hotel

c. Pacific Village

d. Solomon Village

Chairpersons were provided with vehicles to help them carry out their duties in preparation for the

festival.

During the festival proper some subcommittees are provided with 2 /3 vehicles depending very much on

the nature of duties.


A. STAGE MANAGERS

These managers are also provided with vehicles to prepare all stages on venues which are used by

performers.

B. SOUND MANAGERS

The sound managers must make all sound system on all venues are working, therefore vehicle is provided

to help them to check all venues.

C. HEADS OF DELIGATION FROM PACIFIC COUNTRIES

Participating countries heads of delegations are provided with vehicles to make sure they attend meetings

and prepare their groups.

D. SPC

These important people are also provided with transport because of their involvement in the 11th Festival

of Pacific Arts.

E. OTHERS

We have volunteers from New Zealand and Australia who are working with the secretariat in preparation

for the festival and very much with the organizing committee. A vehicle was allocated to them in order

for them to carry out their duties.

The Permanent Secretary and Director of Mechanical Engineer of Ministry of Infrastructure have given

permission for us to use the Mechanical compound for our main base.

MAIN BASE STAFF – MECHANICAL COMPOUND – MID

Mr. Elliot Geso Ragomo – Supervisor

Mrs. Grace Sipolo - Secretary

Ms. Flrence Aleziru – Supporting Staff

MENDANA HOTEL BASE

Mr. David Kubolu - Supervisor

Mr. Glen - Supporting Staff

PACIFIC VILLAGE BASE

Mr. Jimley Agita Fifiri - Supervisor

Mr. Timothy Mausae - Supporting Staff

SOLOMON VILLAGE

Mr. Jimley Agiata Fifiri - Supervisor

Mr. Clifford Betokere - Supporting staff

MOBILE MECHANICS

Mr. Brian Kinianisia - Supervisor


Mr. Eddie Cortis - Supporting Mechanic

MAIN WORKSHOP MECHANICS

Mr. Peter Imbe -Supervisor

Mr. Donation Anise - Supporting Mechanic

The standby mechanics are on call throughout the festival proper to attend any vehicle break down.

Any break down which cannot be repaired on the spot is always referred to the main group at the

workshop.

Standby mechanics also follow vehicles to Doma satellite venues because of participating countries with

national contingent travelled to Doma to perform.

Transport also was provided to Transport pacific countries that are to perform at the venues like Doma,

West Guadalcanal Province, Tulagi Central Province, Auki Malaita Province and Gizo Western Province.

DOMA SATELLITE VENUE – GUADALCANAL

All performers to Doma travelled by buses and three ton trucks.

TULAGI SATELLITE VENUE – CENTRAL PROVINCE

Those who went to Tulagi travelled by fast craft in the morning and return in the evening.

AUKI SATELLITE VENUE – MALAITA PROVINCE

They also travelled by boat discovery 360 to Auki in the morning and return in the afternoon on the same

boat.

GIZO SATELLITE VENUE – WESTERN PROVINCE

Due to the long distance those participating groups have to travel by air by Solomon Airlines. For your

information the transport logistic subcommittee is only responsible for transporting participants to the

satellite venues. All transport to satellite venues is chartered.

All internal transport arrangements are the responsibility of the Satellite venue committee which means

that all transport cost is forwarded to the committee.

ARRIVAL OF PACIFIC COUNTRIES

All transport is at the Henderson International airport one hour before the plane arrives.

Heads of delegations are picked on arrival by their arranged vehicles and participants travelled on buses

to their respective accommodations.


ARRIVAL OF NATIONAL CONTINGENTS

As soon as they arrive at the wharf, transport was sent to pick them up and drop them off at their

respective accommodations.

SELECTION OF DRIVERS

An open invitation for drivers was given out to the public for interested Drivers who are interested in

driving during the festival to apply.

Upon receiving their applications, selection was made and a list of drivers was selected. These drivers go

through an interview which determines the final listing of drivers for the festival.

The interview panel consists of the vice chairman of the transport logistic, Mr. David Kubolu and

members are Mr. Jimley Agita, Mr. Elliot Geso Ragomo and the committee’s secretary Ms Grace

Sipolo.

The drivers are divided into three groups which are VIP drivers, HOD drivers, and Transport Pool drivers.

1. VIP DRIVERS

These drivers are selected to drive ministers of pacific participating countries.

2. HEAD OF DELEGATION DRIVERS

These drivers are responsible for driving the head of delegation from each participating countries, which

they are allocated with a vehicle.

3. TRANSPORT POOL DRIVERS

These drivers are based at the main base which is the transport pool office ready for any calls from the

other groups who needed vehicle for transporting. Also they transport participant from venues to venues

for performances during the festival. These group of drivers are the hard working ones as they take care

of every participants from overseas and our locally friends. As we only provide shuttle transport for

every body.

Two workshops were arranged after the selection of drivers in order to equip them with knowledge of the

following;

i. Pre-history of the festival

ii. Basic Traffic information

iii. Cleanness or drivers appearances

iv. What to do and what not to do

TRANSPORT FOR NATIONAL CONTIGENT

The nine Provinces have been allocated with chartered ships to transport cultural groups who will be

participating at the 11th Festival of Pacific Arts 2012.


The following shipping companies and charterers have been awarded;

1. Western Province – Bikoi 1 - Bikoi Shipping

2. Choisuel Province – Charisma - El- Shaddai Enter.

3. Isabel Province – Isabella - IDC – Shipping

4. Malaita Province – Daystar - El-shaddai Ent.

5. Makira/Ulawa Province – Haura 1 - Haura Shipping

6. Guadalcanal / Central Province – Smart Solution – Charterer

7. Temotu Province – Costal link - Charterer

8. Loading of war canoes – I.I.N. Services - Charterers

9. Renbel Province – Kia Koe Express – Charterers

The selection was made by the Marine Division who is also included in the Sub-committee.

Some ship owners recommended by the Marine Division were not awarded because they did not apply.

All ships are awarded through normal government process and the ships recommended according to the

number of participants from each province.

1. WESTERN PROVINCE – BIKOI 1

Bikoi 1 was awarded 10 days to transport cultural groups from Western Provinces. The ten days are

recommended from Honiara – Western – Honiara return trip. According to chairman of the National

Contingent that extra groups board the ship too. Any confirmation on this will only come from the

Chairman.

2. CHOISUEL PROVINCE – MV CHARISMA

The ship was chartered according to the number of delegates participating. Only two cultural groups

from this province, they are Vasa cultural group which sent in 25 participants plus officials and Panasasa

cultural group sent in 28 plus officials. They are the only province who sent in the right number of

participants.

3. ISABEL PROVINCE – MV ISABELLA

Some cultural groups from this province travel to Honiara at their own expenses before the festival proper

and others travel on the chartered boat and with other extra culture groups from Isabel.

Isabella is a big ship all cultural groups returned on the same chartered ship should be without incurring

any extra cost. Since some extra passengers have travelled during the charter Isabel Development

Company which has been deducted on the final payment from sea fares collected.

4. MALAITA PROVINCE – DAYSTAR

Malaita Province is also one of the provinces which most of its cultural groups travel to Honiara on their

own which means that some groups did come without approval from the Malaita Provinces.


Because of the above some travelled back with there own expenses, others travelled on the chartered ship

and other were sent home by FOPA paying their sea fares.

5. MAKIRA ULAWA PROVINCE – MV HAURA 1

Makira Ulawa Province has also sent in extra cultural groups which mean extra transport. Others came

on their own expense while others travelled on the chartered transport. These cultural groups approved

by the national contingent though Makira Ulawa Provincial government.

The return trip is that those approved cultural groups travelled on the chartered ship and others FOPA

meet their sea fares.

6. GUADALCANAL/CENTRAL PROVINCES – SMART SOLUTION CHARTERER

This charterer company was awarded to serve Guadalcanal and Central provinces because the number of

cultural groups approved by the national contingent is small. Those cultural groups who are access to

road the transport committee sent in vehicles to pick them up.

Like other provinces with extra cultural groups attended the festival. But we managed to transport every

group back to their villages.

7. TEMOTU PROVINCE – COASTAL LINK

Extra cultural groups also came from this province; the charterer has to charter a bigger ship on their

return trip to cater for extra passengers which incurs extra days and extra costs.

8. LOADING OF WAR CANOES – IIN – SERVICES

The barge should only load 10 canoes instead it loaded an extra war canoes with more 360 passengers.

The committee understanding is that most of the paddlers should board Bikoi 1 but instead boarded the

barge.

The barge was delayed on the return trip due to the delay in paying the paddlers token of appreciation

therefore the ship left few days later. The delay means extra days of charter.

9. RENBEL PROVINCE – KIA KOE EXPRESS

Kia Koe Express was awarded to bring in Renbel Province participants to Honiara. Due to unavailability

of ships, the charterer paid fares on the schedule ship and by air for the participants.

A decision was made to chancel the charterer’s agreement and another was awarded to return the

participants.

10. VARIATION CLAIM

Two ship charters have made variations claims;


a. COASTAL LINK CHARTERES

Due to Eria Cultural groups from Temotu province the charterer is forced to charter a bigger vessel which

means extra costs.

Going though his claim I endorsed it for payment according to the advice from Marine Division

b. INTER ISLAND NAVIGATION SERVICES

The charterer also made a variation claim due to extra days of delay which incurs extra cost.

The claim has been verified by the Marine Division and endorsed fro payment.

Apart from those two charterers no variation claim was made from other shipping companies and

charters.

Due to excess cultural groups most groups were sent on ships bound for their port of calls.

LOGISTICS

The Transport Logistic Sub Committee also involved in the following;

1. Welding and erecting of Flag Poles.

2. Museum Drainage

3. Fencing of the Museum compound.

FLAG POLES

The chairman Transport Logistic has arranged and designed flag poles for all venues. The main venues

for flag poles are;

a. Henderson International Air port.

b. Festival Village

c. Lawson Tama soccer stadium

d. Museum compound

e. Art Gallery

MUSEUM DRAINAGE

The director of museum and chairman transport logistic consults civil engineers from Ministry of

Infrastructure Development to build a proper drainage near the auditorium.

FENCING OF THE MUSEUM COMPOUND

The museum compound needs to be secured because of FOPA secretariat office and many types of

equipment stored in the compound, therefore contractors are engaged to fence the area.

The cyclone wire fence removed and picket fence was built.


FUEL & LUBRICANTS

When the secretariat office is established vehicles are also allocated which mean’s Fuel & Lubricant is

needed.

At first we refill empty 200 liters drums and then refill our vehicles. When refilling from the drums a lot

of fuel has been wasted.

Because of the above, the Chairman Finance and Chairman Transport Logistic agreed to deposit money to

two refilling stations and all vehicles used by FOPA should refill from the two stations.

1. Solomon Motors Refilling Station

2. Didao Refilling Station

A fuel requisition docket is filled with the vehicle number; amount of money and signed by both Chief

Accountant, Senior Accountant and Chairman Transport Logistic; any two must sign before refilling.

During the festival proper another signatory is added because of the many vehicles during the time. Mr.

Elliot Geso Ragomo is the signatory and he is a member of the Transport Logistic Committee.

SATELLITE VENUES TRAVEL EXPENDITURE

Gizo Satellite venue – Western Province

Total Participants – 169

Honiara –Gizo – Honiara, Solomon Airlines Tickets - $443,780.00

Tulagi Satallite venue – Central Province

Total Participant – 120

Honiara – Tulagi – Honiara, Extreme Charter (Boart) - $90,000.00

Auki Satellite venue – Malaita Province


Honiara –Auki – Honiara, discovery 360 (charter) - $94,300.00

Doma Satellite venue – Guadalcanal Province


Honiara – Doma – Honiara – Bus

Due to road access to Doma from Honiara all transport to Doma satellite venue is coordinate from

Transport Logistic base, Mechanical Compound MID, Honiara.

All cost is included in the vehicle hiring

Total Participants travelled – 958

Sub Total cost - $627,080.00


ACKNOWLEGMENT

The Transport Logistics Sub-Committee of the 11th Festival of Pacific Arts 2012 wish to formally convey

our deepest wards of thanks to the following people for their generous support, contribution and

assistance offered to make the transport system during the festival proper a success one.

1. The Solomon Islands government availing funds to cater for chartering ships for our national

contingents, purchasing of vehicles and hiring of vehicles. Without the funds nothing can be

achieved.

2. Hon. Samuel Manetoali, Minister of Culture and Tourism, Mr. Luke Eta former Permanent

Secretary, Culture & Tourism and Mr. John Wasi present Permanent Secretary for continues

encouragement.

3. Chairlady Ms Doreen Kuper and board members who are always behind the sub-committee to

make sure that transport will be always available.

4. The Festival Director, Artistic Director and Admin. Director who are always with us with advice

and help.

5. Chairperson of Technical sub-committee for their understanding when transport is not available

in time.

6. Pacific Participating countries for bearing with us when transport is delayed or not in time when

needed.

7. National contingent for their understanding of our land and sea transport arrange especially the

delay in transporting them back to their respective provinces.

8. Managing Director Kadar Buksh Limited Bus Company from Fiji for allowing your four buses to

be transported to Honiara with your special hiring rates for the festival.

And to your hard working staff who worked tirelessly with our supporting staff and drivers.

9. Fiji Government for waivering import duties and other charges for the four buses from Fiji as

your assistance to Solomon Islands Government in hosting the 11th Festival of Pacific Arts 2012.

10. Ship owners and charterers for providing sea transport for our nation contingent from their

respective provinces and return.

11. Solomon Airlines for providing seats for our satellite venue Gizo, Western province.

12. Extreme Charter boat for providing transport for Tulagi, Central Province.

13. Discovery 360 for providing transport for Auki, Malaita Province

14. Liaison officers for working together with our drivers and supporting staff.


15. Drivers, standby mechanics and supporting staff that work tirelessly and hard work to make sure

all participating countries are provide with transport.

16. Transport logistics sub-committee members who help the chairman in planning and preparing

transport for the 11th Festival of Pacific Arts 2012.

RECOMMENDATIONS

1. The Transport Logistic Sub-committee recommend that the government transport committee

looks into controlling buses for the Honiara city main roads. Bigger buses should be encouraged

for bus owners to avoid hiring buses from overseas.

2. Shipping companies to improve their ship conditions, so that any chartered ship to bring in

provincial contingents on safer conditions.

3. All who are involved in the Transport System in big occasions like the festival. Drivers,

supporting staff, be briefed properly on what to do and what not to do.

4. Al equipments purchased during the occasion must be accounted for and either be tendered to

recovered some money or to be given to those who are in need.

5. All construction agreements much be screened properly before awarding contracts to avoid

unjustified verification.

6. The right ministry is involved so that proper screening of contractors because it is a national

program and funds are provided by the government.

CONCLUTION

In any occasion big or small transport is very important because of people’s movement.

Since Solomon Islands proved itself that the country can host bigger events, the country must be prepared

for such as a bigger events, which I believe will come to our country again in the further.

With this final report, I understand that it will help further transport organizer to plan a better transport

system.

The transport Logistic Sub-committee thinks that shuttle transport is the vest transport system for

Solomon Islands.


Chairman Transport giving direction to Pick up trucks that have been used to transport

Assistant head of delegation of New Caledonia cargoes

KBL Buses that have been used during the Festival

OTHER TRANSPORTATION SERVICES AND OTHER SERVICESTHAT FOPA

USED

One of the ship or boat charted Flag Poles made for all venues VIP vehicles purchased for VIP

Refilling Station used by FOPA- Solomon Motors and DIDDs Flag Poles at Airport


Crane Truck Purchased by FOPA and a one single cabin hilux

ACCOMMODATION AND CATERING COMMITTEE REPORT

ACKNOWLEDGEMENT

The Accommodation and Catering Committee would like to acknowledge the support of

Solomon Island Government, FOPA board and other sub-committees during the festival period,

for such tremendous support and collaboration to achieving successful accommodation and

catering planned activities.

Also acknowledgement to cooperate sponsors and the support of all contracted construction

companies, contracted suppliers, cleaners, laundry service providers, volunteers and catering

services providers.

To all the International and Solomon Islands contingents, thank you for your patience and

understanding in regards to the accommodation and catering services provided to you during

your stay during the 11th Festival of Pacific Arts 2012. Though these services might not up to

your expectations; however, we appreciate your full collaboration.

I would like to convey our apology to anyone that the Accommodation and Catering committee

could not help fully during the festival. However, thank you for your understanding and

continuous support.

INTRODUCTION

The Accommodation and Catering Committee members are; chairlady: Stella Lucas, Secretary:

Salome Aroma Diatalau, members: Joseph Iniga and Francis Deve. Additional members were the

4 volunteers engaged prior to the festival; namely Rocky Ramoifuila, Freda Suruka, Christerlyn

Pasikeni and David Takabae.

The Accommodation and Catering Committee has been and is currently operating at the FOPA

Panatina office. This Accommodation and Catering post-festival report is on program activities

implemented prior to, duration and post festival. The Implemented activities are classified under

Accommodation and Catering areas and are as follows;


Accommodation and Catering budget allocations

Accommodation:

a) Maintenance and Renovations: All renovations and maintenance were done in time.

b) Accommodation Venue allocations - VIPS & Participants

c) Accommodation Budget allocation – VIPs and Participants

d) Beddings

e) Housekeeping – cleaning and Laundry service, toiletries

f) Utilities: water & Electricity

Catering:

a) Catering groups: FOPA engaged 11 catering groups.

b) Food suppliers

c) Catering equipments, cutleries, cooler storage, mineral water

D) Food Stall.

Inventory of All Accommodation and Catering Tendered Items

Auction of Accommodation and Catering Items

Variations and Additional costs

These major sub topics are discussed in details in the report.

ACCOMMODATION AND CATERING BUDGET ALLOCATIONS

The Accommodation and Catering Committee has budget allocations of $26,502,000.00 for its

work plan activities in 2012 towards the success of hosting the 11st Festival of Pacific Arts, in

Solomon Islands. See details in Table 1 below.

Table 1: Accommodation and Catering budget allocations

ACCOMMODATION

Items Budget Allocation

A) Maintenance & Renovations 10,000,000.00

B) Bedding items 1,440,000.00

Mattresses 708,000.00

Pillows 150,000.00


Pillow cases 90,000.00

Bed sheets 180,000.00

Blankets 312,000.00

Mosquito nets (treated) 150,000.00

C) HOUSE KEEPING MATTER 600,000.00

1) Cleaning Equipments & 2) Chemicals 160,000.00

3) Cleaning Services for accommodations venues 140,000.00

4) Laundry services for accommodations venues 280,000.00

D) TOILETRIES -

Toilet Paper 190,000.00

CATERING A) Catering Equipments 1,092,000.00

1. High Pressure stove 8,000.00

2. Food warmers 24,000.00

3. Ovens 40,000.00

4. Portable Tents 120,000.00

5. Portable Chairs 375,000.00

B) CATERING (MEALS ALLOCATION) 12,600,000.00

1) Meals 10,340,000

International Participants 6,125,000.00

Local participants 2,450,000.00

HODs/ VIPs 875,000.00

Special events/ceremonies 400,000.00

FOPA officers (all officers working for FOPA, SI) 490,000.00

2) Bottle water (Mineral) - Allocation 430,000.00

3) Storage cooler (rental): Note: This will be extracted

from the meals budget 200,000.00

C) Cutleries: This will be extract from the meals

budget 450,000.00

1. Melamine Plates

2. Melamine Mugs

3. Spoons

4. Forks

5. Knives

6. Food packaging Containers

7. Disposal spoons

TOTAL BUDGET $ 26,502,000.00


ACCOMMODATIONS

Maintenance and Renovations:

The maintenance and renovations of all SICHE campuses dormitories and KG VI school

dormitories were administered by the FOPA Technical committee and not by the

Accommodation and Catering committee as stipulated in the areas of work covered under

Accommodation and Catering Committee.

The accommodation and Catering committee allocated $10 million for the maintenance and

renovations of the SICHE Panatina, Kukum, Marine school and KG VI school dormitories and

classrooms. See details of budget allocation in Table 2 below.

Table 2: Maintenance and Renovations Budget Allocations.

Venues for maintenance and renovation Budget allocation

SICHE Panatina $3,000,000

SICHE Kukum $ 3,000,000

SICHE Marine school $ 365,000

KG VI school $2,400,000

The maintenance and renovations work were advertised on Solomon Star newspaper for

interested contractors to submit expression of interest (EOI) in 2011 and 2012. The total number

of dormitories and classrooms been advertised for maintenance and renovations. . KGVI &

Marine School Tender closed on 23rd January 2012 and SICHE Panatina & Kukum campuses

closed on 2nd February 2012.

The Accommodation and Catering committee were not invited to open the applications and even

sat in for the screening. The sole reason, that the technical committee will do most of the

screening and selection. The accommodation and catering committee members felt that technical

committee should only be providing technical support and consultations during the screening

stages and not to exclusively out of the early stages of selection.

Recommendations were done by the technical committee and contracts were awarded by the

Ministry of Tourism and Culture office. See Appendix ‘A’ for full listing of awarded

contractors.

Constraints and challenges

a) Difficulty in communication with the contractors as the accommodation committee were not

part of the screening and selection stages and saw the committee as an outsider.


b) Work specifications were too general for most of the work carried out. There were buildings

that need more work than others however, the contractors denied that they were not made aware

those necessary items and were not part of the BOQ, when approached by accommodation

committee. Therefore, the committee has no means of monitoring their jobs and main activities.

Let alone, creating checklists for the completion of each and type of maintenances and

renovations done.

c) Monitoring of the work progress was difficult. Confusion over whom to do the spot checks on

the work progress and reports to which committee; although the Accommodation and Catering

Committee taken the initiatives and responsibilities to do these spot checks prior to the festival

and when the work were done.

d) The issue of safety from fire and other accidents were not considered, as occupational health

and safety part of the maintenance and renovations. For example, Hose reel and fire

extinguishers were not included as part of the bill of quantity work for the buildings.

E) Keys to dormitories were held back by the contractors as a result of delay payments of their

contracts. It was difficult to discuss with the contractors since the accommodation committee

were not there at the first place and locating the contractors was a challenge. Most times the

contractors would not allow the Accommodation Committee.

Accommodation Venue allocations: VIPS & Participants

The international contingents were accommodated as the SICHE Panatina, Kukum and KG VI

school dormitories, Pacific Casino and Tandai Apartment. The HOD and VIPs were

accommodated at Heritage Park Hotel, Mendana Hotel and Honiara Hotel.

The Solomon Islands Contingents were initially allocated to Zome and Tropicana motels

however, due to last minute changes done by the cabinet they were reallocated to SICHE Marine

school, Don Bosco School, SICHE Panatina Classrooms and x 2 dormitories, SICHE Kukum

classrooms and KG VI classrooms. Other SI groups were accommodated at the Bina Boli Rest

house, St Nicholas school and Mbua valle school, Guadalcanal Women’s Centre (Henderson), St

Joseph Tenaru and FOPA Staff and MP resident.

Table 3: Contingents Accommodation allocations as per country.

Venue Dormotories Country

Total

numbers

KGVI Girls Dorm PNG 130

Sigton Nauru 124

Bouganville & Cooks Rapa Nui 33

Tasman & Shortlands Samoa 94

Cateret & Mendana Palau 75


Vouza Kiribati 33

Classrooms 1-10 SI contingents 250

Subtotal 739

Boys P212- Fiji 110

PANATINA Boys P207 , 213-14 New caledona 155

Boys P216, P208-10 New Zealand 140

Girls P202, P2-06/17 Australia 76

Girls dbl far west right SI - Makira 80

Girls dbl far west left American Samoa 60

Boys Dorm P2-15 Niue 25

girls dbl far west SI - Tarawasiwasi 40

Boys P215 Tokelau

L - Classrooms SI contingents 200

Subtotal 886

KUKUM Boys Dorm K01 & K02 Guam 150

Girls dorm K-205 Hawaii 40

Girls dorm K-206 French Polynesia 60

3 Floor Classrooms SI contingents 100

Subtotal 350

Tandai

Motel Rooms Vanuatu 60

Pacific

Casino Own Arrangments/Kukum Norfolk 18

Pacific

Casino Own Arrangements Taiwan 25

Subtotal 103

MARINE Dorms + classrooms SI Contingents 450

Don Bosco Classrooms SI Contingents 300

St Nicholas Classrooms SI Contingents 200

Honiara

High Classrooms SI Contingents 186

Bina Boli rooms SI Contingents 37

Subtotal 1173

HODs & VIPs Hotel Accommodation allocations :

There were three big Hotels that have been approved by the Festival of Pacific Arts National

Organising Committee. They are the Heritage Park Hotel, Solomon Kitano Mendana Hotel and

the Honiara Hotel.


These major hotels accommodated all VIPS, Head of Delegations and also some very senior

officials that participated at the Festival in July 2012. The FOPA Organising committee meet

food and accommodation for 2 country representative as required under festival charter.

Constraints:

a) The change in accommodation allocation from Zome and Tropicana, cost the FOPA

organizing committee huge sum of money that were never utilized during the festival.

This has caused a lot of additional or variations to accommodation expenses.

b) The Solomon Islands Contingents came in numbers and could fit into the main

accommodation venues: SICHE Marine school, Don Bosco School, SICHE Panatina

Classrooms and x 2 dormitories, SICHE Kukum classrooms and KG VI classrooms.

Therefore, others were relocated to Honiara High school, Bina Boli Rest house, St

Nicholas school and Mbua valle school, Guadalcanal Women’s Centre (Henderson), St

Joseph Tenaru and FOPA Staff and MP residents.

c) Beddings for these extra contingent has cost the FOPA Organising committee extra funds

for accommodations, transport and catering services expensive. See additional catering

expenditure below under catering services section.

d) The main challenges in allocation of accommodations for VIPs and HODs were last

minute changes to names and date of arrivals and preferences to as to what hotels they

want to be accommodated in during the festival.

Cost of Hired Accommodation

Table 5: Accommodations hired expenditure

Name of accommodation Allocation Budget allocation

Honiara Hotel VIPS

Solomon Kitano Mendana hotel VIPS

Heritage Park Hotel VIPS

Tandai Apartment hotel International Contingents

Tropicana motel SI Contingents $600,000

Zome motel SI Contingents $500,000

Don Bosco SI Contingents

Note that Tropicana and Zome motels were not utilized as stated under constraints 3.2.1 (a)

above. Don Bosco, SICHE & KGVI classrooms were the alternative accommodation venues

plus other additional venues.


Beddings

The total number of beddings were; mattresses (2 inches) 3000 pieces, pillow 3000 pieces, bed

sheets 6,000 pieces, pillowcases 6,000 pieces and blankets 6,000 pieces. These beddings were

distributed as follows: each participant was allocated 1mattress, 1 pillow, 2 bed sheets, 2

pillowcases and 2 blankets each.

The contracted company was PRS – MidLife Enterprises (see Appendix ‘B’, for

Accommodation & Catering contracted suppliers) to supply beddings for both international and

national (SI) contingents accommodated at the SICHE campuses, KG School, Don Bosco, except

for the HODs and VIPs accommodated at the hotels and other contingents accommodated at the

Pacific Casino and Tandai Apartments. The rest of the contingents accommodated at varies

venues were otherwise provided with beddings.

Constraints

a) The main challenges to bedding allocation was that due increase number of contingents,

the Accommodation and Catering committee were restricted to number of times needed

to change the beddings especially bed sheets, pillowcases and blankets for contingents

accommodated at all venues. The beddings were supposed to change every 2-3 days

however, most done 4-5 days instead.

b) The transportation of beddings to arrival contingents at odd hours of the night was one of

the huge challenges. The accommodation committee had to use private vehicles to

transport beddings to most of the accommodation venues up until 12 midnight and 1 am

in the mornings on the first week of arrival. The transportation provided by FOPA could

only stay until 7pm at night times. The charges for the use of these private vehicles are

yet to be sent to FOPA office, see Section ‘9’, Variation and Additional costs.

Housekeeping – cleaning services and Laundry service, toiletries

Cleaning Services

The housekeeping and pre-cleaning of all the main accommodation venues dormitories and

classrooms were done one (1) week prior to arrival of all the contingents. Most of the cleaning

groups started on the 18th June 2012; in order to do pre cleaning and set up beddings before the

arrivals of the contingents. There were 4 contracted cleaning service groups, 1 to each main

accommodation venue, as follows, (see Appendix ‘C’ for contracted Cleaning Services groups):

1. King George School: Peter Fairamo

2. SICHE Panatina: Simon Ross

3. SICHE Kukum: Matilda Mauala


4. SICHE Marine & Don Bosco: Jazmine Mara.

All the cleaning groups were provided with cleaning tools and cleaning chemicals at the

beginning of the cleaning period and were issued again during the festival period. The cleaning

equipments/tools and chemicals were supplied by Island Enterprises Ltd; see Appendix ‘B’ for

contracted suppliers). Island Enterprises has a variation for 23 floor scrub aluminium handles at

$3,900, see Section 9: Variations and Additional Costs. The handles were not in the original

contract BOQ. However 48 handles were supplied and the 27 wooden handles were free of

charge except for 23 aluminium handles that FOPA has to pay for.

Constraint

a) Each of these Cleaning groups was awarded the contract at $30,000 for the work done, except

Jazmine Mara at SICHE Marine School at $40,000; which it includes the laundry services

contract. The amount of $30,000 allocated for cleaning services per accommodation venues did

not take into consideration the total number of dormitories and classrooms to be cleaned every

day and the number of people that would be required to clean up these rooms. Therefore, the

contracted amount of $30,000 was not enough for KG School and SICHE Panatina cleaning

groups because of the high number of dormitories and classrooms that needs to be cleaned up

everyday during the festival.

Laundry service

The laundry services were provided to all Internationals and SI contingents every 3-4 days. The

laundry services started 3 days after the contingents’ arrivals. The laundry service provided was

for bedding items only and not personal clothes or property. Otherwise, laundry of personal

items were done by own arrangement with the concern individual or country only. There were 4

contracted laundry services groups, 1 to each main accommodation venue, as follows, (see

Appendix ‘C’ for contracted Laundry Services groups):

1. King George School: Joanne. T. Adrian

2. SICHE Panatina: Ahikau Raeramo

3. SICHE Kukum: Christian Revival Crusade Church

4. SICHE Marine & Don Bosco: Jazmine Mara

Note, that at SICHE Marine School Jasmine Mara was responsible to provide both cleaning and

laundry services. This was due to the number of dormitories used and contingents that would be

accommodated at Marine school were less that the rest of the other main accommodation venues.


All the laundry services groups were provided with laundry powder at the beginning of the

cleaning period and were issued again during the festival period. The laundry powder was

supplied by Island Enterprises Ltd; see Appendix ‘B’ for contracted suppliers).

Constraint

a) Each of these Laundry groups was awarded the contract at $20,000 for the work done. The

amount was allocated amount did not consider the number of contingents accommodated at each

venue therefore, the number of bed sheets, pillowcases, and blankets to be washed at one time

and during the festival. Therefore, the contracted amount of $20,000 was not enough for KG VI

School and SICHE Panatina laundry services groups because of the high number of contingents

thus the beddings used that need to be washed every3-4 days during the festival period.

Toiletries

Accommodation committee was also responsible in providing toilet papers for all contingents.

The toilet tissue allocation was; 1 sleeve of toilet paper per contingent for the whole duration of

their stay; that is prior, during and post the festival. The contracted supplier was Barak

Enterprises Ltd; who supplied 3,000 sleeves of Orchid Perfumed Toilet papers (see Appendix

‘B’ for contracted suppliers).

The distribution of toilet paper was initially 1 roll per person for 2 days and new issues were

done every 3 days. However, due to requests for toilet papers came into the office every day,

therefore, the supply of toilet paper were done in bulk. For instance; SICHE Panatina with 700

plus contingents were issued with 14 bales every 2 or 3 days. The actual distribution to

contingents was done by their team leaders.

Constraint

a) The main issue was how and how much of the toilet paper sheets were used. This came about

due to the blockage of toilet sewage systems and the need to pump those toilets almost every

other day. The contingents need education on how to use the toilet tissue wisely each time they

use the loo.

Utilities and Services: Water, Electricity, Plumbing and Rubbish Collection

Water

The issue of water supply to all FOPA venues was extravagant. This was one of the main issues

that the Accommodation and Catering Committee brought before the FOPA Board to address in

2011. Even though, the committee also requested to have one (1) officer from SIWA to join the

committee to assist in areas of water supply. However, this was not addressed.


The water supply problem at all accommodation venues was a huge issue for the committee to

deal with and it became apparent in the first week of the arrival of contingents and some

countries threatened to leave SI and not to take part during the festival. This was the wake up call

in correcting the water supply problem. Even though, FOPA has signed contract with SIWA to

improve the water supply, however, SIWA failed to do just that. The FOPA organising

committee was forced to purchase extra water tanks and water pumps in order to have consistent

water supply at accepted pressure to most of the accommodation venues.

Constraints:

a) A SIWA officer was not part of the Accommodation committee to do recommendations

and identify and provide technical assistance.

b) The water problem was not a priority 6 months- 1 year prior to festival, though already

discussed and identified as a priority need.

Electricity

The supply of electricity to the accommodation venues were not a problem except the actual

wiring of the dormitories and other accommodation and catering facilities due to very old wiring

systems. Furthermore, the old wiring system were done for domestic use only and not for

commercial or heavy electrical appliances power usage. Therefore, has caused unstable power

supply to some accommodation and catering facilities.

The accommodation and catering committee has requested for an SIEA officer to be member of

the committee however, the request was not granted.

Constraints

a) An SIEA officer was not part of the Accommodation committee to do recommendations

and identify and provide technical assistance.

b) The electrical wiring problems identified in most dormitories and catering facilities were

not properly identified or fixed by the maintenance and renovation contractors.

c) The bill of quantity of the contractors’ job specifications may or may not include

electrical wiring or checking up of electrical wiring systems’ capability and capacity of

supplying the amount of power for such usages.

Plumbing

This was an issue during the festival. The FOPA has organised with HCC to pump the toilet

system however, still prior to the festival the not much emphasis on clearing the main toilet

sewage lines. At KG VI School, the problem was identified a week prior to the festival and the

FOPA operational committee and accommodation committee were forced to hire PA


construction to do blasting the sewage lines and pumping of the KG VI school dormitories septic

tanks.

PA Construction has charged FOPA for the work done at $400,000 plus. See Section ‘9’ on

Variations and Additional Costs.

Constraints

a) Late identification of plumbing problem prior to festival. Or the problem was identified

however, has not been prioritized.

b) No contracted company was engaged to take care of the plumbing services, in order to

correct the plumbing problems of main accommodation venues.

c) There was no clear surveillance and monitoring systems, nor reporting mechanism in

place. Maybe If these were already in place; the gap maybe due lack of communication

to other responsible committees prior to and during the festival.

d) The contractor was involved without signing any contract with FOPA even though,

FOPA requested them to go ahead with the work and sign the agreement later.

Contractor still awaiting status of his contract.

Rubbish collection at accommodation venues

This was an issue during the festival. The FOPA has organised with HCC to collect rubbish at

all the accommodation venues however, no one collected and emptied the rubbish bins.

Therefore, the accommodation committee and operational committee were forced to hire

Champs Holding Transport Services to collect rubbish from all accommodations sites; KGVI

school, SICHE Panatina, SICHE Kukum and Marine schools.

The Champs Holding Transport Services, has charged FOPA $15,200; for dates from 29th June

2012 to 16th July 2012. The charge was based $400 per load and number of loads per day. See

Section ‘9’ on Variations and additional costs.

Constraints

a) The champs Holding Transport Services were informed to collect the rubbish bins

without initially signed a contract. This has similar case as the plumbing contractor.

However, FOPA has engaged them and the work has been done, therefore is liable to

provide payment.

b) Invoice and minute had been sent to Ministry of Tourism and Culture, however, the

status of this contractor’s payment is still unknown.

c) HCC were not responsible enough or have the man power and resources to collect

rubbish anymore.


CATERING

Catering Services: meal provisions

The Accommodation and Catering Committee has advertised for interested catering companies,

groups, individuals to apply and bid for the FOPA Catering Services, in August 2011 and

screening and short listing was done in September 2011. The catering services should provide

catering services for the International and or the pacific Islanders and our Local Solomon

Islands contingents.

There were 21 applications. Each applicant was individually screened for whether it has meet

80% of the criteria set out by the committee (see Appendix ‘D’). There were 16 applications that

met the criteria and were shortlisted for the interview. The following were the 11 successful

catering group applicants:

a) SI contingents: Catering Rate $250 per person per day

Eight (8) of the 9 catering groups were present:

1. Roman’s Fast Food Bar

2. AB Catering Services

3. Crystal’s Restaurant

4. AMAV Catering

5. Grace & Moses Maebiru

6. Mosena Catering Services

7. The Green Enterprises Ltd

8. Amalyn Catering Services

9. Leleana Expo Company

b) International contingents (catering rate @ $230 per head per day)

10. Monarch Café’ Restaurant and Caterer (International contingents)

c) Function/ special events

11. Airport Motel (Functions/special events)

d) Liaison officers & Drivers: The meals provided for these officers were contracted to

Luisa Balekana (Maihanini Eatery and cyrilla Tangisi of Ila Catering both trading under

Ila catering. These were packed meals at $100 per head per day. Numbers catered for

Liaison Officers are 156 and drivers were 145, however the drivers numbers was

exceedingly increased due to the prior of the festival.


EVALUATION OF MEALS PROVIDED (need more details)

Most meals provided to both international and SI contingents were of quality and

quantity. Packed meals provided to Liaison officers & Drivers were least expected of

poor quality, quantity and taste.

Budget allocation per Catering Groups

Table 6: Shows tentative catering allocation and original budget allocation per catering

group.

No

.

Name Location Numbers

to feed

Total budget

1 Leleana Expo Company Marine school 300 $225,000.00

2 Mosena Catering Services Marine school 300 $225,000.00

3 The Green Enterprises Ltd Marine school 300 $225,000.00

4 Crystal’s Restaurant Marine school 300 $225,000.00

5 Roman’s Fast Food Bar Marine school 300 $225,000.00

6 AB Catering Services Don Bosco school 200 $200,000.00

7 AMAV Catering Don Bosco school 200 $200,000.00

8 Amalyn Catering Services Don Bosco school 200 $200,000.00

9 Grace & Moses Maebiru Don Bosco school 200 $200,000.00

10 Monarch Caterers KGVI, SICHE Panatina

& Kukum campuses

2032 $8,995,664.00

11 Airport Motel Welcome, opening &

closing ceremony &

farewell

2000 $340,000.00

Total budget allocation 11,260,664.00

Table 7: Shows the actual figure and expenditure incurred during the festival

No Name Location Numbers

feed

Total budget

1 Leleana Expo Company Marine school 450 $337,500.00

2 Mosena Catering Services Marine school 450 $337,500.00

3 The Green Enterprises Ltd Marine school 450 $337,500.00

4 Crystal’s Restaurant Marine school 450 $337,500.00

5 Roman’s Fast Food Bar Marine school 450 $337,500.00

6 AB Catering Services Don Bosco school 225 $225,000.00

7 AMAV Catering Don Bosco school 225 $225,000.00

8 Amalyn Catering Services Don Bosco school 225 $225,000.00

9 Grace & Moses Maebiru Don Bosco school 225 $225,000.00

10 Monarch Caterers KGVI, SICHE Panatina

& Kukum campuses

2032 $8,995,664.00

11 Airport Motel Welcome, opening & 2000 $340,000.00


closing ceremony &

farewell

Total Expenditure $ 11,923,164.00

The Table 7 above does not show the variations for the dates after the festival period. Refer to

Section ‘8’ on Variations and Additional costs for details of catering services costs incurred prior

to, during and post festival.

Food suppliers

Food suppliers tender notice was put out on both through radio program & news paper. .

Interested food suppliers were encouraged to apply in order to be part of the food suppliers to

supply food items to the catering groups contracted by FOPA. The total 50 food suppliers

applications were received at the FOPA office.

The food items were classified into 8 lots and Unspecified lot as follows:

Table 8: Categorization of Food Supplies Tender and Catering Services Applications

Group Details Total applications

received

Lot 1 Frozen and Fresh Foods 21

Lot 2 Vegetables and fruits 35

Lot 3 Dry goods 3

Lot 4 Beverages 3

Lot 5 Baked products 1

Lot 6 Sauces, Oil, Spices and Condiments 1

Lot 7 Cleaning Materials 1

Lot 8 Eggs 0

Unspecified Lot /Food items 2

Others Lot 1 Project Proposals – chicken &

pig

2

Total applicants 69

Note: The total applications received were 50 and since some food suppliers applied for more

than 2 ‘Lots’ and were counted separately under each Lots as noted on the above Table 6.

See Appendix ‘E’ for details of Food suppliers.

The prices of food items and the quantity per food items were determined by the catering groups

with agreement with the food suppliers. Few meetings were held for the catering groups to meet

with food suppliers to place food orders and agree on prices per food item. See Appendix ‘F’ for

details of proposed Food price list.


Catering equipments, cutleries, cooler storage, mineral water

The catering equipments purchased by FOPA to support the catering equipments already existed

in the kitchens of the earmarked kitchen. These items were then supplied by the Isles Works and

were installed mostly by the Origin Energy company. The catering equipments were allocated to

KGVI, SICHE Panatina, Dons Bosco, SICHE Kukum AND Marine school. See Table 17 below

for Distribution/ Allocation of the catering items, under section ‘6’ Inventory of All

Accommodation & Catering Tendered Items.

The supply of catering items were advertised on the media, Solomon Star newspaper for catering

equipments, cutleries, cooler storage and mineral water for interested business houses, private

companies or individuals to show expression of interest to supply.

See Appendix ‘G’ for details on Accommodation and Catering Tender Evaluation Report.

Table 9: Recommended Bidders for Catering items

No. Name of Contractor

Item allocation Tender amount (SBD)

1. Trans Isles Works

Kitchen Equipments $ 1,100,000.00

5. PRS Midlife Enterprise

Cutleries $ 431,000.00

6. Barak Enterprises Ltd

Cooler storage $ 189,000.00

7. Trans Isles Works

Water (bottled) $ 490,000.00

Constraints

a) SICHE kitchens restrictions: Denied access to FOPA contracted catering group – Monarch.

This issue was resolved 3 days after arrival of international contingents and has caused alot of

hiccups in meal preparation for the Monarch catering group.

b) Don Bosco school temporary kitchen: This was a challenge and huge task to build and that

FOPA must provide most of the cooking equipments. It was challenge to organise the installation

of cooking equipments and gas cylinders.

c) Gas (LPG): Negotiations were made with Monarch if they can meet the gas bills or electricity

and FOPA was opted to pay for the gas bills.


FOOD STALL

Total number of applications received was 47. There were 9 categories as advertised on

newspaper and closed on date: 20th April 2012 at 4pm.

The categories are:

1. Snack

2. Juice bar

3. Motu

4. Barbeque (BBQ)

5. Curry

6. Gravies and stew

7. Roast

8. Island dish (Fijian, Samoan etc)

9. Pastry/cakes/pizza

The applications are classified under each category as follows as listed in Table 10 below.

Table 10: list of approved & confirmed food stall applicants

Food Stall Category Name of applicant(s)

1. Snack

1. Rhema Family Church Bible School

2. Cathy Poloso & Freda Pitakaka: Matizena Enterprises

3. Zanna Hayward: Rumours Fine Foods

2. Juice bar

1. Mambo Juice

2. Rosemary Kafa – Mothers support group (MHMS)

3. Motu

1. Tarawasiwasi ni au panpipers

2. Edward Ronia: To’ita’i Community

3. Carol Titus & Denise Usuli HONCENDIS Adventist Women

Federation of SDA Church

4. Philma Zaku: Diocesan Youth Group of Diocese of Central

Melanesia

5. Koinonia Group: World Outreach Christian Centre

6. Ellen Auga

4. Barbeque (BBQ)

1. Kim Litera: BBQ King

2. Sam & Maggie Colin

3. Joy Café - Fiona Fa’arodo

4. Ma. Luningning. Gabrino: Popoy’s Grill

5. Barbara Kiere

5. Curry

1.Piti Masika

2. Sajieta Sharma


3. Heritage Park hotel (plus 1 x coffee bar)

4. Vasati Sosene & Jerry Tengemoana: Calidad Ltd

6. Gravies and stew

1. CRC International

2. Grace Mali Kama

3. Leah Piva ansd Lovelyn Arimana

4. Tony Iroga/ Placid Walekwate

5. Augustine Auga (Replacing John Loti)

7. Roast

1. Kulla Bong - Freda Unusi

2. Eria Kabuare

8. Island dish (Fijian,

Samoan etc)

1. Mosese & Associates

2. Fijian Community

3. Rotuman community

4. Mahana Catering

5. Tongan Community – Linda Folaumotui

9. Pastry/cakes/pizza

1. Peter Wong: Pizza Pete’s

2. Rosemary Masaea

10. Burgers /hot dogs

1.Tirosh Eatery

2. Mercy Lumi – replaced Lilly Bochman & Florence Sau

3. Grace Fekau: SI Women in Grassroot Association

Table 11: Food stall huts allocations in Regional Village

ROW 1: Receipt # Amount ($)

F1= CH1 A = Solbrew (Cooperate

sponsor) n/a n/a

F1= CH1 B = Mambo Juice yet to deliver $5,000

F2= CH2 A = Popoy Grill 24594 $5,000

F2= CH2 B = Barbara Keire 24776 $5,000

F2= CH2 C = Heritage Park Hotel 26019 $5,000

F2= CH2 D = Heritage Park Hotel 26022 $5,000

ROW 2:

F2= CH1 E =Tongan Community (Linda) 24455 $5,000

F2= CH1 F = Rotuman Community 26321 $5,000

F2= CH2 G = Fijian Community yet to collect $5,000

F2= CH2 H = Joy Café yet to collect $5,000

F1= CH1 C = CRC Gateway 24574 $5,000

F1= CH1 D = Kulla Bong 24514 $5,000

ROW 3:

F3= CH3 A =Leah Piva & Lovelyn 0024514/ 0026832 $5,000

F3= CH3 B = Mosese & Associates 27247 $5,000

F3= CH3 C = Mercy Lumi (Iro) 27939 $5,000


F2= CH2 H = Piti’s kitchen 24457 $5,000

F2= CH1 C = Lion Heart 27842 $5,000

Total fees collected $80,000

Table 12: Food stall huts allocations in Solomon Islands Village

ROW 1: Receipt # Amount ($)

F3= CH3 A = Tony Iroga / Placid Walekwate

$5,000

F3= CH3 B = Mahana Catering

$5,000

F3= CH3 C = Augustine Auga

$5,000

F1= CH1 A = Eria Kabuare

$5,000

F1= CH1 B = Soltai (Cooperate sponsor)

n/a

F1= CH1 C = Sajieta

$5,000

F1= CH1 D = Vasati & Jerry Tegemoana

$5,000

F1= CH1 E = Grace Fekau – SI Grassroot

Women

$5,000

F2= CH2 A = Pizza Pete

$5,000

F2= CH2 B = BBQ King

$5,000

ROW 2:

F1= CH1 F = Sam & Maggie Collin

$5,000

F3= CH3 D = Grace Mali Kama

$5,000

F3= CH3 E = Pax packed meals drop-off hut

n/a

F3= CH3 F = Rosemary Kafa

$5,000

F2= CH2 C= Rosemary Maesaea

$5,000

F2= CH2 D = Angela Honimae

$5,000

ROW 3:

F1= CH1 G = Frangipani Ice

$5,000

F3= CH3 G = Rhema

$5,000

F3= CH3 H = Matizena Enterprises

$5,000

F3= CH3 I = Pax packed meals drop-off hut

n/a

F1= CH1 H = Rumours Fine Foods

$5,000

Total fees collected $ 90,000

Table 13: Solomon Islands Food Preparation: Motu huts Allocations in Solomon Islands

Village


There were 44 food stalls that were distributed between the Regional and Solomon

Islands villages. 17 food stall huts were located in the Regional village and 27 food stall

huts were located in Solomon Islands Village.

All food stalls were advised to pay the minimum fee of $5,000 and 6 x motu food stalls

were adviced to pay $1000 fee. Except the two (2) co-operate sponsors; Soltai and

Solbrew and the other 2 for drop off & pickup and used for packaging of meals for

participants.

Therefore, only 34 food stalls paid the fee of $5,000 and 6 x motu food stalls were paid

$1000 fee and the total receipt collected: Motu foodstall = 6 @ $1000 = $6,000 and the

rest of the food stalls: x 34 @ $5,000 = $170,000. Note that 5 food stalls are yet to

submit receipts (thought already paid for).

The committee also provided 2 x vehicle passes to each food stall and to the catering

groups that need to drive through the festival villages.

INVENTORY AND ALLOCATION OF ALL ACCOMMODATION &

CATERING TENDERED ITEMS

Accommodation items: Distribution/ Allocation of the Accommodation and catering items

Table 14: Distribution/ Allocation of bedding items

Items Total KGVI PANATINA KUKUM MARINE

DON

BOSCO

Beddings

Mattresses

3,000

800

1,000

400

500

300

Pillows

300

3,000 800 1,000 400 500

Solomon Islands Food Preparation: MOTU HUTS

ROW 1 Receipt No. Amount ($)

F6= CH6 A = Ellen Auga

$1000

F6= CH6 B = Koinonia Group

$1000

F6= CH6C = To’ita’i Community

$1000

F6= CH6D = HONCENDIS Adventist Women Federation of SDA Church

$1000

F6= CH6C = Tarawasiwasi ni au panpipers

$1000

F6= CH6C = Diocesan Youth Group of Diocese of Central Melanesia

$1000

Total fees collected $6,000


pillows cases x2 per

person

6,000

1,600

2,000

800

1,000

600

Bed sheets x2 per

person

6,000

1,600

2,000

800

1,000

600

Blankets x 2 per person

6,000

1,600

2,000

800

1,000

600

Mosquito nets

3,000

800

1,000

400

500

300

The above table shows the allocations of bedding items to various accommodation venues.

However, other allocations were done to Bina Boli Rest house, St. Nicholas School, Honiara

High school, Guadalcanal Women’s centre and Tasahe Residence (stage crew).

Table 15: Distribution/ Allocation of cleaning equipments

Table 16: Distribution/ Allocation of cleaning chemicals/detergents

Housekeeping

Toilet Tissues (sleeves)

3,000

800

1,000

400

500

300

Cleaning Equipments

Mop Buckets 48 17 17 10 2 2

Mop heads 48 17 17 10 2 2

Mop handles 48 17 17 10 2 2

Toilet sets 72 20 31 13 4 4

Floor scrub 48 17 17 10 2 2

Domestic Lobby Pan set 12 3 4 3 1 1

Multipurpose wipes 12 3 4 3 1 1

Cleaning chemicals

Toilet & showers

detergents (20ltr) 24 6 8 6 2 2

Tile & floor detergents

(20ltr) 24 6 8 6 2 2

Laundry powder (10ltr) 24 6 8 6 2 2

Toilet deo. Blocks

(10ltr) 6 1 2 1 1 1

Handwash detergents 24 6 8 6 2 2

window cleaner (5ltr) 6 1 2 1 1 1


Table 17: Distribution/ Allocation of catering items

Final Inventory of Accommodation and Catering Inventory

Table 18: a) Final count of bedding and housekeeping items retrieved from all

accommodation venues.

A) BEDDINGS

ITEMS

Initial

quantity Unused Used

Total in

storage COMMENT

Mattresses 2"

inches

3,000.00 502 769 1271 Half of these items were given to SI

Items Total KGVI PANATINA KUKUM MARINE

DON

BOSCO

Catering equipments

High pressure stove 4 1 1 1 1

Food warmer 4 1 1 1 1

Ovens 4 1 1 1 1

Portable Tents 4 2 2

Portable chairs 1500 400 300 200 300 300

Cooler storage 3 1 1 1

Cutleries

Melamine plates 3000

900

800

500

500

300

Melamine mugs 3000

900

800

500

500

300

spoons 3000

900

800

500

500

300

Forks 3000

900

800

500

500

300

Knives 3000

900

800

500

500

300

Food packing containers 16000

5,400

4,100

2,500

2,500 1,500

Disposal spoons 16000

5,400

4,100

2,500

2,500

1,500


Pillows

3,000.00 431 701 1132

Contingents and some by the

International contingents.

Pillow cases

6,000.00 662 798 1460

Furthermore, FOPA was denied

access to 3 SICHE

Bed sheets

6,000.00 662 603 1265

Panatina dorms (P211, P212, P202)

and 2 classrooms 1 &2.

Blankets

6,000.00 2200 672 2872

Those beddings were not collected

up to date.

Mosquito nets

(treated)

3,000.00 163 133 296

Note that the beddings in C/rooms 1

& 2 (SICHE) + C/room 7 at Don

Bosco school were either missing or

stolen.

B) HOUSE KEEPING MATTER

1) CLEANING

EQUIPMENTS

Initial


Total in

storage COMMENT

Mops buckets 48 8 4 12 Most of these things were left at the

Mop (Head +

handle) 48 0 1 1 various accommodation venues and

Toilet set

(tidy+brush) 72 0 5 5

were not retrieved because of SICHE

denied FOPA entry into the dorms

and classrooms.

Floor scrub 48 0 2 2 Note that only these 2 with handles

Domestic Lobby

Pan set 12 0 1 1 Most of these things were left at the

Multi Purpose

wipes 12 0 0 0 various accommodation venues and

Handles

(Wooden

+Aluminium) 48 10 0 10

were not retrieved because of SICHE

denied FOPA entry into the dorms

and classrooms.

Trash Bins 60 0 21 21 Most were left in the dormitories.

Table 18: b) Final count of housekeeping items retrieved from all accommodation venues.

B) HOUSE KEEPING MATTER

2)CLEANING

CHEMICALS

Initial

quantit Unused Used

Total in

storage COMMENT

y

Toilet & Shower Cleaning

Detergents 20Ltr (Round

the Bend) 24 3 21 3

Note that the used items

were not retrieved as they are

20Ltr (Lemon Grass)

unissued items.


Tiles & Floor Disinfectant 24 7 17 7 consumables except the

Laundry Power 10 Ltr 24 0 24 0

Toilet Deodorant Blocks 10

Ltr 6 0 0 0

Hand Wash detergent 24 0 24 0

Window Cleaner 5Ltr 6 1 5 1

Table 19: Final estimated count of toilet paper left in the storage

3)TOILETRIES

Toilet Paper

3000

sleeves 850+ 2150 850+

More than 85 bales / or less than 100 bales

are not issued/used due to rationing because

of the increasing number of both

international and SI contingents. Note that

T/Papers were issued every 3 days prior,

during and post the festival period.

Table 20: Final count of catering equipments retrieved from catering kitchens.

CATERING

A) Catering

Equipments

Initial

Quantity

Unused Used Total

Storage

COMMENT

1. High

Pressure

Stove

4 1 3 4 Only 1 was not used and in storage. The

other 3 yet to be retrieve, 1x KGVI, 1x

SICHE Panatina, 1 x Don

Bosco/panatina P208 dorm

2. Food

Warmers

4 4 0 3 Food warmers were allocated to 1x

KGVI, 1 x SICHE Panatina, 1 x Don

Bosco/ and 1 x marine school. However,

were under utilized because the meals

were served hot immediately after

cooking.

3. Ovens

4 0 4 0 Only x 2 were fully utilized at 1 x KGVI

& 1 x Panatina except the ones at Don

Bosco & marine school. These 2 venues

used local “motu” cooking techniques

instead.

4. Portable

tents

4 0 4 0 Yet to retrieve all 4: 1 x Don Bosco, 1 x

Marine, 1 x KGVI & 1 x Kukum

5. Portable 1500 0 1126 1126 Most chairs were utilized however, most


Chairs were not returned to storage by the

responsible officers.

Table 21: Final count of cutleries retrieved from catering kitchens.

B)Cutleries

Initial


Total in

storage COMMENT

1. Melamine

Plates 3000 624 1400 2024

The cutleries were distributed to KGVI,

SIHCE Panatina, Kukum, Marine schools

and Don Bosco.

2. Melamine

Mugs 3000 768 1207 1975

Each of these cutleries were distributed

according to the number of people intended

to feed: Marine 300, Bon Bosco 258, KGVI

647, Panatina 638 and Kukum 250

3. Spoons

(stainless

steel) 3000 758 758

For example Monarch: 2032 of each cutlery

items.

4. Forks

(stainless

steel) 3000 827 827

Note that most of the unreturned items were

either broken, cracked and or missing.

5. Knives

(stainless 3000 840 804 1644

steel)

6. Food

packaging

Containers 16000 0 16,000 0

The disposal items were fully utilized by all

the 11 catering groups.

7. Disposal

spoons 16000 0 16,000 0

AUCTION OF ACCOMMODATION AND CATERING ITEMS

The sale of the accommodation and catering items were published in the papers late July The

public auction was held on 2nd August 2012 and went on for 2 weeks. The auctioneer was Mr.

David Iro, member of the FOPA Board, with the help of the Accommodation and Catering

committee members and Placid Walekwate chairman Performing Arts Committee.

There were lots of items left even after the auction period and since the auction took time and

needs more time, the committee was advised to sale direct, that is sale at reserve prices on the

items that were not able to sell during the auction period. The direct sales went on for further 3

weeks.


The Table 21, was the over roll estimated for the sale of both accommodation and catering items,

however, due to most items with higher value were not retrieved from the kitchens and

accommodations venues. The committee members were denied access to the kitchens and failure

by the catering groups to bring in these items when finished catering, and so as other responsible

officers, who borrowed the accommodation items.

Table 22: Estimated Total Earnings for sales of Accommodation and Catering Items

Accommodation and Catering Items Estimated Total Earnings

Beddings (unused + used) $ 246,615.00

Mosquito nets (unused + used) $ 6,070.00

Cleaning Equipments (unused + used) $ 3,200.00

Cleaning chemicals (unused) $ 4,800.00

Toiletries (unused) $ 21,250.00

Catering Equipments (unused + used) $ 128,500.00

Cutleries (unused + used) $ 38,540.00

Total Estimate $ 448,975.00

Note that the grand total will either increase or decrease depending on the public auction due to

fluctuations in the bidding prices. Also FOPA staff special rate was applied on Kitchen

equipments and most accommodation and catering items.

Actual Sales of Accommodation and Catering items total up to $245,523.00

Reasons for not achieving the estimated sales are:

1. The tent and commercial ovens were not able to sale because the tents were not retrieved

because they went missing and the commercial ovens were left at SICHE Panatina and

KG VI schools. And that the cleaning items were less far less than their auction price

because of less demand and the committee decided to sale at a very generous price.

2. The actual sales of these items did not reflect the estimated amount because of the

techniques used during the public auctioning was not appropriate. The auction sale

should take the reserve or auction price and not to allow any bidders to fall below the

reserve price. This was unsuccessful when the bidders could not bid more than the

reserve price.

3. The planned auction packages were over looked instead a new package was used to call

for bidders. For instance, the auction package for bedding was pack of 5; which is made

up of 5 mattresses, 5 pillows, 5 blankets, 5 bed sheets and 5 pillow cases. However, the

auctioneer decided to have a pack of 10 instead for the same price. Furthermore, the

bidders were sticking to their low bidding prices.


4. Issuing of items was done incorrectly. It was a misreading and misunderstanding on the

number of items per pack by the issuing officer. Also that some security officers were not

honest whenever they help the issuing officer. For instance, a customer paid for 1 sleeve

toilet paper he or she was issued with 1 bale toilet paper issue. The same applies to other

bedding items, especially the unused or new items.

5. Furthermore, wrong issue of bedding items, that is instead of issuing the used items they

issue new bedding items for the price of the old or used items.

6. There were receipts that combined the electrical & plumbing items and accommodation

and catering items. Most were not counted with the total below.

7. The above amount may not reflect the true amount because most of the paying customers

did not submit a copy of their receipts, even though they have produced it upon receiving

of their paid items.

All the above reasons have led to earning $245,523.00. However, the actual amount

maybe higher because of the missing or unsubmitted receipts.

HUMAN RESOURCE

The human resources are needed for effective operation; the committee need sufficient number

of staff and human capacity prior to the festival was enormous and the accommodation and

catering committee has decided to engaged four (4) volunteers. The 4 volunteers were engaged

from Date: 19th June 2012 to 19th July: Namely:

1. Rocky Ramoifuila

2. Freda Suruka

3. Christerlyn Pasikeni

4. David Takabae.

The huge task of organising and preparing the accommodation rooms before the arrival of the

contingents and liaising with all catering services providers to coordinate meal services upon

arrivals and during on ongoing programs during the festival. Also keeping the records of all

accommodation and catering items was important and since there were only 4 committee

members. These volunteers have dedicated their time and effort to carry out the following

activities as stated under the job descriptions below under minimal supervision;

Constraint

a) Allowance: These 4 volunteers were informed that the FOPA Organising committee will

numerate them at the end of the festival and they are still awaiting payment of their

allowances.


VARIATIONS AND ADDITIONAL COSTS

ACCOMMODATION VARIATIONS:

Table 23: The additional cost under accommodation incurred prior to, during and post

festival period.

Name of

company

Description of the work done Invoice no. Amount ($)

Dreadnaught

Namohunu

Pre- festival: Transportation of new bedding

items from FOPA storage facilities at KGVI &

FOPA Panatina office areas to Accommodations

venues – SICHE Panatina, KG VI school, Bina

boli Rest house, St Nicholas School & Honiara

High school and Don Bosco School.

0025480 $10,500

Malaita Metal

Disposal (SI)

Ltd

Post –festival: Transportation of used bedding

items from Accommodation venues – SICHE

Kukum campus, SICHE Marine school, KG VI

school back to FOPA storage facilities at KGVI

& FOPA Panatina office areas.

0031310 $10,000

Champs

Holding

Transport

Services

Pre- and during festival: Transportation and

collection of rubbish bins from SICHE Panatina,

SICHE Kukum and KG VI school

010442 $15,200

PA

Constructions

Pre-festival: pumping & blasting of KG VI

school toilets & plumbing system

001 $441,545.50

Island

Enterprises Ltd

Pre-festival: supply of 23 aluminium handles for

floor scrubs for cleaning services purposes at

accommodation venues during the festival.

151960 $3,910.00

Ria Turanga Pre-festival: Pre-cleaning SICHE Panatina

grounds by SICHE students & staff

$20,000

GRAND TOTAL $ 501,155.50

Discussion:

The invoices for above variations are yet to be submitted for payment.

Pre-festival variations: These additional works must be done with extra these efforts in

order for accommodation venues and rooms and the beddings to be ready before the

arrival of the contingent.

Post-festival variations: this must be done to clear up all accommodation and catering

items from the accommodation venues and to update the inventory.

PA Construction work done: Refer to report and invoice submitted via Operations

committee.

Island Enterprises Ltd: The invoice was already submitted to FOPA accounts section.


CATERING SERVICES VARIATIONS

Table 24: Shows detailed additional catering variations for Solomon Islands Contingents at

Marine school and other accommodation venues

Catering Group Dates Details of Additional Catering Cost Total Cost

MARINE SCHOOL - 450 people. Note:only 300 people were to cater for 3 days as per contract. Therefore, 150 extra

people were fed on daily basis.

Leleana Expo During festival

30th June -2nd July

2012 150 people @ $250/ head x 3 days (Invoice # )

112,500.00

112,500.00

Moseno Catering During festival

3rd July - 5th July

2012 143 people @ $250/ head x 3 days (invoice # )

107,250.00

107,250.00

Post Festival

Choiseul + Western Provinces + Isabel @ KGVI for

204 people (invoice # )

248,500.00

248,500.00

Crystal Restaurant During festival

6th July - 8th July

2012 150 people @ $250/ head x 3 days (invoice #)

112,500.00

112,500.00

The Green

Enterprises During festival

9th July - 11th July

2012

150 people @ $250/ head x 3 days (Invoice #

0000741)

112,500.00

Mineral water @ $480 (Invoice # 0000741)

480.00

Subtotal

112,980.00

112,980.00

Romans Fastfood

Bar During festival

12th - 14th July

2012 150 people @ $250/ head x 3 days (invoice # 026616)

112,500.00

Post Festival

15th July - 24th

July 2012

450 people @ $250/head x 10days ( invoice #s

026617, 026618, 026619, 026620, 026621, 026622,

026623, 026624, 026625 & 026626)

1,125,000.00

16th July 2012

ISABEL @ Bina Boli: 60 packed meals (lunch &

dinner) @$50 each (inv. # 026628)

3,000.00

17th July 2012 ISABEL @ Bina Boli: 90 packed meals (b/fast, lunch,

dinner) @$50 each (inv. # 026628)

4,500.00

18th July 2012

ISABEL @ Bina Boli: 30 pack meal (b/fast) @ $50

each (inv. # 026628)

1,500.00

Subtotal

1,246,500.00

1,246,500.00



Don Bosco School, SICHE Panatina and other accommodation venues

Catering group Dates Details of Additional Catering Cost Total Cost

DON BOSCO TECHNICAL SCHOOL -- 225 people. Note that only 200 people were contracted to cater for.

However, the figure for additional catering flactuated depending on attendance to meal times.

AB Catering

Services

30th July -3rd July

2012 During Festival

9th July 2012 171 people - pack dinner @ $60/ pack (invoice # 41)

10,260.00

8 ctns Blue Water @ $54/ ctn (invoice # 41)

432.00

32 FOPA members @ $250 / head (invoice # 41)

8,000.00

Subtotal

18,692.00

18,692.00

SICHE Panatina

Campus Post Festival

Isabel (Bina Boli) + Makira, Ulawa, Santa Ana @

Panatina (inv. # 16 & 17)

702,200.00

702,200.00

Amalyn Catering

4th July - 7th July


4th July 2012 20 people @$250/ head (invoice # 108)

5,000.00

5th July 2012 28 people @ $250/head (invoice # 108)

7,000.00

6th July 2012 10 people @$250/head (invoice # 108)

2,500.00

7th July 2012 20 people @$250/ head (invoice # 108)

5,000.00

Subtotal

19,500.00

19,500.00

AMAV Catering

8th July - 11th July



28,500.00


28,000.00


26,500.00


22,500.00

Subtotal

105,500.00

105,500.00



Don Bosco school , SICHE Panatina campus.

Grace and Moses

Maebiru During Festival Total Cost

12th July - 15th

July 2012

on average: 75 people @$250/head x 4 days ( invoice

# 0051646)

75,000.00

SICHE

Panatina

Campus Post Festival

(invoice # 0051647)

16th July -24th

July 2012 Gella: 52 people@ $250/head x 9 days

117,000.00

(invoice # 0051647)

16th July -23rd

July 2012 Russell: 27 people @$250/head x 8 days

54,000.00

(invoice # 0051647)

16th July -27th

July 2012

Vanikoro: (30 people @$250/head x 11 days) + (2

meals @ $80 x 30 people)

87,300.00

(invoice # 0051647)

16th July -27th

July 2012

Temotu: (59 people @ $250/head x 11 days ) +

(2meals @ $80 x 59 people)

171,690.00

(invoice # 0051648)

16th July -27th

July 2012

Duff: (18 people @$250/head x 11 days) + (2 meals

@$80 x 18 people)

52,380.00

(invoice # 0051648)

16th July - 20th

July 2012 Gwale: 40 people @ $250/head x 5 days

50,000.00

(invoice # 0051648) 16th July 2012 Isabel: 30 people @ $50

1,500.00

(invoice # 0051649) 16th July 2012 Santa Ana: 48 people @ $50

2,400.00

(invoice # 0051649)

16th -July - 18th

July 2012

Areare Panpipe: 36 people @ $50 each x 3 packed

meals x 3 days

16,200.00

(invoice # 0051649)

19th July - 27th

July Areare Panpipe: 36 people @ $250/head x 9 days

81,000.00

Subtotal

708,470.00

708,470.00

Table 27: Shows the additional catering for drivers

Luisa Balekana

25th June - 17th

July 2012 Pre and post Festival

Mon 25th June lunch and dinner (49 people x 2) 4,900.00

Tue 26th June lunch and dinner (50 people x 2) 5,000.00

Wed 27th June lunch and dinner (80 people x 2) 8,000.00

Sun 15th July lunch and dinner (60 people x 2) 6,000.00

Mon 16th July lunch and dinner (60 people x 2) 6,000.00

Tue 17th July lunch and dinner (30 people x 2) 3,000.00

Subtotal 32,900.00 $ 32,900.00

Additional catering cost GRAND $ 3,527,492.00


Discussion:

That This grand total all contracted catering services provided to all SI contingents at

Don Bosco, Panatine & KGVI schools and other accommodation sites as arranged by the

catering committee with agreement with SI Contingent committee.

Note that the SI contingents were initially fed at KGVI by the Monarch Catering group,

followed by AB Catering and then Moseno Catering.

The SI contingents accommodated at Don Bosco were moved to and accommodated at

SICHE Panatina and being feed by Grace & Moses Maebiru

Grace and Moses were the last catering group to finish off at Don Bosco and been advice

to continue on at Panatina for the same SI contingents and other additional groups.

These catering groups are yet to submit invoices for additional caterings: Leleana Expo,

Crystal Restaurant and Moseno Catering.

Furthermore, that this above grand total does not include catering for Liaison officers and

Pre-festival, during the festival catering services provided at other accommodation

venues that were solely arranged by the Solomon Islands Contingents Committee.

MAJOR CHALLENGES / CONSTRAINTS

Accommodation: SICHE most keys to dormitories and classrooms were held back by

the contractors and or by the warden/matron. This has caused frustrations and impacted

on the pre-preparation of the accommodation venues.

Limited storage space for all accommodation and catering tendered items. Though 9

containers were provided but still not enough. This has caused delayed deliveries of some

beddings items and toiletries, chairs and catering equipments, hence affected the

committee’s preparation towards the festival.

Unresolved water shortage prior to festival: SICHE Panatina has faced water shortage in

the first week of the festival. Therefore, the Accommodation & Catering Committee and

the Operations committee were forced to spend extra funding on water pumps and water

tanks.

Transportation not efficient enough to do extra work after hours

Telephone: limited lines were made available at FOPA Panatina office and it was very

difficult to make phone calls weeks prior and especially during the festival. It has

impacted on pace of work activities carried out in one day.

FOPA Sub-Committee member were not provided with credits for mobile phone. The

members spent own money to buy credits and has caused frustrations and

disappointments.

Increased number of delegation on arrivals, especially Solomon Islands Contingents.

Affecting both accommodation and catering services provided. That is not enough rooms


and most have to relocate to other accommodations venues. In catering, the contingents

were not provided with meals under accommodation & catering budget however, under

SI Contingents. This has impacted on other sub-committees too, for example; transport

costs and arrangements.

Festival program not ready & or printed on time prior to festival, thus affected the

catering preparations by the Catering groups.

Liaison officers: not giving accurate information on catering and accommodation rules

and conditions or policies and have misled especially the Solomon Islands contignents on

meal venues. The meals should be taken at the accommodation sites dinning halls as

printed on the meal cards.

Meal cards should have meal times and basic kitchen rules and policies printed on it and

should have been printed in larger size than the ones provided to all the contingents.

RECOMMENDATIONS

Accommodation - maintenance/renovations:

Accommodation and Catering Committee must involve in all tender process: opening,

screening, reporting and administration of the contracts with only the support of the

Technical committee.

The pre-assessment report by technical committee on accommodation venues must be

made with support from Accommodation and Catering committee. This in order to have

Bill of quantity and work specification outlined clearly when contractors are awarded the

contract.

Proper administration of contract and monitoring mechanism needs to be in place to

monitor work progress. Also inspection of finished work must be made with a formal

report to FOPA office.

Proper handover mechanism of renovated venues and keys must be in place and

communicated to concern sub-committees.

Housekeeping – cleaning services and Laundry service

The funding allocation for these services must be realistic and must consider the number

of buildings, bedrooms, bathrooms and number of occupants per room or building. The

more rooms and people occupy an accommodation facility the more funding should be

made available; to cover the labor and time cost factors involve.

Utilities and Services: Water, Electricity, Plumbing and Rubbish Collection

These utilities must be made available prior to any occasion / festival and must be

reliable.


Appropriate and responsible officers of these utilities and services must be an expert in

his/her own area in order to provide accurate information for appropriate actions to be

taken.

These appropriate and responsible officers must be members of the Accommodation and

Catering Committee.

Catering - Meal provision:

The catering provision of meals for such pacific Islands contingents must be done by

Indigenous Solomon Islander’s catering company. This to encourage use of local food

and preparation methods that are appreciated by most pacific Islanders.

Catering services groups providing meals for Solomon Islands contingents must be in line

with the agreed terms and conditions of type of menu/ meals to provide and not noodle

and taiyo with rice.

Liaison officers’ and drivers’ meals: The meals provided were disaster. The contract of

such should have clause to terminate the contract once meals provided are inferior in

quality, quantity and taste.

CONCLUSION

The challenges of the work activities towards, during and post the festival were

tremendous. However, it was a good challenge for an individual involved and for all sub-

committees and nations as a whole.

The Accommodation and Catering committee faced the most challenges and criticism

from members of other sub- committees, volunteers, liaison officers, drivers,

international contingents and Solomon Islands contingents, and members of the public.

However, Accommodation and Catering Committee has shown great strength and has

perceived through these challenges.

Lastly, Accommodation and Catering Committee would say they have succeeded. If and

only then the outstanding payments of variations/ additional costs will be processed and

made available to these hardworking people who have supported the committee in

various errands for the success of the festival.

Kukum School of the Solomon Islands college of Education that was used for festival

delegates


Marine school of the Solomon Islands College of Higher Education that was used for festival

Delegates during the festival.

Panatina Compasses of the Solomon Islands College of Higher Education used for overseas

Delegation.

King George Six School used for overseas delegation

Personal Committee

Pre and Post - Festival Activities

The Personnel Sub - Committee as mandated is responsible for Human Resource manpower, conditions

of service, training, personnel records, contracts and payroll, for personnel engaged at the 11th Festival of

Pacific Arts.

The Sub-Committee comprised of five members, a chair and four committee members. Appointments of

members to the Committee were made in May and June 2011. The committee established a work plan

indicating its key activities in July 2011at its first meeting to guide it implement its roles as mandated. In


April 2012 following a call by the Festival Chairlady to step up on priority activities by all sub-

committees a 100 day work plan was further drawn up. See copies of the work plans attached.

There was confusion by the Protocol sub-committee on tasks assigned, to those of the Personnel sub-

committee. On 11th April 2012 following a meeting with the Festival Chair Lady it was then decided that

the functions of recruitment and training be transferred to Protocol sub-committee for Liaison officers and

the Transport and Logistic sub- committee those of the Drivers and logistic support staff. Despite the

reallocation of functions to Protocol, Personnel sub-committee had embarked on a number of activities as

per its work plan.

Consultations with other sub-committees on manpower needs were made in April and May 2012. Sub-

committees that submitted their requirements were: Protocol, Transport & Logistics, Performing Arts and

Accommodation & catering. Engagement of personnel was done through the open merit selection

process. Rates of remuneration for the different groups of personnel were authorized and approved by the

Permanent Secretary for Culture and Tourism in consultation with the Permanent Secretary for Ministry

of Public Service. Engagements made were on contractual basis and casual basis for the duration of the

festival.

A total of 461 personnel were engaged at the 11th Festival of Pacific Arts, Protocol 169 Liaison Officers,

Transport & Logistics111 Drivers, 36 support staff, Performing Arts 16 Technical Crews, 18 Assistant

Stage Managers, 11 Masters of Ceremonies, 3 Event Runners, 21Stage Securities, 19 Ushers, Ticket

Officers, & Media Assistants, Ceremonies 8 Ceremonies & Program Assistants, Venues 45 Village

garden cleaners and Accommodation & Catering 4 Runners.

Upon engagement personnel’s sign service agreements and are monitored daily d As part of Personnel

Committee’s tasks, allowances for all personnel mentioned above were processed by the committee and

paid out by Treasury Division, Ministry of Finance in the form of cheques. Tax imposed on allowances

was the only heated issue during the Festival, this was however resolved in a meeting with the

Commissioner of Inland Revenue. Total payment for 461 personnel amounted to $1,874,120.50. See

copies of summary payments for respective committees.

Deployment of Committee members to FOPA was made early this year; however the Personnel

Committee was not able to move to the site office due to non availability of office space. The Committee

moved to the site office on 1st June 2012 and was then fully engaged with its tasks until 27th July 2012.

Festival Theme:

“CULTURE IN HARMONY WITH NATURE”

This theme highlighted two important terminologies – Culture & Nature. We believe that these

two are the cornerstones to our (Pacific) very own existence and civilizations. The attachment of

our people (Culture) to our environment (Nature) has certainly brought about a harmonious

coexistence for hundreds of years, until the first boats landed on our shores…


Culture is always closely attached to the natural world (wild life, marine life/flora and fauna),

for instance, traditional medicines, navigation, tools and etc. Much of our history and traditions

is characterized by this intimate connection, reflected tangibly or intangibly through the

personalization of the natural environment or symbolic representations. Our cultural

expressions through dances and various art forms portray a living proof of this important

connection.

The emergence of globalization has either distracted or destroyed this important link leading to

social and environmental repercussions, creating a more miserable Pacific through issues like

climate change, sea level rise, and natural disasters. These are either causes or impacts of a

state of imbalance in our relationship (culture) with our environment (Nature). An imbalance in

this regard could be very catastrophic as what we sometimes call the ‘Wrath of Mother Nature’

due to man’s inconsiderate attitude towards the environment.

For this reason, this Theme has been chosen, and using the Festival as a podium, we then call on

our Pacific neighbours and the world beyond our shores, to join hands in the fight to preserve

our environment from the destructive nature of globalization, and to maintain our cultural

values and heritage as our strength to reconnect ourselves more harmoniously with our natural

environment…least we forget that we live somewhere and not in the air.

FESTIVAL LOGO & THEME SONG

FESTIVAL LOGO

The festival logo has now been finalized. A total of 40 entries were received from the public in

the last 2 weeks after it was advertised in the media. The committee, consisting only of the

Chairpersons of the Technical Committees met on the 14th February to make preliminary

judgments on the entries. Out of all the submissions the winning logo was identified (below)

with Mr. Kisey Mae as the artists.

Panel of Selection on the winning FOPA Logo


FESTIVAL LOGO This logo portrays a sail canoe, the sea, a human figure, 5

frangipani flowers, custom patterns and the Solomon Islands

National Flag colours.

The Sail – Boat represents the significance of sea travel as an

important and common phenomenon to most Pacific Islands.

The sail boat represents our history and cultures that have

travelled over time, carrying on our identity and civilizations

into the future. The blue sail represents nature with the

depiction of the flowers as a representation of the natural

world. The green Sail and Solomon Islands design represents

our cultures.

The sea represents the Pacific Ocean, a symbol of unity and

Pacifism through its relevance and intimate link to our societies

and cultures. It is also a representation of man’s connection

with the natural world (environment) of which we rely on for our

survival and existence.

The Human Figure represents people, cultures and various art forms of the Pacific. The indication of the

figure flying high symbolizes the pride we have in our cultures and of which we wish to showcase in 2012.

The human figure lifting the blue and green sails signified our emphasis on the theme of the festival by

upholding both our cultural and environmental values through respect and appreciation.

The Frangipani flowers represent our land environment of which our lively hood is very much depended

on. It also symbolizes peace and harmony amongst the people of the Pacific.

The traditional patterns and the green, yellow and blue colours represent Solomon Islands as the host

country.

The logo is currently in the process of being registered and trademarked in UK for the purpose of

marketing and promotion. A local Lawyer is currently engaged to work on this matter. The designer of

the logo is a local artist named Kissey Mae.

FESTIVAL THEME SONG

A decision was made on the 24th February 2011, by the Festival Board that a theme song will have to be

identified and selected as soon as possible. The Artistic Director was then mandated to work on the

advertisement of the Theme Song with the Communications Committee.

An advert for this matter was put out in the Media and the due date for submission was on the 30th

March 2011. However, there was the need for more time by artists to prepare and produce samples on


demo tapes. A second advert was put out recently, announcing an extension in the due date. The new

date for final submissions is on the 20th April 2012.

The theme song was however not until late year 2011 finalize and recorded in CD’s for distribution and

in early 2012 made ready for the festival dates.

The Performing Arts Committee along with the Artistic Director have prepared the Theme song as

required for the festival dates.

Festival Programme

The Festival of Pacific Arts National Orgainisng committee, endorsed a two week festival

programme and that is from 1st to 14 July 2012, and to be held in Honiara, Solomon Islands.

Also as part of the two weeks festival programme three of main provinces hosted festival

participants from overseas. They are Auki, Malaita Province, Gizo, Western province, Tulagi,

Central provinces and Doma, on Guadalcanal province.

The official opening of the festival programme for the festival took place on the 2nd July 2012,

while the first church combine services was held on the 1st July 2012. Closing was held on the

13th July 2012.

ACTIVITIES OF THE FESTIVAL

As requirement of the Festival a total of more than 14 activities must hosted at the Festival and

therefore as listed below are the activities the Festival main Orgnaising Committee has approved

at its meeting.

These activities will also form the bases of the Festival programmes of which should be made

available during the year.

PROGRAMME OF EVENTS

The events will fall under the following main categories:

a. Performing Arts

- Traditional dance

- Drama/Theatre

- Symposium/Workshop

- Music Jam House

b. Literary Arts

- Indigenous Poetry

- Foreign Language Poetry

- Indigenous Short Fiction


- Drama/Theatre

- Oral Chants

c. Demonstrations/Exhibitions

- Traditional Art Exhibition

- Contemporary Art Exhibition

- Film Festival

- Philatelic/Stamp Exhibition

- Fashion Pageant

- Canoeing and Navigation

- Children’s Art Show

- Photography

- Traditional Games

- Traditional Healing

- Culinary Arts

- Symposium

Country Participation:

Like all the past Festival of Pacific Arts, member countries of SPC will be invited to participate at the

festival by sending a delegation to attend the festival on be half of each country. Also non members of

SPC such as , Rapa Nui/Easter Islands, Norfolk and Hawaii. Also invitation have been extended to the

Republic of China (Taiwan) , USP Art Centre performing arts group, and the Japanese music group to

participate at the festival.

Invitation for participating countries was prepared and have them signed by the Prime Minister Danny

Philip when he was the Prime Minister at that time, and Ministry of Foreign Affairs have send out

invitation to all countries in early year 2011 and also some have been sign most on 25th July 2011 and

early of year 2012 that Prime Minister Gordon Darcy Lilo sign the rest , others that have not received

their copies at that time FOPA secretariat re – send all invitation .

Response on the invitation was not until a couple of months before the start of the festival in July 2012,

which saw about 20 countries indicate and confirmed they will participated at the 11th Festival of Pacific

Arts. This includes Taiwan as well as Japan and the USP Art centre performing arts group.

LISTING OF COUNTRIES ON THEIR ARRIVAL AND DEPARTURE

COUNTRY #S ARRIVAL DEPT.

American Samoa 60 27 – June 16th July 2012

Australia 76 30 – June 15 – Jul


Easter Island 33 30 – June UE 4701 13:45 16 - Jul

Fiji 120 30 - June 16 – Jul IE 47001 1345 hrs

French Polynesia 61 29 – June 14- Jul

Guam 150 29 – June 17 – Jul

Hawaii 29 30 – June 14 – Jul

Kiribati 22 25 – June Monday 15 – Jul

Nauru 120 25– June Monday 16 – Jul

New Caledonia 155 26 – June 17 – Jul

New Zealand 120 25 – June Monday 14 – Jul

Niue 27 25 – June 14 – Jul

Norfolk Island 16 1 - July 13 – Jul

Palau 25 28 – June -

Papua New Guinea 140 28 – June 16 – Jul

Solomon Islands 1000 - -

Taiwan 45 28 – June 16 – Jul

Tokelau 31 1 – Jul 14 – Jul

Vanuatu 59 2 – Jul 18 – Jul

Samoa 76 27 – Jun (Wed) 17 – Jul

TOTAL 2,320

Other Participants

Japanese Perf 2 6/7 Jul 9/10 Jul

USP 31 3 – Jul 10- Jul

USA Jazz Band 3 3 – Jul 6 – Jul

Voyaging Society 16 1, 2 Jul

SPC 1st Group

SPC 2nd Group

12 23 – Jun

26 - Jun

13 - Jul

ANU Volunteers 18 26 – Jun

Please take note: President Guam (Governor)

President Nauru with (two Officials)

Vice President of Kiribati with Two officials


Arrivals & Departure of Participating countries:

All participating countries that confirmed to attend the festival, started arriving as far as from the 26th of

July 2012, and all through that week until the final countries arriving on Sunday and on Monday 2nd July

2012 on the very opening day.

The Festival of Pacific Arts Organising committee actually received about seven chartered flights, and

also others through normal flight either out of Brisbane, Vila, Fiji and PNG. Two of the charter flights

were arrange by SPC otherwise others, are , Guam, New Zealand, PNG, Nauru, New Caledonia, and

Vanuatu.

Departures occurred straight after the official closing ceremony at Lawson Tama, on 13th July 2012, with

Fiji taking the lead out of the country, while all others during the weekend until Wednesday 17th July

2012, with Vanuatu the country that arrived last and to leave last after all country depart.

Airport Facilitation :

To assist with flow arrivals and departures, an Airport Facilitation committee was set up to organize meet

and greet on arrival at the airport for all arriving delegates. The committee work along side Solomon

Islands Terminal Services Ltd that provide professional assistance on airline and airport matters that civil

aviation recognize. FOPA national organising committee has engage Solomon Islands Terminal Services

because of its experts in dealing with airline arrivals and departures.

Visitation:

A number of countries after confirming they will participate at the Festival in July 2012, have make

special visits to Honiara, Solomon Islands, to see for themselves facilities that available and not available

of which their country can out source or can carry it with them during the festival.

The following countries have send ahead advance party, New Zealand twice, Australia twice, Fiji once

and New Caledonia that came with a bigger advance party team to secure all requirements for their

delegation.

Also SPC with making quite a number of visits since Solomon Islands officially have been given the

mandate to host the Festival in 2012. Three of this visits made, were consultants that SPC have hired to

carry out reports on their findings on the preparation and the logistics that is made available in Solomon

Islands.

There were three Reports made one was done by Mrs. Rhoda Roberts – Scoping Mission to Solomon

Islands in year 2009 , second one by Terri Janke on the IP Scoping Study in year 2009 and the last one

was in year 2010. Also a Festival Advisory Team visited Solomon Islands from 17th May 2010 to 23rd

May 2010 of which was coordinated by SPC ‘s Consultant team leader, Ms. Letila Mitchell a member of

Pacific Arts Alliance to, has worked with the Fiji Arts Council.


However, SPC also made follow up visit in meeting government officials, and FOPA national organising

committee and the secretariat of the Festival of Pacific Arts to ensure that all works right and ready in

time for the Festival.

Having said that the last visit by SPC ‘s highest official was made in January 2012 by the Director

General of SPC Dr. Jimmy Rodgers , in meeting and to see how committed the Solomon Islands

Government and the Ministry of Culture & Tourism officials and also the Festival of Pacific Arts

National Organising Committee on their preparation of the Festival.

Council Meetings:

SPC as the custodian of the Council of the Festival of Pacific has convene two council meeting, and like

in the past council meetings usually held to discussed matters of interest to the cultural sector and more

importantly hosting of Festivals. Therefore two council meeting were held in Honiara, Solomon Islands in

March 2012 and during the Festival proper in July 2012.

The 24th Council of the Festival of Pacific Arts meeting was held from 27th to 29th March 2012 at the

Hotel Mendana. The Council meeting was to inform all member countries of the Solomon Islands

preparation for the 11th Festival of Pacific Arts and also visiting site for accommodation as well as the

Festival Village that will host most of all events and activities during the festival. Further more also at the

council meeting to discussed issues of concern within the cultural sector.

Whiles the 25th Council of the Festival of Pacific Arts convene on 3rd July 2012, at the Solomon Kitano

Mendana Hotel that also confirm the next host for the 13th Festival of Pacific Arts by council members.

Members of council at the same time also heard from Guam head of delegation on their path of

preparation for the hosting of the 12th Festival of Pacific Arts in year 2016. It was agreed that both

meetings to be chaired by Mr. John Wasi, Permanent Secretary of the Ministry of Culture & Tourism

and who is also the deputy chairman of the 11th Festival of Pacific Arts National Organising Committee.

Minister of Cultures Meeting

The Second Minister of Cultures meeting was also convened in Honiara on the 4th July 2012, at the

Solomon Kitano Mendana Hotel. The meeting was the second of its kind after the first one that was held

in year 2000 in Noumea, New Caledonia. This follows submission that was made to the 23rd Council

meeting in year 2008 at the 10th Festival of Pacific Arts, in Pago Pago , American Samoa that Solomon

Islands will host the meeting to coincide the hosting of the 11th Festival of Pacific Arts.

This is because most of all Council members some are ministers of cultures and also some of the

Ministers of Culture had accompany their delegation and it would look proper to host them at the same

time to attend both meetings in Honiara, Solomon Islands during the festival. The was chaired by Hon.

Minister of Culture & Tourism, in Solomon Islands Mr. Samuel Manetoali


Festival evaluation:

Overall the festival was a great success and quite a huge task indeed to get things together as well as

organising the many committees the staff and a lot of task that enables FOPA national organising

committee to host this great event. The festival is a manifestation of how Solomon Islands can host future

event.

a. Challenges and Difficulties

Planning & Infrastructure

There has been a lot of challenges that the Festival of Pacific Arts Organising committee had face

with its preparation and as well as during the festival proper and after the festival. Firstly with

preparation and that is after the successful attendance at the 10th festival in American Samoa in

year 2008, there was lack of planning to get started in getting Solomon Islands ready in making

sure that a number of infrastructure is in place sufficient funds available in the budget in 2011 .

Further more no one actually designated to carry on from the year 2008 festival report that was

submitted with a number of recommendation for early preparation. It was highlight major

infrastructure should quickly looking into in year 2009, because these will be the challenges that

Solomon Islands will faces in making sure that proper venue facilities be ready in time for the

festival.

b. Funding Support

Further more, funds not really committed to start with the preparation and although consultants

have been visiting the country in year 2009 and respectively year 2010, there was still lack of

funds to actually support the proper establishment of the Festival Of Pacific Arts Committee.

It was not until year 2011 that under culture division a $5,000,000.00 million under its recurrent

budget allocation that saw the establishment of a Festival committee and also a Festival

Secretariat to be utilize to carry out the operation of the Festival preparation. Also there was no

proper budget estimate to see how much is expected for year 2011, and of cause the final year

2012.

A proposal for fund raising and proposal for funding was not even made due to the non active

planning in getting extra funding from responsible committee.

c. Setting up of the Festival Secretariat

Although the appointment of the FOPA Board was done one of the difficulties in getting things to

work on time was the late establishment of the Festival Secretariat and this slow start as

anticipated because of renovation work and setting up with facilitating the office with proper

equipments and communication equipments to be in place at the secretariat.


Renovation work started early November of year 2010 and further went into early year 2011 as

this has been one of the requirement by SPC that a Festival Secretariat must be in place to spear

head the many activities for the Festival.

However not until early February of year 2011, the Festival Director has moved in the while

reminding works still continuing at the FOPA office

d. Appointment of Officers

Whiles the office secretariat is being one of the difficulties is with manpower requirement for the

Festival Secretariat, especially with the main positions such Chief Accountant, Executive

Personal Secretary, as well as other staffing requirements. In year 2011, FOPA secretariat staff

was seconded from Ministry of Culture & Tourism, the Ministry of Finance, and from Ministry

of Police National Security and also recruitment outside of the Government system.

Operation in year 2011, was not at full scale because of the limited funds made available and

also really slow in getting back feedback from Public Services and the Ministry of Culture &

Tourism in responding to submission of recruitment of staff for the FOPA secretariat.

Further more the operation of the accounts section dose not serve its purposes of raising payments

and make consultation with clients and this has really cause upset with clients however progress

was made in early year 2012 of which really set bases of promote payments available in time

and make summary reports to the FOPA Board and the management team.

e. Venue availability

This was one of the biggest challenges for the Festival Secretariat and the Festival of Pacific Arts

National Organising Committee. A number of venues as option for the hosting of festival was

secured but one of these venues as a base is the SICHE Panatina Soccer and Rugby Field and the

lower panatina grounds near CYP.

SICHE has been slow in allowing the site for Festival preparation and this has been a real set

back to Festival of Pacific Arts Organising committee to advance with its preparation, hence

continues dialog with SICHE Management move the Festival Committee and the venues

committee toward end of year 2011. And although it has been given the site for work to start it

has slow the progress and as a result all work requirement on the Festival Village was completed

by April as a target time from SPC.

Theses also applies for the Accommodation venues as required for the Festival Participants.

Works has not started until early year 2012, a late start as required by the FOPA board for full

completion before participants arriving into the country.

f. MTB & CTB

Although it is one of the requirement by the Solomon Islands Government the respective

Ministry’s concern Tender bids process has been one of the many challenges FOPA come across

and it has taken to long to actually release award as required for early start of work by


contractors. And even paper works done a procedures has to following and meetings of the two

boards to make consideration to these project submission

And in such big regional events, normal requirement under the Financial Instruction projects

between $100,000.00 to below $500,000.00 will go through MTB and projects above

$500,000.00 will through the CTB makes it a little bit hard to quickly facilitate FOPA projects

that required to be in place before the festival started.

g. Extra Allowances for motivation

As we all can imagine the task of coordinating such an event is huge and one of the determining

factor to get staff work is either Over Time ( OT) or special allowance and for this has demoralize

staffs behavior of showed lack of commitment to carry out this great task mandated by the

national government thru the Ministry responsible for festival .

The above are some of the challenges and difficulties that we have uncounted, and many more that

may not seen physically but probably also on the normal day to day of the administration of the FOPA .

Slow of finance within the operation has been one of the many concern because of how payment stays at

the finance treasury and quires were not really action and get the feedbacks to all concern clients.

a. Transportation

As stated in the transportation brief, all transportation on ground are set out in a way that can move

delegations from point A to point B. And though one or two hic ups it went well and the transport

committee has done a work well done.

b. Travel & Visas

Traveling into Honiara as we see it has not a problem but may be with traveling countries organising

travel from their side is a difficulty that is ensuring that spaces are available for their delegation and

some times causes delay and time arrival changes because that. With Visas for participating

delegations, visas stamp on arrival for most countries except for one or two countries that must have

to apply ahead with all passport details as required by Solomon Islands Department of immigration.

The Protocol sub - committee responsible for the visa and other travel requirement handles all this

requirements both for VIP, HOD, and the Festival delegates that attends the festival.

c. Quarantine

All quarantine requirements is being handle directly with the department of quarantine of the

Ministry of Agriculture & Live stock in consultation with FOPA Secretariat in making sure that all

participating countries performing materials are properly fumigated and followed Solomon Islands

quarantine regulation . Forms were send to participating countries to be filled and send back to

FOPA secretariat for proper coordination and action. However feed back from member countries was

really slow and this has delayed responsible authorizes to have arrangement in place.

Also SPC for allowing its Quarantine officers to assist Solomon Islands Quarantine officials in

ensuring the pest control is one of the priority place for all Festival Delegations that participated at


the festival. Such a high enforcement create a big awareness amongst SPC member country to up

hold quarantine regulations.

d. Country delegation responses

Although FOPA Secretariat send out invitations late last year 2011 and early this year 2012,

country’s responses has been really slow, even up to three months before the festival and this has

been a slow start in planning and putting the programmes together for the festival as well as

knowing the total numbers of participants to represent their country. Also lists of officials and

information forms have not reach the secretariat in time as required . However, it may be because of

their country’s approval and budgeting that is why slow confirmation has been done.

e. Infrastructure

The Festival of Pacific Arts National Committee when appointed to head the preparation of the

premiers cultural event within the region, one of its main priority is getting the infrastructure on

ground ready in time for the Festival of Pacific Arts. And that is the National Art Gallery project and

the Indoor Auditorium project as well as ensuring that other important venues are ready such as the

Festival village is made ready in time as well as required by SPC.

With the hosting of the festival in Solomon Islands, some of the Infrastructure development took

place are seen with the Footpath of the side road of Honiara main city even near the Festival Village.

This indeed has shown a great impact of how such event can change the look of the city. The

Cleanness of the Honiara City to can be evidence that has improved a lot and make great impact as

well on the face lift of the Honiara City. Re painting of road signs and street signs also really given

a big impression on the city before the festival and the festival.

One of the Infrastructure, and that is indoor Auditorium and the stadium for watching

Of the outside performance area located at the National Museum

f. Finance

As an important component of any event, the Festival of Pacific Arts national organising committee

has appointed a finance committee to oversees Financial records of the festival committees and also

control spending to the required areas of which is important. The Finance sub – committee is headed

by Mr. Denty Tuke of the Ministry of Finance and Treasury and with supporting members from other

ministry’s of are all accountants by professions.


However, there has been slack at times to really see payments are fast track and given feedback to the

various sub – committees to enable them know their budget allocations for continues work and

spending in getting things ready in time for the festival.

g. Evaluation of the actual Festival: Programme, activities, events

All programmes and activities of the festival took place at its venues as indicated in the programme

booklet, and because of the time factor and other logistics of some programmes activities move

from one venue to the other to enable participating countries to perform. Overall all festival

programmes and activities went well without much difficulty. Weather has also been one of the

determining factor to the festival progarmmes. With the satellite venues travel by plane and by 360

discovery boat has been really helpful indeed and all went well on timing and for return of all

festival delegation.

h. Cultural , economic, social, health and environmental impact assessment

BENEFITS OF THE FESTIVAL TO SOLOMON ISLANDS AND THE PACIFIC COMMUNITY AT LARGE

Economic Benefits

At the time of the festival itself, having over 2,000 participants plus additional visitors has a

significant, although temporary, impact on the local economy of the host country.

Beneficiaries include local businesses which may be contracted to

perform festival services, suppliers of accommodation and food, transport services

and other elements of the tourism industry.

The purchase of handicrafts and souvenirs is also important for local businesses,

some of whom may be involved officially in festival licensing and other concessions.

Artists and other cultural practitioners are also eminent beneficiaries through sales

of cultural and artistic items, as well as securing future economical benefits through

cultural and artistic programmes and engagements. At festivals, handicraft

producers have been able to earn a significant income, which can offset the costs of

attendance. For some countries, this is an important factor in deciding to attend,

and in determining the makeup of their delegations. Despite handicraft producers

‘selling out’ their booths at the festival, the benefits of this have yet to be fully

appreciated by festival organisers, or at a regional level. The trade in traditional arts

and handicrafts is a significant source of income in the region, particularly for

women.

More important, and perhaps more sustainable than handicraft production and

sales, is the creation of networks and contracts for our artists with outside galleries

or other long term marketing opportunities.


The tourism sector is expected to get a boost during the festival period with an

anticipated boom of 50% rise in visitors for this particular event. It is expected that

another 2,000 to 3,000 visitors are expected to walk through the festival through the

cruise shipping service and the aviation sector. Already the festival is having an

impact on the improvement in the level of tourism services in the country, especially

here in Honiara with the improvement of infrastructure and human resource

capacity.

3.2 Social Benefits

The festival is expected to bring important changes in awareness, understanding and

appreciation of both our own cultures and that of our neighbours.

This festival has helped to increase the level of unity amongst the regional arts

community, fostering understanding of the importance of preserving culture and

provided a forum to meet and discuss common issues.

It can also create an opportunity to greater funding for the arts, or provided impetus

for the development of our national cultural policies.

Arts & Cultural benefits

The festival has assisted in the revival or rediscovery of some artistic and cultural

expression. Countries see the festival as a means of raising awareness about, and

reconnecting with, aspects of heritage which are increasingly endangered. Solomon

Islands in this case will also greatly benefit in this area as much of its cultures are

facing eminent extinction due to globalization and foreign influences/ changes in our

communities. The presentation of our cultures during this festival will be a catalyst

to reviving and rejuvenating some of these fragile and unique cultures, creating a

more sense of National pride and dignity.

The Cultural sector will see the realization of certain goals and objectives that have

been stagnant for long in terms of infrastructure and resources that may contribute

to the long term development of the cultural sector in Solomon Islands.

The festival will also help to foster the development of the Creative Industry in

Solomon Islands through Infrastructure development, equipment acquisition and

international exposure/ publicity. This could be a niche to economic development

through our natural human resource talents and capacity in the field of arts.


Infrastructural Development and Improvement.

Construction of, and repairs to, public infrastructure are usual developments taking

place prior to the festival. The festival, in this regard, provides an opportunity for

these very much needed infrastructural developments or improvements, which may

not come as easy in other circumstances, to be fulfilled. The Arts and Cultural sector

in Solomon Islands may now have this opportunity to acquire and realize its visions

and objectives via government support, or donor partners and stakeholders through

the construction of Arts/ cultural facilities and equipment.

Budget for the Festival of Pacific Arts

As we can all imagine hosting such a high level cultural events that involves many people and

looking after the general logistics of the festival is not easy one. It involves proper planning and

negotiating with the government and other major stake holders. There are three important thing we must

not forget in planning for such events and that also these components are the back born of the any events,

they are accommodation that people lay their heads until the next day of events, Transportation to move

these delegates around and also food or meals and of cause Infrastructure is one of the many components

to that makes an event can be most successful.

The Festival Budget when it was put in draft it was something like $195,000,000.00 (Solomon Islands

Dollars), however, after it was scrutinizes a lot of cuts have been made to enable the Government to

assist the Festival of Pacific Arts Organising committee. The Budget have been place in two categories ,

Development Budget which covers Infrastructure development such as roads, buildings, venues and

Recurrent Budget which covers on going expenses of the Festival committees and the FOPA Secretariat.

Year 2011 a total estimate of $35,000,000.00 (Solomon Islands Dollars) was used for setting up the

festival secretariat, and for the various sub – committee.

Estimates break – down for the various technical sub – committees are as follows;

- Transportation and logistics - $11, 772,080.00 million

- Accommodation & Catering - $26,502,000.00 million

- Venues - $25,000,000.00 million

- Ceremonies - $12,946,400.00 million

- Media & Communication - $11,745,000.00 million

(This includes marketing/Promotion)

- Performing Arts - $13,150,000.00 million

(This includes performing arts equipments)

- FOPA secretariat - $12,000,000.00 million

- SI Contingent - $ 6,000,000.00 million

- $ 107,343,400.00 million


Other sub – committees are the Personal Committee, Creative Arts, Protocol and the Finance

committee that also heads on the budget to spend for its of their roles and function that has been

prescribe in the FOPA budget. The above are estimates only once finalize in the financial report an

overall spending head for each will be the true figures of the FOPA main budget.

Year 2012, total budget was $149,500,000.00 million ( Solomon Islands Dollars),

- Development $30,000,000.00 - $20,000,000.00 (Contingences Warrant)

- Recurrent $70,000,000.00 - $15,000,000.00 (Contingences Warrant)

- Supplementary Budget $14.5million for year 2012.

SUMMARY & CONCLUSSION

In Conclusion I would like to take this opportunity to give in summary out look on the hosting of the 11th

Festival of Pacific that was held from 1st July 2012 to 14th July 2012, in Honiara, Solomon Islands. The

festival has united all men, women, children, old and young of this country Solomon Islands despite what

races, they are from and difficulty that we faces with funds.

There has been hic ups on the way as the planning and management of the festival and getting everything

to be ready on time before , during and after the festival. The festival is a wake up called to take up

challenges and create an avenue that all stake holders to come together, the ordinary citizens of this

country to share, contributed to the success of this great festival. Its once in a life time that such event

comes around again. I therefore would like make comments on the whole entire festival activities and

that is thank the Solomon Islands Government in committed itself to the development of culture and arts

in this country Solomon Islands to be sponsoring the whole festival under its budget allocation through

the Ministry of Culture & Tourism which oversees the arrangement of the festival.

The 11 technical working committees have done a great job, in ensuring that their part is done for the

festival, although limited funds not available to get most required wishes can be fulfill in hosting the

festival. They should been given credit for the task done for the festival and for their efforts in seeing

things through.

The Security of the festival was a well planned and coordinated that saw trouble free and participants

feel free of moving from one corner to another of the Honiara City. May l take this opportunity to thank

the Royal Solomon Police Force personal for providing security and its hard working team in making

sure no trouble occurs during the period.

The Staff of FOPA for a work well done job in mobilizing all areas during the whole entire time and

even also during two the weeks festival period. Also for putting things together in time for contractors,

clients, and all other requirements for the Festival.

The various contractors, clients, volunteers and other services providers for their understanding although

at times it has not been easy for the accounts and finance team in getting payments are ready in time and

for the pressuring mounting every day.


The festival has been a great success although preparation was rather a bit late and not until the third

and fourth quarter of 2011 work preparation began and move through year 2012, however budget was

one of the issues that had affected the festival work progress as well as Tender Bids, that goes through

MTB and CTB. Additionally this is for the proper excursions process as required under the Financial

Instruction of the government for all tender bids.

Festival feedback from the public and from oversees delegates has been overwhelming and a lot of

positive responses even from VIP officials, the Heads of Delegations and senior delegates and its like a

bench mark for future countries that will be hosting the next festival. The fire works has been describe as

great which saw nearly every days event celebrated with fire works.

Recommendation

In concluding this report I would like to make the following recommendation for your perusal and

consideration for hosting future events;

1. That the ministry of culture & tourism have a festival and events centre coordinated by an

arts council for hosting of such events and other cultural activities that can be coordinated

by the responsible division of the ministry.

2. Prepare Solomon Islands ahead of the MSG Melanesian Arts Festival and the Festival of

Pacific Arts in Guam 2016, by start the process by submitting cabinet paper for Solomon

Islands participation in 2014 and respectively in 2016.

3. Create a working committee doing fundraising as not to depend on Government funding

as well as making provision in the coming budget for such activities

4. Have legislation such as the Cultural Policy’s, IP and other legislation , that will enable

Solomon Islands in hosting events of such high profile that can add value to the cultural

sectors and the tourism sector.

5. Recruit and or have events coordinator that organize events for the cultural sector that set

a base for our national events in consultation with the Marketing and Promotion arm of

the Ministry of culture and Tourism.

6. Appoint people that carry and take the mandate of the ministry’s task according to the

wishes of the Ministry responsible for such activity.

7. That any similar future events or activities be tendered out and run by different entity so

that processing of payment can be fast track and further more auditing can be targeted or

focused on the management.

8. That for future events of high magnitude must have a special permanent secretary to

focused on the event itself and work with organizing committee in ensuring that all

events requirements and soliciting funds can properly recorded and in put in place for

such activity.

9. That the responsible division of the Ministry give high priority with budget allocation for

an annual festival for all the cultural sector in the country from which the best selections

of cultural groups and artists can be done to represent the country at international

festivals or other important events.


The above are some of my thoughts for now to form part of this first draft report but may be from your

point of view can add and come up with the final version for cabinet and Parliament and also SPC.

Lastly to thank you and the Ministry of Culture and Tourism for the confidence that you have shown in

me to be appointed and also undertake this important task and mandate of the FOPA Board.

Once again thank you

Robert Au

Festival Director

11th Festival of Pacific Arts

Honiara, Solomon Islands

21st November 2012

acknowlegment - pacific community islands_festival of...3. chairlady ms doreen kuper and board...

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