Pan Pacific Festival

CREATIVE FX

Pan Pacific Festival Ho’olauleaLogistical and Operational Elements

I. Overview of the Festival

· Festival Period:

A. Week long festival prior to te weekend of Kamehameha Day

B. Sunday parade through Waikiki culminate the Festival.

C. The Ho’olaulea is held on the Friday of Kamehameha Weekend

D. 2008 celebrates the 29th year for the Festival.

· Block Party Time: Booths open at 6:30 PM to 10:00 PM

· Attendance: 40-45,000 attendees

· Block Party Site: Lewers Street to Moana Surfrider

II. Producing an Accurate Layout as a Fundamental Tool

An accurate site plan is a fundamental key to the block party.

· It is the common denominator for all participants and planners.

· It will establish your event perimeter.

· Visualizes the movements and aids in developing your timetable.

· Assists in making sound operational decisions.

· An accurate layout translates into efficiency in cost and manpower.

Developing the site plan.:

· Existing layouts such as architectural maps, aerials and Google map.

· Walk the Site and take measurements.

· Take photos to identify landmarks.

· Layout Plan can be simple or complex but it has relevant information and scale.

Dealing with Permits and Regulatory Agencies

· Review your permit each year and update.

· Establish a rapport with the regulatory Departments with your preparation.

· Organizational skill

· Integrity in dealing with them.

Safety

· Often overlooked factor but can be costly in hindsight.

· Emphasis on safety flows down to all contractors, entertainers and vendors from the top.

III. Establishing a Timetable

Load-in Phase

· Infrastructure framework such as the tent, stage and utilities.

· Production Crew and Technical Support Crew

· Command center.

· Materials and supply deliveries and containment.

Event Day Install

· Technical support setup as early as possible.

· Volunteer Management

· Provide parking and event information early.

· Manpower scheduling.

· Brief the volunteers on the day of the event.

· Craft and Food vendors setup.

· Identify a staging area outside of the event perimeter.

· Caravan the vendors.

· Control the event area and provides better logistical flow.

Event Phase

· Walk-throughs one hour before street closing.

· Position volunteers in strategic locations for assistance.

· Street closure

Traffic Manager works with the HPD.

· Technical and Production Crew move in first.

· Food Caravans follow.

· Craft vendors enter last.

· Parking for vendors and contractors withing perimeter is planned in advance on a one to one basis. Direct impact on the Strike Down phase.

Strike Down

· Critical period for safety control

· HPD and Traffic Manager controls reopening of the streets.

· Traffic Manager reopens in phases and controls which vehicles enter.

· Total breakdown is usually complete by 11:15 PM.

III. Tell The Story

Develop guest appreciation.

· Information Booths, well lit, with bilingual staff to explain the Festival.

Visual Elements

· Banners

· Signage

Lighting

· Lanterns at each food tent identifies food type.

· 16’0 tall Japanese lantern “Chochin” tree for the Bon Dance at Moana Surfrider.

· Potential expansion lighting elements with AirStars with Festival logo and 7’0 oversize lanterns placed along the streets.

Quality and Mix of booth participants helps to emphasize the brand.

IV. Summary

An effective and accurate event layout is crucial to your planning.

· Framework for the organizational infrastructure.

· Common denominator to all operational elements in your event.

· Summarizes the priorities and organization phases.

· Helps in cost efficiency.

“Don’t oversimplify.” “Don’t over complicate.”

· We are always pressed for time to make decisions.

· There is always cause and effect. Look at future potential.

Tell your story.

· Design your venue environment to define your brand.

· Get the information out to the attendees.

· Visual image counts.

1051 Waimanu Street l Honolulu, Hawaii 96814
Tel: (808) 256-1256 l Fax: (808) 596-4977