MUSEUM OF NEW
ZEALAND
Cable St
Telephone
TE PAPA
PO Box 467
64-4-381 7249
TONGAREWA
Wellington
www.tepapa.govt.nz
New Zealand
26 June 2024
Tēnā koe,
Re: Official Information Act (OIA) Request – Inflection Point event
I am writing in response to your official information act request of 19 May 2024 in which you
requested the following information:
Please provide all communications if any, concerning issues with or not being able to
provide audio visual services to the Inflection Point event at your venue space, Tākina. This
should include all internal communications if any, concerning this matter.
Please provide all communications if any, concerning the operation of the cafe in within the
venue space during the Inflection Point event. This should include the initial communications
the cafe would not be operating on the day in question.
Please provide the normal/standard cleaning policy/schedule for the women’s bathrooms
in/adjacent to the Tākina venue and confirmation it was completed/signed off on the day prior
and the day of the Infection Point event. Please provide all communications if any, relating to
restocking or removal of soap in the woman’s bathrooms prior to or on the day of the
Inflection Point event.
Enclosed are documents within scope of the first part of your request, relating to audio visual
services.
The second part of your request for communications regarding the operation of the café in Tākina is
refused under section 6(d) of the OIA. We also note that Te Papa/Tākina Events does not run the
café.
Regarding the third part of your request, the relevant section of the Tākina cleaning schedule is also
enclosed to this letter. We can confirm that all bathrooms were checked and had soap on the day of
the event. We are advised that occasionally some of the dispensers do not dispense soap
immediately on touch and the pumps need to be ‘primed’ when soap is replaced. Thus, some people
report them as not working or empty. There were no communications relating to the restocking or
removal of soap in the women’s bathrooms prior to or on the day of the Inflection Point event.
If you are not satisfied with this response you have the right to seek an investigation and review by
the Ombudsman. Information about how to make a complaint is available at
www.ombudsman.parliament.nz or freephone 0800 802 602.
If you wish to discuss any aspect of your request please contact
[email address].
Yours sincerely
Frances Lawrence
Principal Advisor Planning and Performance
s 9(2)(a)
From:
s 9(2)(a)
Sent:
Friday, 17 May 2024 4:17 pm
To:
s 9(2)(a)
Cc:
s 9(2)(a)
s 9(2)(a)
s 9(2)(a)
Subject:
Saturday 18 May - AV team notes
Attachments:
Sat 18 May - Ops and info.pdf
Kia ora e te ma,
This is a message for all Takina / Te Papa events working on Saturday 18 05 2024
Thank you for your work tomorrow. Regarding the expected protest:
Tākina Events / Te Papa Events formally has a neutral posi on on the topic. Takina wish to con nue to ensure that
all staff have safe spaces to work in.
As per everyday:
Its another day at the office, relying on your regular professionalism as always
Please use designated Staff entrances
If desired, Security are to provide an escort to and from vehicles. Please iden fy yourself directly to a guard
on the day
Any ques ons – go up the foodchain and someone will escalate, resolve and respond to you.
A special Saturday 18 May group chat on Teams has been made for swi response. Please see the a ached doc for
event specific detail.
Thanks so much for your awesomeness team.
Ngā mihi,
s 9(2)
(a)
s 9(2)(a)
s
Tākina Events
9(2)
(a)
PO Box 467 │50 Cable Street, Wellington 6011
Email:
s 9(2)(a)
Mobile: +64 21 s 9(2)(a)
Talk to us about hosting your next event at Tākina or Te Papa
Find out more at takina.co.nz
1
Summary ops for Sat 18 05 2024
Friday, 17 May 2024
1:35 pm
1. Security Mandates:
• Te Papa Tongarewa Security wil oversee security for Takina, focusing on three
primary objectives:
○ Prevent harm and injury to persons.
○ Prevent damage and theft.
○ Prevent non-legitimate access to venues.
• Guards wil be present at both Takina and Te Papa, al managed by Te Papa
Tongarewa security.
• Uniformed police officers wil also be in attendance.
• Evacuation procedures remain in place as usual.
2. Delegates and Public:
• Entrance to the building and respective conferences wil proceed as usual.
• Al Takina events require tickets, and access to each floor is ticket-only,
overseen by security.
3. For You:
• Bring your ID card or designated contact to meet you at the entrance.
• Fol ow Te Papa Staff security advice in case of any incidents.
• You can leave at any time if you feel unsafe.
• Dress in civvies for entry/exit and non-branded show blacks for work.
• Strictly NO changes or updates to AV roles, gear, and provisions.
4. Handling Questions:
• Media inquiries: Contact [email address].
• Client inquiries: Assess the level of need and direct to floor supervisor ( s 9(2)(a)
) or the Saturday 18th Group Chat.
May 2024 Page 1
s 9(2)(a)
From:
s 9(2)(a)
Sent:
Friday, 17 May 2024 10:04 am
To:
s 9(2)(a)
s 9(2)(a)
s 9(2)(a)
Subject:
Re: Saturday staffing query Sat 18th May 2024
Ooh am collating all that right now :)
Paperwork incoming plus s
and I will see you at 1230
9(2)
(a)
Top man on site tomorrow is Andrew Dorrington GM of takina
No changes to tech will be incoming
Get Outlook for Android
From:
s 9(2)(a)
Sent: Friday, May 17, 2024 9:50:30 AM
To:
s 9(2)(a)
Subject: RE: Saturday staffing query Sat 18th May 2024
Ata mārie!
All sounds great!
Two quick Q’s before we see you at 1230:
Do you have a runsheet / programme?
Is there a TD / Pro-Co onsite tomorrow, or just s and s 9(2)(a)
9(2)
(a)
Ngā mihi
s 9(2)(a)
s 9(2)(a)
s 9(2)(a)
s 9(2)(a)
s 9(2)(a)
From:
s 9(2)(a)
Sent: Thursday, 16 May 2024 5:56 pm
To:
s 9(2)(a)
s 9(2)(a)
s 9(2) s 9(2)(a) < s 9(2)
s 9(2)(a)
tepapa.govt.nz>
(a)
(a)
Subject: Re: Saturday staffing query Sat 18th May 2024
Hi
s 9(2)(a)
1
1230 would be ideal actually with s 9(2) for set up?
(a)
90% of the set up is done. Is rolling over from the previous event, is just adding in
a quad ULXD kit for HH's / lapels.
s 9(2) from s 9(2)(a)
is also our casual staff member and our Vision op for this event...
(a)
I think he's coming to check his set up after 1600 though. There's no changes for
vision between the outgoing event and the incoming one other than media split
Quote is cool, let's figure out closing balance post event :)
s 9(2)(a) let's chat tomorrow about confirming PO higher than this to account for actual
final balance.
Maybe let's talk in the morning if that's easier?
s :)
9(2
)(a)
Get Outlook for Android
From:
s 9(2)(a)
s 9(2)(a)
s 9(2)(a)
Sent: Thursday, May 16, 2024 5:46:51 PM
To:
s 9(2)(a)
Subject: RE: Saturday staffing query Sat 18th May 2024
Kia ora s 9(2)
(a)
Thanks for your patience!
Here is the estimate for an audio operator and a media feed for Saturday.
I haven’t added any labour for tomorrow’s reset, but s and I will pop down tomorrow afternoon so he can patch
9(2)
the media feed and test mics, etc.
(a)
You mentioned you would be resetting between 1230-1700 – is there a good time in there for him to spend an hour
or 2 with the crew?
Ngā mihi
s 9(2)(a)
s 9(2)(a)
s 9(2)(a)
s 9(2)(a)
s 9(2)(a)
2
From:
s 9(2)(a)
s 9(2)(a)
>
Sent: Wednesday, 15 May 2024 4:54 pm
To:
s 9(2)(a)
s 9(2)(a)
s 9(2)(a)
Cc:
s 9(2)(a)
Subject: Re: Saturday staffing query Sat 18th May 2024
Fantastic! Thank you
s 9(2)(a)
and team s 9(2) :)
(a)
Very happy to confirm. Can we please raise a quote for this plus your media splitter.
Timing wise on Friday - we have from 1230pm onwards for this set up. Hoping to
finish before 5pm.
s 9(2)(a)
1. are you able to raise PO once quote is received and transmit through to
s 9(2)(a)
2. You and I and Craig will have a comms hui tomorrow for Saturday festivities.
3. Then you, me, and s 9(2) will compile that and create an event brief (let's use FF)
(a)
to send to
s 9(2)(a)
for her Operator (and s 9(2)
9(2)(a) for the day.
(a)
Happy days!
s 9(2)(a)
Get Outlook for Android
From:
s 9(2)(a)
s 9(2)(a)
s 9(2)(a)
s 9(2)(a)
Sent: Wednesday, May 15, 2024 4:44:46 PM
To:
s 9(2)(a)
Cc:
s 9(2)(a)
Subject: RE: Saturday staffing query Sat 18th May 2024
Hey s 9(2)(a)
Always a pleasure with you!
We would be happy to assist with this event on Saturday.
I can offer you an audio operator with an audio split for potential press feed, if needed.
Ideally, we’d come down on Friday for the reset and get acquainted with the setup, patch/test media feed. What
time is the reset on Friday?
Ngā mihi
s 9(2)(a)
3
s 9(2)(a)
s 9(2)(a)
s 9(2)(a)
s 9(2)(a)
From:
s 9(2)(a)
Sent: Wednesday, 15 May 2024 2:50 pm
To:
s 9(2)(a)
@s 9(2)(a)
Cc:
s 9(2)(a)
Subject: Saturday staffing query Sat 18th May 2024
Kia ora s 9(2)(a)
Always love talking with you mate
Nothing quite like a good problem to solve huh!
Recapping our convo so you and I have a papertrail:
We’re looking for an audio operator for an event this weekend, one that comes with a Trigger warning for content.
Shift Details:
0900-1700
1 x Audio Operator
Location: Rongomatane, Takina Level 1. Plenary room a-b-c joined
Ops will be preset on Friday afternoon.
Given the nature of this call out, happy for your tech to come take a look at set up on the Friday. We’lll be
flipping out of previous event from midday onwards.
Audio details:
Op @ FOH
Standard conferencing inputs – lectern
5 x HH’s
3 x Lapels
TBC Media split feed to back of room
Feed from vision incase embedded video
FOH desk is A&H sq7
Schedule details:
0900 call time – Meet s 9(2) stage door/loading dock for swipe access
(a)
1000 approx client arrival on site
1100 Doors
1200 Event start
1600 Event finish & Shut down begin
1700 End of shift
Trigger warning details:
There is potential for some religious, gender rights, and political content. I currently understand this
content to be rather right wing conservative leaning.
From social media we have gathered there may be community groups that intend to have a presence
outside of Takina on the day.
4
Our internal comms guide me that procedures and additional staff are in place to ensure staff safety and
will be communicated to us ahead of time. As a venue/collective entity we are obligated to remain neutral on topics,
and provide safe spaces for staff to uphold work.
Let me know how you get on. As we discussed I have also put forward a request to s 9(2)(a)
And – understand s 9(2) ’s needs to include gear hire when labour goes out. Maybe a solution exists that you and I
(a)
haven’t thought of.
Thanking you in advance
Ngā mihi,
s 9(2)
(a)
s 9(2)(a)
s 9(2)(a)
Tākina Events
PO Box 467 │50 Cable Street, Wellington 6011
Email:
s 9(2)(a)
Mobile: +64 21 s 9(2)(a)
Talk to us about hosting your next event at Tākina or Te Papa
Find out more at takina.co.nz
5
s 9(2)(a)
From:
s 9(2)(a)
Sent:
Friday, 17 May 2024 10:22 pm
To:
s 9(2)(a)
@gmail.com;
s 9(2)(a)
s 9(2)(a)
Craig Le
Quesne
Cc:
s 9(2)(a)
;
s 9(2)(a)
Subject:
s 9(2)(a) tomorrow- Recording query
Hi
s 9(2)(a)
Sorry to email so late.
Need to give you a heads up:
Client for tomorrow has become unpleasant very late today requesting a far larger set up than what
was agreed. (Imag, full capture and record etc). I believe things have calmed now however IF client
requests further tech:
The standard response is pretty straightforward and along these lines:
'sorry we're unable to provide that at this time, please take up discussion with your main contact'.
Their main contact has been escalated to Jake Downing.
There's no need to elaborate any deeper, they can all talk higher up. Let's just get on with our job
done, and do it well like I know you can.
Nothing will be added to the day.
Any AV directives will ONLY come to you from s 9(2) s 9(2)(a) or Craig LeQuesne or myself.
(a)
There are a number of Takina/Te Papa decision makers and staff both on site and in HQ all day to
support (and flank you if needed) all day.
Please keep these contact numbers confidential to yourselves. They are for the recipients of
this email ONLY:
- On site (upstairs from 0730) s 9(2)(a) s 9(2)(a) +64 s 9(2)(a)
- On all AV Comms (AV Ops all day) s 9(2) s 9(2)(a) +64
s 9(2)(a)
(a)
- in HQ (all day) Craig Le Quesne +64
s 9(2)(a)
@Craig: s 9(2)(a) number is +64
s 9(2)(a)
The other operator on site iss 9(2) from
s 9(2)(a)
His manager (offsite but on comms) is s 9(2)(a)
(a)
+642 s 9(2)(a)
And ya’ll know my work number: +64 s 9(2)(a)
Thank you everyone for your awesomeness, all day, every day.
s 9(2)(a)
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Excerpt of Tākina Cleaning Schedule - Proactively Released
b) Weekly
Ensure all ledges, skirting, sills, partitions, cabinets, doors, and door hardware are free of
dust build up.
Areas are cobweb free.
Toilet floors are scrubbed & machine buffed where applicable.
Areas behind toilet bowls are clean and free from dirt and dust build up.
Walls are damp wiped especially around hand driers, towels, pipes, and bins.
All kick/face plates on doors, door vents and ceiling vents are dust free.
Add 1 litre of water to each floor drain.
Vacuum or wet wipe ceiling extract grilles
c) Service crew – usually every 2 hours (or hourly on request)
Extra cleaning may be required during school holidays and when there are large events.
This will be communicated by Tākina Events and the WCC Facilities Representative and will
be “on a request basis.”
Clean spillages (This does not include spillages in the café these will remain the responsibility
of the café to clean up and if stain removal is required then they can ask for a price on
request for the cleaning staff to remedy)
Replenish toilet rolls, paper towels, and soap.
Remove rubbish to disposal point and change liners if required.
Spot clean mirrors, fixtures, fittings, doors, cubicles, glass, aluminium, light switches, wall
surfaces and tiles
Clean toilets and hand basins
Dry mop the floor and spot clean if necessary
Toilets
Room
Once a
Frequency
day
9am, 11am,
deep
1pm, 3pm and
clean in
5pm
morning
(On
request
for
Level
1,1M
and 2
Level
Kitchen Staff Toilets X3
2 hourly
0
Kitchen shower
Once a day
Exhibition Toilets x3
2 hourly if event on
Public Toilets near gold lift
2 hourly
Staff change rooms x2
Once a day
Cleaning and Related Services Specification for Tākina 2023
9 of 31
Excerpt of Tākina Cleaning Schedule - Proactively Released
Toilets
Room
Once a
Frequency
day
9am, 11am,
deep
1pm, 3pm and
clean in
5pm
morning
(On
request
for
Level
1,1M
and 2
Level
Public Toilets – dockway end
2 hourly if event on
1
Public toilets – and parent
2 hourly if event on
room
Level
staff toilets
2 hourly if
1A
event on
Level
Parents Room by Dockway
2 hourly if event on
2
Public Toilets by Dockway
2 hourly if event on
Toilets
Cleaning and Related Services Specification for Tākina 2023
10 of 31
Excerpt of Tākina Cleaning Schedule - Proactively Released
3. Staff Office Areas
These include the following areas.
Level 0
Reception
Uniform Store
Venues Office
For staff offices please keep disruptive work such as vacuuming, spot cleaning windows,
emptying bins and desks to be done before 8.00am or after 5pm.
When cleaning these spaces please do not touch or disturb equipment, items on desks or work
surfaces. Some offices may contain collection items so care must be taken. Please do not clean
whiteboards.
a) Daily
Spot vacuum/ static mop floor
Empty rubbish to disposal points and change liners when necessary. Clean and sanitise bin if
required.
Spot clean all vertical surfaces, fixtures, fittings, light switches, screens, cupboards columns,
doors and walls up to 2.4m as per Section 1.5, and ledges up to 1.8m as per Section 1.5.
b) Weekly
Vacuum all carpets/ carpet tiles. Take particular care in corners and under furniture. Please
take care to return furniture to its original position.
Wet mop hard floors
Damp dust surfaces such as light switches and swipe control access plates and surrounds,
fixtures and fittings, cupboards, ledges, and furniture
Clean kick/ face plates on doors
c) Monthly
Damp dust chairs and furniture legs and tops of furniture.
Dry dust printers and printer service areas units where accessible
Damp dust walls to 1.8m, skirtings and the top of partitions and doors
On request by Tākina Events Manager
Shampoo chairs and sofas
4.
Common Areas/Corridors/Goods Entrance/Rubbish Dock
This includes but is not limited to the following areas shown on the plan.
Level 0
Dockway – Goods lift Lobby, Dock A and B, Large Store 1 and 2.
Bin Room
Corridors
Cleaning and Related Services Specification for Tākina 2023
11 of 31
Document Outline
