2021 WAITANGI DAY
COMPLETION REPORT
This report relates to the event held at Historic Village.
Hosted by He Iwi Kotahi Tauranga Moana Charitable Trust.
EVENT: TAURANGA
REPORT PREPARED BY
MOANA WAITANGI DAY
BUSINESS SOLUTIONS LIMITED
FESTIVAL 2021
6th February, 2021
Historic Village, Tauranga
Project Team
10.00am - 4.00pm
e: [email address]
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2021 COMPLETION REPORT
2021 EVENT REVIEW
2021 REVIEW
2
MESSAGE FROM THE CHAIRMAN
0 Waitangi Day 2021 at the Historic Village was a joyous occasion replete with all
the good things that make it such a special national day.
Respect for our nation exemplified by the flag raising ceremony and the
2 singing of the national anthem; lots of great entertainment, workshops on the
treaty and other cultural skills; good food outlets and best of all a lovely sunny
1 day. The Trust is appreciative of all those who gave of their time to contribute to
the day which has set up a great platform for the event in the future.
Thank you too to our many sponsors who came on board with funding, in-
kind services, as well as friendly and obliging community support.
We were especially pleased with the koha collection taken at the gate which
raised over $2000 for the BOP dis-advantaged children programme.
PLANNING COMMITTEE
Trustees: Buddy Mikaere, Gordy Lockhart, Cynthia Hamel
Project Team:
, Business Solutions Ltd
Marketing/PR:
, Tuskany Marketing
Stage Manager:
, Audio Solutionz
TK Stage hire:
, The Kollective
Art Workshops:
, The Incubator
Ngati Ranganui Iwi: Historic Village: Blair Graham, Jessi Kotze
Waitangi History Q&A:
Te Kohinga Network
Parking Co-ordination:
, Maori Wardens
Association
First Aid Station:
, Business Solutions Ltd
Food & Vendor Manager:
, Eventz NZ
Event Managers: The Makers
Flag Raising Ceremony:
, NZ Navy
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2021 COMPLETION REPORT
SPONSORSHIP
2021 REVIEW
2 Congratulations to
who secured al the cash sponsors for the event and
the Project team who successful y secured funding.
0
SPONSORS AND FUNDER LIST:
PLATINUM
2 Tauriko Business Estate
Tauranga City Council
1 TECT
GOLDBay Trust
SILVER
Winstone Wal boards (GIB)
Ministry for Cultural & Heritage
Tuskany Marketing & PR
BRONZE
Zespri
Fulton HoganTakitimu North Link
GJ Gardiner
Hol and & Beckett Law
Classic Group
HERITAGE
Bay of Plenty Regional Council
Farmers
IN-KIND
Port of Tauranga
NGĀTI RANGINUI IWI SOCIETY
Tourism Bay of Plenty
Audio Solutionz
The Sun
The Kollective
Bay of Plenty District Health Board
Te Kohinga
Te Manu Toroa
The Incubator
Nga Mataapuna Oranga (NMO) with Whanau Ora
Historic Village
Te Wānanga o Aotearoa
Tauranga Maori Wardens
Cancer Society
Envirohub
Zee Markets
The Breeze
Royal NZ Navy
Bay Insurance
Uza Bus
.
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2021 COMPLETION REPORT
FINANCIAL ACCOUNTABILITY
INCOME
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2021 COMPLETION REPORT
EXPENSES
PROCESS
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2021 COMPLETION REPORT
BUDGET
INCOME vs EXPENSITURE
PROCESS
06
2021 COMPLETION REPORT
COMMUNICATIONS
Issues identified:
Some Village shop owners not aware of an event being held.
Confusion over final site map.
2
No signage plan.
Lack of communication to suppliers and attendees that the Kapa Haka was
cancelled.
0
Necessary documentation supplied late.
Lack of contact details for On-site event Manager.
Inability to get hold of the Event Managers a day out from the event.
2
Second MC pulled out late in programme.
1 Recommendations:
‘Terms and Conditions of entry’ at all main public entrance points (I.e. no
weapons, alcohol, drugs, smoking etc).
Village shop owners informed of the event 1-2 weeks prior to the event and
posters to be delivered to be displayed in shop windows.
Site map to be distributed 2 weeks prior to event and to include the whole
village.
Signage plan to be documented.
Event Managers to report to Project team directly.
Event Managers to supply all necessary documentation 2 weeks prior to
event date.
SIGNAGE
Issues Identified:
Roading signs were not placed clearly enough for the public to easily
identify.
No Event Covid-19 signage (QR barcode).
17th Ave Event sign not displayed.
Recommendations:
Site map for signage locations. Make sure the signage can be viewed easily
by the public.
Event Covid-19 barcode to be dispalyed at entry point.
Large event signage required (i.e. "Welcome to Waitangi Day").
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2021 COMPLETION REPORT
SECURITY
2021 REVIEW
2 Issues Identified:
A site vendor at the Men’s Shed gate was trying to stop stall holders entering via
0
that gate. Aegis Security resolved the matter when they arrived at 8.00am.
Recommendations:
2
‘Terms and Conditions of entry’ at all main public entrance points (I.e. no weapons,
alcohol, drugs, smoking etc).
1
Provided with a site map prior to the day.
EMERGENCY ASSEMBLY POINT
Issues Identified:
No emergency assembly point identified on Site Map .
Recommendations:
Emergency Assembly point added to event site map.
To make available a site map for the Health & Safety induction , with clear
instructions to the team where the emergency assembly points are.
Signage required, preferably two, directing to the assembly point.
LOST CHILDREN
There were no incidents to report.
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2021 COMPLETION REPORT
NOISE MANAGEMENT PLAN
2 Note: Mail drops were completed in the residential area near the Village.
0 Issues Identified:
2
Unclear as to whether St John had been notified of the event.
1 Recommendations:
Notify St John’s of potential high volumes of traffic in the area.
HEALTH & SAFETY
A health and safety plan was drafted by the Project team and completed by
Event Manager’s.
Issues Identified:
Older people had to walk quite a distance to the Main Entrance
No Event Covid-19 QR barcode displayed at event.
No Covid-19 cancellation procedure detailed.
Power cords were not tested/ tagged.
More shading required for public use.
SECURITY
Note: Aegis Security provided an eftpos/ cash-out service. Attendees
commented that it was very useful and it was utilised regularly throughout the
day.
Issues Identified:
Confusion as to where the eftpos facilities were.
Recommendations:
Another ‘cash-out’ sign on the green.
To have the eftpos facilities near merchandise and stalls.
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2021 COMPLETION REPORT
FIRST AID STATION
2021 REVIEW
Issues Identified:
An Incident Reporting form was created by Project team but not brought to
site. Regardless all incidents were recorded manually.
2
Public using the first aid station marquee for shading.
0
Recommendations:
Add the Incident Reporting form to the Inventory Checklist so that it is not
2
forgotten.
1
Injury Register: 06/02/21
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2021 COMPLETION REPORT
STAGE MANAGEMENT & MUSIC ARTIST’S
PERFORMANCES
There was a g
2
ood
0
line
2
up
1
of a
rt
R
ists t
E
hat
V
were
I
en
E
joye
W
d by al the attendees. The stage
management was wel managed despite a few hick up's with artists.
The performance by the children's local karate club was a highlight amongst attendees. The
navy's opening and closing of the event was an important part of the event.
2 Issues Identified:
0
National Anthem singer did not return for the closing session.
Late cancel ations by an preformer and the kapa haka group.
Unplanned acts intervened without the consent of the Stage Manager causing
2
programming issues.
Unable to reach the Event Managers the day before the event to alert them re the
change in the programme, this impacted on communication with other committee
1
members receiving the programme changes.
Recommendations:
The Stage Manager is to be consulted prior to any adjustments or changes being made
to the programme.
The Stage Manager may make minor changes at their discretion.
Contracts to be provided to secure artists.
Stage manager to have discretion to secure artists early.
More Māori performers on the main stage.
Co-MC inclusion of Te Reo
More of a focus on kids involvement and engagement at the event (I.e. Kids Kapa Haka
contest, face painting, kids competitions)
Kapa Haka instruction for those who don’t know, with ‘performance’ onstage.
Get attendees as involved in the main stage event.
INCUBATOR ARTS WORKSHOPS
The workshops were successful and at capacity with great feedback.
Issues Identified:
Feedback was received from the public that the workshops timings were
pushed forward and therefore they missed out on the activities.
Recommendations:
For all the groups to utilise posting up on the facebook page event rather than
the Iwi Kotahi FB page to create content.
It would be good to support some of our māori local business including
Moana FM.
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2021 COMPLETION REPORT
MARKETING
2021 REVIEW
2021
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2021 COMPLETION REPORT
MARKETING
2021 REVIEW
2021
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2021 COMPLETION REPORT
MARKETING
2021 REVIEW
2021
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2021 COMPLETION REPORT
MARKETING
2021 REVIEW
2021
Recommendations:
Photographer covering the entire village.
Programmes to be finalised 2 weeks out from the event.
Earlier promotion required.
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2021 COMPLETION REPORT
MAORI WARDENS - Traffic Management
2021 REVIEW
Issues Identified:
The Maori Wardens had requested the brief and site plan earlier but did not
2
receive the brief until 2-3 days prior to the event.
Interaction with those attending the event “on the road” became a safety
0
concern. Although Maori Wardens are known to many, they commented that
their interactions with whanau and friends became a safety concern due to
2
their working environment. Numerous people stopped to ask about the event
and other things, sometimes stopping in the middle of the road.
1
Traffic flow was relatively smooth on entering the event, although at times with
all the different nationalities, the language barrier got in the way, and some
advice was not taken up.
A few colleagues that work at the Hospital enquired about the programmes
offered. One attended with her family who were keen to know more about
the Treaty (originally from America). The other came with some of her fellow
countrywomen (Brazilian) to make poi and watch the kapa haka. They were
very disappointed the times had been moved forward for the workshop and
that the kapa haka didn’t happen at all.
The wardens would prefer to be a part of the event, felt displaced being on
the outside of it.
Public trying to access restricted gates instead of the Main Entrance ( older
people walking quite far).
Recommendations:
Send the brief earlier, a minimum of 1-2 weeks prior to the event.
Communication about change in programme schedule.
Include Maori Wardens in the event.
Have barriers & signage to direct and funnel public through the Main
Entrance.
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2021 COMPLETION REPORT
TE KOHINGA SEMINAR (Q & A)
2021 REVIEW
Approx
96 people attended the workshops.
Because of
commitment as a speaker at the Dawn Service he was not able to
2 be on site in time to set up our smal Marquee where had indicated on the site
plan. So I left this in the good hands of
&
who
0 quickly realized it would be in the way of the planned Naval group for the flag raising
and lowering. So with agreement from
they set up the marquee on the other side
of the stage, which was OK but not as we had hoped – to be immediately visible to
2 visitors coming and going.
It was good when we final y got on stage that
took control; our intention
1 was to ask questions and give some good prizes – but the crowd were not so
responsive.
I gave them a very brief Treaty history overview, then we invited children to come and
receive a copy of the excel ent children’s Chronicles of Paki, Treaty - History books from
Big Book Publishing, for their family. These stories were al strongly endorsed by
kaumatua from those iwi/hapu.
It was encouraging that several local school teachers came to our marquee and
acknowledged the high quality of these books for their students.
And the children responded very quickly as
cal ed them up; so we gave
about 40 free copies away @ $15 each, plus some other gifts and they had a very good
impact.
We also gave about 50 free bi-lingual (1814 – 2014) bicentenary NZ history booklets to
adults who came to our site.
also moved among the crowd giving out
information of the April 1840 Tauranga Moana Treaty signing and a brief summary of
the Battle of Gate Pa story.
If we commit to involvement in 2022, we would plan to invite local schools to take part
in a competition to produce a video of children enacting
play, Treaty
of Waitangi in Tauranga, 10th April 1840 signing.
Issues Identified:
Poor site location
Lack of communication around programme timing changes.
Recommendations:
A more visible site for the marquee - suggested a site plan layout for marquees
Education elements – recommendation for further emphasis on the educational
component of the Treaty Q & A
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2021 COMPLETION REPORT
FOOD VENDORS & STALL HOLDERS
2021 REVIEW
Issues Identified:
Stall holders were placed down the Village street and negatively impacted on
2
the 'flow' of the event.
Not all cables were certified test/tagged label
Late advertising from main event page
0
Some of the food stalls felt that they were separated from the village activity,
customers also mentioned this as well on the day. From the Incubator up it
2
did not look like there was anything up further than the green, it didn't appear
that there was as many people that congregated on the field like previous
1
years. Stalls would have been better in the carpark area so it was merged in
with the workshops and activities in the street.
The advertising wasn't as transparent as previously
The stall holders were not meant to be stationed down the street in the
Village. On-site event managers should have managed this issue and directed
stall holders to stay on the green and direct them with the site plan. Perhaps
stall holders should be issued a site plan.
Recommendations:
Better communication and direction required to ensure the Site Plan is
followed appropriately.
Ensure that stall holders have an updated site map of the correct entry
points.
Earlier communication
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2021 COMPLETION REPORT
HISTORIC VILLAGE VENUE
MANAGE 2
M 0
E 2
N 1T REVIEW
Gate count
3549 over the entire day.
TK VENUE MANAGEMENT
Note from
“It’s a great day that seems to becoming a real standout for Tauranga. The more
we do the more we improve. Better organised this year, but still with some
communciations issues on the day. 2022 will be even better.”
WASTE MANAGEMENT
2 Note from Contractor:
0 Council waste survey is for event organisers to fill out, not so much the waste
service provider.
2 Issued Identified:
Too many people communicating with one supplier.
1
Event Manager’s responsibility to fill out the TCC Council’s waste survey, not
the supplier’s.
Waste stations were too spread out through the village.
Recommendations:
Have ONE Trust email account to communicate to suppliers/ contractors.
A more central waste station area (and away from main stage).
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2021 COMPLETION REPORT
SHUTTLE BUS
2021 REVIE
Driver comments and our own observations:
W
Uzabus promoted the free shuttles via our website and Facebook page
2
Service operated 30-minute loops throughout the day.
First passengers boarded at 10:45, last passengers at 4:30 pm Shuttle pick-
0
up and drop-off locations worked well.
Passengers commented about the convenience of the service.
No mobility passengers were carried however having the wheelchair
2
accessible bus catered for this if needed.
Inbound passengers (
30) travelled between
10:45 and 1:15 pm.
1
Outbound passengers (
43) spread throughout the day with a peak of 17
around 1pm.
Passengers commented that they enjoyed the event.
Recommendations:
“The only other suggestion I can make is promoting the free Shuttles as
early as possible and, where possible, ensuring all media channels promote
the free bus (ie: Sun Media, eventfinda).”
PORTALOO FACILITIES
Issues Identified:
The Accessible Wheelchair toilet was located with the entrance facing out on
the Village Green (main event area) - It was moved by event volunteers so
that the entrance faced away from the event.
Recommendations:
Adher to the site plan.
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2021 COMPLETION REPORT
GALLERY
2021 REVIEW
2021
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