Meeting Minutes 2019
Diwali 2019 – Initial meeting 23/07
Date/time - Saturday 19th October; second choice 9th November
Location – The Square
Event principles - Keeping the historical and cultural and spiritual significance; Food; Lights
Event ideas –
• Community stage, performances
• Idea of projections of fireworks in place of actual fireworks?
• Coloured lights in trees and coloured lights on the CBD streetlights
• Indian music, DJ playing Hindi music
• Food - vegetarian, stalls and Indian food trucks
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• Indian radio and newspapers
• Idea about borrowing the Esplanade railway’s lights (s7(2)(a) Privac as a contact)
Wrap around programme ideas –
• 125 years Indian history in NZ photographic exhibition in the lead up and during the same week at the
Library (2-3 weeks total, including Local History Week – could connect to collection of relevant local s
Dutta tories?)
• Massey celebration – 8th October, student focused
• IPU celebration – date TBC
Next steps – confirm date (s7(2)(a) Privacy to look into Square availability and confirm back to group), think about budget
and funding, ful group to meet again within two weeks – confirmed
Tuesday 6th at 4.30, at MMC; community may
wish to correspond or meet separately prior to the next joint meeting
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Offer from s7(2)(a) Privacy (NSMM) to help with creative content for lights if going ah
to ead with projections
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Diwali Meeting 20th August
Present –s7(2)(a) Privacy
Remy Waldteufel-Irvine, Steph Velvin
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1. Started meeting with a discussion about the objectives of the event.
Agreed objective is multifaceted – to bring together Indian community for large combined Diwali celebration; to
have Diwali celebrated in public space and therefore facilitate connection with wider local community; and to create
a fun event that is also culturally appropriate.
2. Discussed representation and participation from various parts of the community in the event organisation
process.
Agreed that those who want to engage and participate have had and continue to have the opportunity to do so in a
variety of ways; we all need to make sure that we are doing our best to share information as widely as possible. CDIA
noted their August newsletter has information about the event and invitation for community to engage.
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Also acknowledged and agreed that the process may not be perfect this year, and it is something that we can refine
and learn from into the future; this event is a starting point.
3. Discussed and agreed event time. Will advertise start time at 5.30pm, with the official programme to
commence at 5.45pm. Event to finish by 9pm at the latest.
4. Discussed fireworks again. s7(2)(a) Privacy to follow this up and let PNCC and wider group know costs so a
decision can be made. This will impact overall budget.
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5. Discussed other event aspects:
Staging – community stage is $275, and is approx. 5x5m in performance space. PNCC have enquired and
received a quote for a larger stage, 8x7m. This will be about $4000. Again, it will impact overall budget, so it
wil need to be a col ective decision.
Decorations – s7(2)(a) Privacy has suggested she can do rangoli and there was discussion about tea light candles to
compliment this. We will talk to our H&S advisor and fire service about use of candles. s7(2)(a) Privacy to talk to
REACT about lanterns and other lighting decorations. Discussed stage decor and dias – to be confirmed.
MCs – Will try and find MCs from the community, preferably one female one male. Plan B is to contact radio
station for a paid MC.
Performers – Community to provide. Have had response from some community members, but these wil
need to be confirmed and further acts saught. Music should also be considered for in between, before/after
performances, to keep the vibe up.
General layout of event – agreed
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to
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Community stalls – agreed community will have some people wanting to sell sweets and other similar items
(leaving main food to food trucks).
Food trucks – Steph to follow up list of food trucks from previous events. Will request vegetarian only.
Projection – As per s7(2)(a) Privacy’s email, there will be an example display tomorrow
Friday 23 August from
6:30pm to 7:30pm in the
Central Library back al eyway.
6. After Party for International Students discussed – UCOL taking the lead on this, as an initiative to allow
international students to have a safe (alcohol free) event to continue the celebrations after this main event. Will
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be held at Snails, a venue in Cuba St, and details will be shared when available.
7. Action points confirmed:
s7(2)(a) Pr to follow up fireworks contact.
Al community groups involved to further investigate and confirm for next meeting where possible:
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•
A decision around stage size (bigger stage will mean cutting down on lighting/decorations/ability to
pay for an MC etc.)
•
Who would like to perform
•
Who would like to sell sweets, chai, other similar items
•
Possible MCs (not as urgent)
s7(2)(a) Privacy and Steph working on
•
Confirming Square bookings, investigating sound and lighting technician/s
•
Food trucks
•
Booking Council marquees, furniture and outdoor games
•
Projection mapping display
•
Liaison with REACT for lanterns
•
Liaison with Council re other couloured lighting options
•
Tentatively booking the Mayor
•
Health and safety plan
•
Comms plan
•
Updated budget and funding confirmation
8. Next meeting confirmed – Tuesday 3rd Sept, 5pm, at MMC.
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Diwali meeting 1/10
• Printing more posters, and organising poster run with s7(2)(a) Privacy
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• Hindu group’s stall activities – colouring competition, announcement on the stage for the 3 winners; creating
the clay diyas
• REACT lighting ideas – agreed these wil look good, should proceed.
• Rangoli – fill in the blanks approach. Could start with chalk outlines (Steph has chalk).
• Performance programme –
p
s7(2)(a) Priva
resented draft programme, with explanation of order. Need to add
opening speeches, national anthems x2, lighting the diyas (with rep from each association). Agreed iwi should be
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part of opening. Agreed following order of events:
MC brief intro
to
Rangitāne karakia and opening – 1 minute
Mayor speech – 1 minute
Community leader speech – s7(2)(a) Privacy suggested due to national role, TBC – 1 minute
MMC President – 1 minute
Lighting of the diyas – with a rep from each group involved
First item with the meaning of Diwali
First performance, and so on… - released
…. Then national anthems at the very end of the event to close.
• We should an email to the performers requesting their song information - wil give until the end of the week
for anyone else to enter their performance EOI. Then will make a call and restrict based on time available.
• Include MC in email list
• Projection on track, s7(2)(a) Privacy recording rangoli this Friday
• Fire service presentation – s7(2)(a) Privacy – from 7pm onwards until 9pm, family friendly fireworks area, can invite
people to light firecrackers if we do it safely with a cordoned off area. Crew will be present with the truck and a
cordoned off area – will be dependent on wind, not al owed sky rockets (nothing that aims and shoots) – BYO
small crackers that stick into the ground and sparklers only (not available for sale), anyone under the age of 16
will need to be accompanied by an adult; will need to have fire extinguishers present x2 (provided by Council).
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Bollards out and coned off area required for fire truck location. Will include an announcement on the MC
programme.
• Steph to book PNCC pigtails and cones and mark off carpark, fire service to bring tape.
• Steph to add section around volunteers to spreadsheet, including shifts and possible jobs
• MCing 1 plus 2
• s7(2)(a) Privacy – to source some students for henna
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Comms
Discussed poster – general y happy with the design and content, with a few edits:
• agreed with adding 2019;
• add Facebook event page for further information;
• add logos into the place holder
Wil share Facebook event when created (and co-host across to each where possible)
Noted wil put Rangoli as weather permitting on the FB event – someone please remind me if I forget this!
Steph to load onto EventFinda
Steph to print posters - wil print a bunch of A3s when logos received and poster finalised – s7(2)(a) Privacy or I will
send an email when they are ready to be collected from the Library;
Steph to put forward for community radio slot;
Steph to sort iSITE image
Event programme
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Happy with programme entries – good number and variety, think it will be plenty for the duration of event
Noting Satsang Mandali will do a display as a stall
s7(2)(a) Privacy suggested
s7(2)(a) Priva might be a good person to help to prepare the programme list – s7(2)(a) Privacy to speak
with
a
s7(2)(a) Priva
bout this
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s7(2)(a) Privacy suggested s7(2)(a) Privacy from Centrepoint for a stage manager – s7(2)(a) Privacy to follow up
Steph will communicate ASAP as to when music files for performances are required
Confirmed we need a closed marquee next to or behind the stage for changing and waiting – or use
MakerSpace as green room? TBC
Lighting of the diyas – discussed and decided LED tea lights to be inside the diyas, with the big one real flame
but moved to the side – CDIA to take responsibility for this element
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One representative from each group up on stage for lighting the diyas, including the Mayor
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Discussed who will MC – decided s7(2)(a) Privacy as the main MC, with support from s7(2)(a) Privacy friend (TBC?) and
s7(2)(a) Privacy and s7(2)(a) Privacy
Projection – agreed to shifting the stage to be on Library side of The Square; s7(2)(a) Privacy to gather contact from
people –
if you have content to submit, please liaise with s7(2)(a) Privacy
ASAP – she is in town on Friday 20th if required -
s7(2)(a) Privacy
Fireworks – the fire service going to come along to the event and engage with community, bringing a fire
truck; they have advised we can have a cordoned off area for people to bring some of their fireworks from home,
will need a volunteer from community to assist the fire service with this. Steph will look into first aid. s7(2)(a) Privacy to
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bring fire service along to next meeting to discuss further details.
s7(2)(a) Pr has spoked to police and they have confirmed that they wil have a presence at the event
Bhutanese will likely provide some items for the stage programme
Please continue to update this
Outside scope of request to confirm performances, stalls and activities.
Decorations
s7(2)(a) Privacy and Steph continuing to investigate lighting options
CDIA coordinating the decoration of the diyas area in front of stage
Community can do decorative displays in the small marquees, as well as stalls
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Food
Discussed the responses from food trucks registering interest
Confirmed only vegetarian allowed
UPDATE – Steph has heard back from Indian food truck in Wel ington who are happy to attend, so wil only
need
one other Indian food provider (note: having too many food trucks is a risk, we do not want to over-cater
to the point wh
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Meeting Minutes 2020
Ethnic Communities Development Fund - Diwali and Holi meeting – 6th July 2020
Present – reps from Satsang Mandali, Manawatū Multicultural Council, Central Districts Indian Association,
Manawatu Hindu Society, Massey University Students Association, PNCC and s7(2)(a) Privacy
Started with discussion of the purpose of the application, implications, how the delivery of events could
work, then discussed event ideas.
Generally, the group would like to celebrate Diwali with an evening event on a Saturday in The Square, with
a similar feel to the 2019 event but evelated with bigger elements, more attractions etc. as listed below
Dates for Diwali – 7th November 2020 celebration (14th November 2020 actual date); then actual dates are
4th Nov for 2021, and 24th October for 2022
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Holi 2021 celebration weekend of March 27th; then near 18th March 2022. Happy to have Holi included in
the application, agreed to increase previous two budgets by approx 20% for application and discuss details closer
to the time, but general y would be interested in more involvement.
Aspirations for future Diwali events, i.e. elements to include in budget/application –
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• Stage for performances – larger than 2019
• Fireworks
• Marquees, installed and with power (including space for restaurants to have stalls)
• Decorative lights – right around the surrounding streets in the CBD and in The Square
• Arena to be booked as indoor option Plan B
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• Bouncy castles and kids activities
• Bring in artists from across NZ to perform
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• Projection options – better/more impactful
• Flags for Broadway and other locations to advertise and celebrate
• Project to be managed/coordinated by PNCC, community to partner on creative decisions and
content delivery, as with 2019
• Noted attendance likely to be larger than last year, so will need to factor this in to bookings for
chairs etc.
• Would like a bigger area in terms of defined event space (define with marquees etc.)
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• Conclusion of the event to be more drawn out, with the option of going a bit longer with the music
(build this in to the schedule)
• Marquee for shelter, heaters for warmth, more chairs
• Diwali after party for students – keep this and include this in costing
• More dias, decorations and keep the sparkler lights
Next steps:
• Each group agreed to provide a support letter to PNCC for inclusion with the application by 17th
July.
• PNCC will then circulate draft application to groups, with an intent to submit the application to the
OEC by the end of July.
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• PNCC will then keep community groups updated as to progress of application, with a view to
meeting again in August to discuss event planning details.
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Meeting Minutes 2021
Diwali 2021 Meeting Notes
31 August
Online Meeting, 5.30pm
Present – s7(2)(a) Privacy
Steph, Luke, Melissa
1. Welcome
Steph welcomed everyone. New members to the group introduced themselves.
If anyone has been missed regarding the invitation to the meeting, can forward the meeting request to them
Action Item – Steph to invite the Ministry (a representative) to the meeting
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2. 2020 Diwali Recap
All files and notes were at PNCC office and because of Level 4 lockdown, unable to retrieve.
Luke could remember with most of the information, and what was missed was informed by the rest of the group.
Main points:
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• Rejig the performances – timings, when and who
• Closing Dance Party – look at getting a professional to finish the event (not just someone with a phone
playing songs)
• More marketing
• Fireworks – investigation into having them
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• More/increased food vendors
o s7(2)(a) Privacy was contacted by 2 food vendors to participate in this year’s celebrations.
to
o
Action Item – s7(2)(a) Pr
to send Melissa and Luke the details for the vendors
• Dedicated Marquee Space
o Need an extra marquee for this year’s celebrations (as well as the marquee from last year
• More info to food and stal holders on what can and can’t do.
o Use a form to collate information similar to the performance form
o Need to be set up ready for the sale to the public ½ hour before event starts. Designated bump in
time prior to that.
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o What equipment they wil be needing – tables, chairs etc
o
Action Item – Next meeting further discussion of small site fee for stall holders, and/or possible fee
for equipment (tables, chairs etc)
• Invitation sent out earlier to the community regarding performing at the event
• Site Plan – layout need to be planned to utilise the whole space
o Have a separate space for activities
• Event Time
o Date: Saturday 13th November
o Venue: The Square
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o Time: Open ‘gates’ 5.00pm, Official programme to begin 5.30pm
3. COVID and Events
Currently an ongoing working space, as they are resetting the COVID guidelines
What we do know:
• This event won’t proceed if we are above Level 1.
o Due to resourcing needed and the smal numbers al owed at one time (which is not able to be
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rolling)
• Luke and Mel are getting clarification around what is mandatory and what the requirements are at Level 1
o Recording Keeping – need further information about requirements
May be a financial aspect to this – may need to fence the whole site off and have designated
entry site to capture and record all participants.
If this is mandatory, it will have a financial impact on the event
• Currently looking at ways manage this process if necessary. Ideas we have been discussing are:
o Registering for Event tickets – Free tickets
Question is – what wil be the burden on us? May need volunteers on the day to help with
this requirement
Looking at if we can apply cheaper option(s) – ie fencing the area with hazard tape (and not
the fencing) … again will need futher clarification
o Otherwise will look like last year with sanitiser stations, QR Codes for entry and around the space
etc
• Current action will be to proceed with the planning until we get further details and clarification around
mandatory requirements and COVID levels
4. Budget
• Budget is $18,000 allocated PNCC funding (this is all PNCC funding inclusive of Community funding such as
Welcoming Communities)
• Not inclusive Ministry for Ethnic Communities funding
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• $18K is the complete total of funding received last year from all funding budgets, so any applications to the
Ministry will only be needed for added extras.
• Other funding applications to Ministry etc
o Last year the funding application was a joint application to apply for all the funding for all
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community events, following guidance from the Ministry
o Didn’t receive as much as requested as the Ministry had busy quarter and more applications, hence
not receiving the ful requested amount
• Application for 2021
o PNCC will still support the application process
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o Look at an application for each event if it is needed (not a joint application for all events)
• Event Extras
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o Wil need to look at other funding and/or charging for site fees/equipment etc.
o Ideas for extra event items that may require funding
Extra Marquee
Stage backdrop, stage decorations
Flags for around the square
Fireworks
o
Action Item – Everyone
- Next meeting to discuss further and confirm the extra items wanted for the
event, so that a funding application can be prepared if required
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o Fireworks
It is possible to look at other funding applications for this (i.e. MFEC)
Challenges with having fireworks are:
• Health & Safety (H&S) concerns
o Cannot have on the ground fireworks because of vicinity to site and
people. Space isn’t that big or space secured for fireworks so the risk is very
high
o PNCC H&S are not agreeable to this plan
o New Year’s Eve fireworks are possible because PNCC building is closed (not
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workers in building) and the fireworks are set off from the roof
o PNCC roof would be the preferred option
Challenge is building is not closed and has workers in it.
• Contractors who are within our budget and have the requisite pyrotechnic display
compliance certificate are in high demand with other events – Speedway, Guy Faukes
o Need to ensure they are available and we can get the required
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permits/licence and the fireworks from them
o
Action Item – Luke and Melissa –
continue to look at the challenges and get further clarity regarding use of the Council roof
top
Investigate what cold effect devices that could be used (ie sparkler devices used on the
stage)
Look at possibility of using smaller participatory effects like the sparklers for kids or other
options.
5. Food Vendors
• Festival to be Vegetarian event only.
• With regard to food vendors looking at the following hierarchy:
o Indian or Bhutanese, or other communities who celebrate Diwali, food with local providers
(commercial or community)
o Indian or Bhutanese, or other communities who celebrate Diwali, food from outside local region
(commercial)
o Other food providers (commercial)
• Food vendors to fill in a form to apply to be at the event
o Community stall – can include in main/savoury, not just sweets
o Came last year with food outside of the sweet/snack requirements, so knowing they will do this this
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year we wil ensure they can provide this with the correct food practices they need to adhere to.
• Needs to be an invitation to all relevant local restaurants to have the opportunity to be part of the festival as
food vendor
o
Action Item –Melissa –
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put together a list of relevant food businesses in palmy
Give this list to the group to vet
Once finalised send invitation and requisite form to the businesses to be able to
apply/express their interest
Luke and Melissa to review site and expected number of people to attend and come up with
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plan of how many food vendors wil be needed for the event for review by committee
• Food Vendors – update on who/what – Melissa
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o Food Truck – in preparation, Melissa had put feelers out for specifically Vegetarian and Vegan
trucks. The reply was from:
• Brahman Soul Food
• Dos Locos Tacos (can change their menu)
• Tacos Addicts (can change their menu, Wel ington)
• Chaiwalla (2 chai flavoured teas, iced chai, iced tea, mango lassi and change their menu
• Mao and Co (vegan dumplings and Vegan Noodles)
• Zaaffran (Moroccan – Wel ington)
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• Scoop Truck – 10 vegan flavours
• Fizz Bang Candy Floss
• Jean Jeanie’s Caramel Apples
•
Action Item – Melissa – Inform Food truck vendors of the application process and form, in conjunction with
the above action item once all items have been finalised
6. Activities SRC0326126
• Activities that worked well last year
o Working with the Library and the diyas
o Colouring In
o Painting
o Photo booth – need to be improved for this festival
o Lighting of the Diya – Traditional ceremony
LGOIMA Incorporate an electric/battery powered diya also to go with the traditional ceremony
Have the traditional oil lighting during the opening ceremony and have the electric diya
there also so that it is prominent throughout whole event
• Traditional oil lighting face challenges with wind etc and staying alight.
Action Item – Steph to looking to cost and ordering of electric diya
• What you would like to see this year
o Holding workshops before the event
Look at using city library
Action Item – Steph to connect s7(2)(a) P
with s7(2)(a) Privac
at the Library
o Offer the opportunity for the community to offer activities
Use form like food and performance – possibly a free site/no charge
o Carnival type game/activity
o Bouncy Castle
o s7(2)(a) Privacy – may be able to have a face painting stall, or volunteer. Not enough students for
performance(s) this year.
o
s7(2)(a) Privacy – will have performances
Send form when completed
• Diwali Festival of Lights Idea – Pitch from Melissa
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• Diwali is known as Festival of Lights. Create a unique Diwali Light Festival drawcard by way of lights
sculptures. Unique and different spin on a light festival
• Use LED Lights for the Sculpture
o Energy efficient
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o Reusable and
o Many shapes, forms and colours
• This could be strategicaly place around the event site (relative to power)
• Start small, build and grow the event with certain number of available sculpture sites for the first. Grow this
number annual y
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• Brief to go out to the community to get EOIs/Application to create a Diwali Light Sculpture
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Sculpture must have Diwali theme, for example, what Diwali means to the artist/creator
Have a plaque with the meaning behind the sculpture for the public to read and be part of
the community education process as wel .
Include what lights can be used
Have pictures in the brief of Diwali light sculptures for inspiration
• Other considerations from group
o Run workshops with the successful artists/groups prior to event regarding requirements and putting
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light sculpture together
o PNCC have two projectors and will be able to project images like at the event 2 years ago
•
Action Item – Luke – to look into images and programme for projectors
•
Action Item – Melissa –
o
Investigate design and requirements of brief to go out to community regarding light sculpture
opportunity
o
Investigate design, requirements and costs of workshop, date(s), venue(s), time(s) etc – to also from
part of the brief.
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7. Diwali Learnings – Informing and Educating the Wider Community
To discuss next meeting
Agenda items:
• What worked well from last year
• How and what do we want to do to inform and educate the wider community? What cultural learning do
you want people to take away?
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• What activities would be appropriate to share with the wider community
8. Site Plan
To discuss next meeting
• Site plan
9. Marketing
To discuss next meeting
• Including how to reach out to the community/target audience with regard to the forms
• What collateral (marketing materials) we will need
10. Event Sustainability, Growing the Event
To discuss next meeting
11. Next Meeting
Holding meeting at 3 weekly intervals
Date: 21st September
Time: 5.30pm
Venue: TBA - (meet in person) at Manawatu Multicultural Council (Hancock House), or Zoom Meeting – dependant
on COVID Alert Level
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LGOIMA
Diwali 2021 Meeting Notes
21 September
Online Meeting, 5.30pm
1. Welcome
Luke welcomed everyone. Apologies from
s7(2)(a) Priva
Action Item – Steph to invite the Ministry (a representative) to the meeting
Apology from s7(2)(a) Privacy from the Ministry of Ethnic Affairs. He wil attend the next meeting
2. COVID and Events
2.1 Update from Luke regarding COVID guidelines and the Record Keeping Requirements
There has been nothing more from the Central Government. Signing into an open air event still rests with the
person attending.
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We just need to ensure we have ample QR codes, sanitiser stations, and volunteers to enable people to sign in.
2.2 Discuss date with regard to COVID Levels.
• If the we are in level 2 or higher, the event wil need to cancelled. We need to let the vendors and
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performers know
o Deadline decided will be Thursday 29th October. IF we are not in level 1 the event will be cancelled
• Wet weather alternative venue (for level 1)
o Option 1: Arena would be the best alternate venue for space
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Brew days is on the same day. Will need to enquire if they have any available space
o Option 2: Convention Centre
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Get food trucks out the front. Venue is smal er, but would also expect a smal er crowd with
the wet weather
3. Budget
3.1 Event Extras discussion – Confirm the extra items wanted for the event so a funding application can be prepared
if required
• Banner – Welcoming Communities would be able to pay for a street banner, like the Lunar New Year
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Banner. o Banner to read “Happy Diwali”, “Festival of Lights”
o Bright Colours
Action Item – Melissa – Look at timeframe for design and booking in the banner to go up
3.2 Fireworks – Update from Luke and Melissa
• No fireworks this year
• At the debrief set a date to start the planning and conversations for the first meeting of 2022 (something like
6 months out from the event).
4. Food Vendors
4.1 List of Indian Food Businesses – attached
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• Group to vet the list
o Peacock Take away is closed
o Same owner Star of India, Spicy Indian and Namaste Bharat Indian
• Invitation to be sent to the businesses
o Wil send the invitation to al the businesses
o If there is an oversubscription of applications then wil look at the menu, variety etc to ensure the
event
LGOIMA has a great variety and coverage of food and drinks.
4.2 Food Vendor Numbers
• Looking at 6 food trucks and 10 community food stalls
• Melissa sent the Jot from to the food trucks she canvassed initially
• May be some chal enges – Brew day is on the same day. This was due to COVID and they postponed the
event to the same day
• Will keep you updated with respect to the number of applications received from commercial food
operators.
4.3 Food Vendor Application process – the Jot Form
• Jot form is live
o The form was sent out to people. Please send this form on to those who may be interested in
Performing
Sel ing Food
Activities – free or pay as you go.
Market stalls – spices, flowers, decorations, fan, jewellery, etc
Please send this form and a quick email to any contact you may have who may want to
attend and be part of the celebrations. And who may fit in with the site plan that will add to the
5 elements and corresponding senses design (see Agenda item 8)
o Notification of successful applicants if we are oversubscribed
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If we are oversubscribed, will look at what people are wanting to bring and how it fits with
Diwali and ensuring we have the right stalls and a good variety of stalls that contribute and tie in
with the Diwali and Indian culture and traditions
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5. Activities, Performances and Market Vendors
5.1 Update from Steph on the electric diyas
Electric Diyas – Currently Investigating what is out there. Thanks to
s7(2)(a) Priva who has already started the ball rolling and
sent in some links to electric diyas.
Mohan
5.2 Update from Melissa - Application process – the Jot Form
to
• Jot form details
o Registrations are out for all vendors to apply
Food
Activities
Performers
Stall holders
o Send these out far and wide to any groups or contacts. Looking to group the stal holders into the 5
elements and senses.
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o Please send the information to your contacts local and outside of the region. See the site map for
more details (and agenda item 8 details). Looking to build on the previous years and create further an
immersive event with colour, excitement and lots to see and do.
5.3 Update Holding Workshops before the event
• Update from s7(2)(a) P
Action Item – Steph to connect s7(2)(a) P
with s7(2)(a) Privac
at the Library
6.
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Festival Of Lights – Light Sculpture Idea, Projection of Images
1.
Update from Melissa
• Looking at a max of 8 sculptures
• Design and requirements of brief to go out to community regarding light sculpture opportunity. Wil be sent
to the group to forward to any contacts that may be interested. Going to use other networks to forward the
information out to the community including the arts sector
• If you would like Melissa to forward the information out, then just let Melissa know the contact details and
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she will do this.
• Draft documents are well under way and will hopefully be released week of the 27th as this will be a very
tight time frame.
• The workshops wil be confirmed (venue, times, dates). Successful applicants will have to go to at least 1
workshop, and have their sculpture tagged and tested to ensure it is safe and meets requirements.
o Our workshop techs wil be
a
s7(2)(a) Priv
nd s7(2)(a) Privacy (from the Regent).
h
s7(2)(a) Priv
as a very strong events and
theatre background dealing with lights and light tech, s7(2)(a) Privacy was working with the TSB Festival of
Lights for a number of years and Diwali in Wellington and other events.
• Design, requirements and costs of workshop, date(s), venue(s), time(s) etc – to also from part of the brief.
• Suggested to contact the Kimbolton Sculpture organizer as a way of spreading the word
Action Item – Melissa to investigate and make contact when documents are complete
6.2 Update from Luke – sites to project the images, and image content.
7. Diwali Learnings – Informing and Educating the Wider Community
There were other activities that contributed to the wider community learning about Diwali through speeches,
colouring, story telling. These al added to the event and the atmosphere.
To discuss further at the next meeting:
What cultural learning do you want people to take away, and what activities would be appropriate to share with the
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wider community
o Can we exhibit a deity and the ritual to impart to visitors a sense of a household and temple ritual?
o Kolam – Floor painting – to receive the deity?
o What short stories, movies could we put on a TV screen for people to watch in a loop (not the
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projectors, and if this is a possibility)?
o What can we do to give the wider community an immersive Diwali experience
8. Site Plan
Site plan (included after the notes)
• This is a rough site plan and will depend on the number of stalls, activities etc. We will have the space to
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push things up and not be as spread out if needed
• We are looking at the setting the quad up into groupings
to
o Taste – Food and Beverages
o Sound/Ether – song dance performers
o Smell – Spice markets, Flowers, incense, candles,etc
o Touch/Air – Fans, Clothing, Jugglers, Acrobats etc
o Sight /Fire and Form – Jewellery/Brass, Terracotta, wood, leather, stone, magicians, impersonators
etc
o Looking for stall vendors that include (but not limited too):
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Indian Jewel ery
Indian Clothing
• Cultural Group idea – to sell their jewellery, clothing etc they no longer want or
need
Indian spices – spice market
Indian flowers, decorations etc
Flowers, incense, candles
Anything to do with wood, stone, terracotta that would compliment the Diwali event
o Melissa is happy to contact them if you would like, so feel free to send through any contacts.
•
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9. Marketing
9.1 What collateral (marketing materials) we will need – Melissa to lead
Electric Diyas – Investigating what is out there. Thanks to
w
s7(2)(a) Priva
ho has already started the ball rolling and sent in
some links to electric diyas.
We have a new Comms person starting with us, so we wil have discussion with them and report back on the Comms
plan at the next meeting. We have outlines the usual request, and will discuss what other materials we can get
designed.
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10. Event Sustainability, Growing the Event
10.1 Event Survey and info graphics – Update from Melissa
• Developing a survey for people to attend to get data on the event to use for looking at growth over time. It
will also look at the social benefits, and not just the hard economics.
• This information will also be used for funding purposes, adding weight to the applications with stats and
information
• Looking at getting ipads for people to fill in a questionnaire, and some info graphic so we can have a quick
response on certain issues/questions for those who do not want to complete a questionnaire.
• To entice people to fill in the questionnaire, there will be a prize attached. They will go into the draw to win
a prize. It will be for complete surveys only.
10.2 Event Sustainability and growth
• The site map plan – this idea is designed to allow that future growth by being able to push into to make it a
cosier event, or expand out using the ful quad
• Hoping that we can build on the event each year to add to the 5 elements and senses to create that
authentic experience
• By building the light sculptures and looking at how we can further compliment the “Festival of Lights” will
give the event a unique interpretation and position on the current Festivals using light sculptures within NZ.
11. Other
Stage decorations
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• Same as last year. Can bring your own decoration to help with decorating the stage.
DJ • Have contacted one, who cannot attend. Have another contact to ask
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• s7(2)(a) has details of a DJ. Will forward Melissa the details. Melissa to contact.
MC • Need someone who is a pro at MCing events, so that this person anchors the event, and main person.
• The second MC could be a younger member, youth or someone wanting to upskil and help with public
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performance and speaking.
• Work together to bring that professional element to the event to
Invitation to the High Commissioner
• s7(2)(a) Privacy was looking at contacting the Indian High Commissioner to attend the event. There is the Consulate
of India in Auckland and the High Commission of India in Wel ington. Should contact both of these with an
invitation attend the event.
12. Next Meeting
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Date: 12 October
Time: 5.30pm
Venue: If in level 1 will be at MMC at Hancock House, otherwise Zoom meeting again. Will confirm closer to the
date. Meeting invite wil be sent out.
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Diwali 2021 Meeting Notes
12 October
Online Meeting, 5.30pm
1. COVID and Events
2.1 Update from Melissa regarding COVID guidelines.
There have been recent updates to the COVID guidelines regarding events
• Everyone must stay 1m apart. This wil determine the number of people who can attend.
• If an event is outdoors but not at a facility (eg event in a park, a parade, or a marathon) this is limited to 100
people
• If you are providing food and drinks everyone must be seated to be served.
• Alternative venues have been looked at. The Arena was already booked and not available. The convention
Centre Ellwood Room is available. This would be suited to performances, but with regard to food, it would not
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be an ideal venue. And we would be limited with numbers who would be able to attend, as the 100 limit would
also include performers.
2. Cancellation of Event Date
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The information from the COVID update turned to a discussion regarding the cancel ation of the event.
• Original date to determine if the Diwali was to continue was Thursday 28 October
• Member felt that with the continued lockdowns and with the continued outbreaks, it would be better to
cancel the event earlier rather than later. By making the call earlier it would allow the performers, food vendors
and community groups more certainty.
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• General feeling was that under the current restrictions, Diwali would not be able to celebrated in the spirit
Diwali should be celebrated with the community. The limitations would not allow for a vibrant and fun event,
to
and it would be challenging regarding keeping social distancing with the dance party at the end of the event (and
it is also a highlight of the event).
• Decided that we would meet and decide if we would continue with Diwali after the announcement on
Monday 18 October at 5.30pm
With regard to the event budget
• Diwali has an annual event budget
• While the funds can not be rolled over from this year to add to the budget for next year, we would be able
to make some purchases for decorations for next year.
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• With regard to suppliers, we will lose some deposits. But this has been factored into this COVID
environment, and is expected. And if the event is cancelled, this will be minimal due to the timeframes and
stated terms and conditions.
• A small porting of the event budget will be able to go towards Holi Festival
3. Update on Stal s, Food and Performances
To date we have the following applications:
• 21 performances
• 3 community activities
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• 1 commercial market stall – clothing
• 3 community food stalls
• 6 commercial food stalls
• 1 light sculpture application
4. Other
We have the flags ordered and these wil be put up around the square for Diwali celebrations, regardless if the event
goes ahead or no
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Thank you to everyone for their input into the flags. They will be a great asset in celebrating Diwali.
The design of the flags would also form part of the posters and other collateral so that the designs and branding are
consistent, and when you see them you will know it is Diwali.
5. Next Meeting
Date: 18 October
Time: 5.30pm
Venue: Team Meeting
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Diwali 2021 Meeting Notes
18 October
Online Meeting, 5.30pm
1. COVID and Events
Fol owing the announcement there has been no change to COVID Level or guidelines with respect to COVID
restrictions.
As a result, the committee decided by majority that the event wil be cancelled.
Melissa will let all applicants for stalls, food, and activities know the event is cancelled. And all suppliers regarding
bookings for event infrastructure.
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Will look to meet earlier in 2022 to start the planning and discussions.
Have a meeting in 2 weeks to discuss what decorations would like to purchase for next year
ACTION ITEM – everyone to have a think and have some ideas for decorations to discuss. Dutta
2022 Diwali date is Monday 24 October. This fal s on the long weekend. Look at having Diwali in the Square the
following Saturday 29 October
Melissa will book in the date, and report back at next meeting if the space is booked.
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Holi Festival – will look to start the planning for Holi Festival. Date for 2022 is Saturday 19 March. For Holi meeting
to
keep in mind the Friday night event worked very well. Should consider the Friday and Friday night again.
Wil be unable to have on the day as because of Esplanade Day is on the 20 March, and most of the equipment,
staging and food trucks etc are booked in for that.
Wil need to decide on another date. Following Friday and Saturday is the 25 and 26 March.
Discussion to be continued at the Diwali Meeting.
2. Next Meeting
Date: 2 November
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Time: 5.30pm
Venue: Team Meeting
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Diwali 2022 Meeting Notes
Updates from Diwali Planning Meeting 1 on 27th July
In person and teams meeting at 5:30 pm in Committee Room 1
Meeting started 10 minutes late due to technical issues to connect teams. The group took that
time for an informal introduction.
s7(2)(a) Privacy
met with Melissa on 2 August to discuss the meeting. The below
points in blue are from Melissa, so that the group does not have to rehash the meeting and can
spend more time on discussing the more important points
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Venue, lighting, screens
• Discussion on the venue with an understanding that it will be
The Square. T
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suggested Arena Manawatu as a plan B option in case of rain.
o The Square has been booked.
o Currently we have a wet weather alternative. Fly Palmy Arena has been booked.
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There is a risk here. It is a tentative booking because of budget constraints
– there is no budget to pay for all infrastructure and to book and pay for
to
Fly Palmy should we not need it. Should there be a event that is looking
the book Fly Palmy Area, they will let us know, but will take this confirmed
booking.
• There wasn’t enough lighting previously so group wanted to make sure that there is
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enough lighting in particular around the stalls. There were enough power outlets but not
sufficient lighting.
o Melissa will talk with the marquees company and organise lighting for the
marquees and will report back.
• Stage size was good last time, but a bigger stage (if possible) would be appreciated by
the group. “the bigger the better
�
�” s7(2)(a) Privacy
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o The current stage is 8m x 7m. The next stage up is 12.5 x 7.7. The cost of this
stage, audio lighting is approx. $20-25K goes well beyond the budget costs.
• Sparklers at both sides of the stage would be highly appreciated by the community.
o The cold effects fireworks have already been included as part of the sound and
LGOIMA lighting for the stage.
• The group suggested screens to live broadcast the stage performances. People had
trouble viewing the performances previously.
o Again, this is a cost of approximately $5k, and currently outside the budget.
• Event time: there was a bit of discussion around time but s7(2)(a) Privacy suggested to decide the
time after seeing the interest in performances.
o The runsheet will depend on the number of performers received from the
community. It is suggested that the event opens at (for example) 5.30pm (playing
canned music in the background), with the official dignitary welcome at 6.00pm
or 6.15pm. This gives people time to get to the event, and will allow the dignitary
to speak to a crowd, then can look at rest of the programme
• There was a discussion if they need more chairs. No agreement on this yet. 17/10/25
• Photo both for Diwali theme would be great where people can get FREE photos.
o Free photos cost too much, but the digital options are cheaper – email the photo,
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air drop it your phone etc. Can discuss this further and show you the units.
Children Play Area
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• Play area for children need to be doubled comparing to the last time.
o If you are wanting more area, where marquees
to are concerned this would mean
more cost
o What are you ideas on the set up
• Group asked for bouncy castle in the kids play area.
o It has already been booked along with
Photobooth and 360 camera
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• Colouring-painting, clay
diya activities for children –
Manawatu Hindu Society • Adrian offered library staff help in community lead children activities.
Food
• Commercial stalls –
Melissa to organise
o I have the details of those who applied last year and event previous to that. There
was also the business list and invitation developed last year to ask if they would
like to take part.
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o I can show you these at the next meeting.
• All food ‘vegetarian only’.
• Group suggested that PNCC send a Google form to the stall holders that CLEARLY ask
group equipment needs. For example, how many tables, space, power outlets they need.
a
s7(2)(a) Privac
lso suggested to add a minimum charge on equipment/table hire.
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o This is part of the jot form and I will review this for this year.
• Community Stalls – s7(2)(a) Privacy
to contact community members and pass the interested stall
holders to s7(2)(a) Privacy
(Stephanie has food stalls lists already that can be used to reach
people)
o Melissa has all the contacts from last year and will be responsible for the jot form
collation, the site plan, and ensuring we have the required marquee space, the
electrician is informed of the requirements and can do the checks etc. So if you
can forward these details to Melissa as well that would be greatly appreciated.
• Previously, 4 community stalls were done in one tent, so this year if the number of tents
could be increased?
o The marquees will be worked out on space needed. If more marquees are needed,
then this will be an increased cost, and will need to be taken into consideration
• Community and commercial stalls to held separately
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o The community groups will be in under the marquee and the commercial stall
will be outside of this, but they will form part of the taste area.
This is the site plan developed for 2021. This is on large not to scale. Depending on the
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number of food stalls, activity and retail stalls will depend on the number of marquees
needed. This number will also dictate what space is needed in terms of the site design. We
will not spread out across the square if there are small numbers, but push the design up
toward the stage. By have a large spread out area it will make the event look small and like
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no one is attending/the event must not be very good. So we want to space to be engaging
and filled with people.
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Fireworks
• The group asked about the fireworks and as Melissa suggested, I gave them the option
of laser light show. The group is happy to do the laser light show but they also interested
to do sparklers too. The idea of projections was also discussed.
Melissa to respond to
all of these.
o Several challenges with fireworks
Cost – same as the Laser Light show – it is not in the budget. Will require
additional funding
Setting off – will not be able to be set off in the Square, or on top of the
Council building as we are working
• New Year’s Fireworks are able to be set off from here as there is a
mandatory shut down with the majority of Council Staff are away
on leave and the risk is minimised. The Health & Safety Team are
happy this can be managed appropriately with only a skeleton staff
being in the building.
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Environment challenges
• Councils strategic position of being an eco City
• The safety issues around animals – domestic cats and dogs, farm
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animals etc.
Fireworks are being phased out in leiu of other environmentally and animal
welfare friendly alternatives.
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o Laser Light Show
to
Cost – will need additional funding, as not currently in the budget
More bang for your buck as it is audio and visual and give participants a
more of an experience
If we make this as the start to the dance party, it will be amazing and get
everyone hyped and on their feet
I can show you some examples the light design at the next meeting
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I think this would be more favourable for sponsorship and funding
initiatives for the years to come
o Projection
I am working with another party regarding projection on the clock tower
as part of the celebrations
Will need to discuss appropriate music, pictures, licensing etc
o Funding
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Will need to be umbrellaed by one of the local community organisations
• We will write the application and be able to acquit it for that
organisation
o
Next Meeting to do – have examples of the lights show and music, show the
rough design from Flying Pictures,
LGOIMA Get a list banging music tracks to be given to the light show people for he
show
Have a list of possible funding initiatives and timeframes etc for the
discussion
Sparklers
• Can be done, will need two volunteers (minimum) to implement and execute this.
o H&S around the lighting of the sparklers, the hot sticks, making sure used
in the correct way, after the sparkles have gone they will need to be
disposed of safely (as they are hot) and dangerous if thrown on the ground.
o Will need to look at how many sparklers will be needed? Cost etc.
o A time and place for the activity in the programme.
Invitations
• Priest for initial prayers -
Manawatu Hindu Society • Mayors, leaders – Steph has list from last years-invitations to be sent out by PNCC
• Indian High Commissioner – invitation to be sent out by PNCC
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o Melissa is working with Gabrielle who is the International Relations Manager.
Gabrielle would like contact the following diplomats from these embassies, as
they celebrate Diwali in their country:
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India, Singapore, Malaysia, Nepal, Fiji, Indonesia and Sri Lanka
o Will also need to think about who from the community will host these diplomats
at the event, possibly prior to the event. So that they have that connection and
someone to talk to them about the event, Palmy, the community etc etc.
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o
Next Meeting to do – Confirm the committee is happy with inviting all or certain
diplomats from the above list
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Equipment
• Electric diyas- PNCC purchased some diya previously- check if they are still there?
o They were not purchased due to the cancellation of the event.
o There was investigations regarding electric diya, because the ones identified are
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only 360cm or less tall. And on the stage, this will not have very much presence.
o To date have been unsuccessful in getting large diya for the stage
o Melissa and s7(2)(a) Privacy had a conversation regarding the larger traditional diya, to use
led light strand to wrap around one (if there are two or more), so that will be have
a better presence and effect on the stage.
• Diya stand- Manawatu Hindu Society can provide diya stand.
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Advertising/marketing
• Group is very happy to use the previous poster with change of dates etc.
• Big screen on i-site to be used to promote the event
• 3X Diwali banners to go on Rangitikei, Broadway and (perhaps) Church street?
o Last year we got the flags that go around the square. I was unaware of any street
LGOIMA banners. But will look into it and have information at the next meeting
• If there could be small Diwali flags/banners to go on poles that would be great.
o These were the flags that were put up for last year with the radio message.
• A3 posters to disseminate to Indian businesses. It would be good if posters get ready 3,
4 weeks before the event.
o I will be speaking with Marketing on Comms on the 4 Aug and will have that
information at the next meeting, in terms of release dates for all materials
including
Performances
• PNCC send an email to the community asking their interest in performances. It could
be done via google form (or drop form) asking how long performance will be, name of
the leader, number of performances etc. s7(2)(a) Privacy suggested to follow similar form format
to one Festival of Cultures.
o Yes this is being done for Food, performances, activities and other stalls
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o I can give you an update on this at the next meeting and will arrange to show the
document if needed.
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• Local talent should be promoted.
• Last year DJ/dance party was hit but there was trouble when people playing music of
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their own choices-lots of confusion.
o Last year was cancelled, but we were sourcing a
to DJ for the dance party, and doing
this again.
o We are looking at extending the time of the event, so that the community can
celebrate more with the dance party. As the feed back from last years meetings
were that half an hour was too short
So depending on community content for performers etc, tentatively looking
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at 5.30pm open with 10.00pm close
o If you have any local contacts (ideally first preference) or DJs outside of the
region (who are actual DJs), we will be looking to engage them to be part of the
event.
• IPU offered Japanese drum performance in case Indian community wants to. They also
offered support to hold the event.
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o They will be able to fill in the jot form, and it will be up to the committee to
decide if this is appropriate for the programme.
Next Meeting
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• The group suggested next meting to be on 1st of September 2022 at 5:30pm.
Questions for 1st September meeting
• To get a banner made is normally s7(2)(b)(ii) Third Party Commercial
We normally use s7(2)(a) Privacy from Bacbou Solutions.
This will be deducted from your budget. Are you needing banners?
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Diwali Planning Meeting 2
Thursday 1st September 5:30pm- 7:30pm
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1. Venue:
• The venue for the Diwali celebration will be The Square.
2. Stalls
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• Melissa has the list of those who registered last year pre-cancellation
• For this year it is agreed that free stalls will be offered to the community stall holders in order to
to
encourage participation. Commercial stalls will be charged $100.
• In the jot forms, the stall holders will need to clearly specify the equipment they need. If the
equipment needed is not specified, particularly cooking equipment etc. the stall holders may not be
allowed to have them.
• There is going to be a cost associated with providing tables and chairs. $10 per table and $5 per
chair.
• Food must be vegetarian.
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→ Next Step: jot forms to be sent to the community members.
3. The Jot form
• The forms are intended for the community and commercial vendors to express their interest in
participating in stalls.
• PNCC will share the link for the jot form with the group, who will pass it on to their community
members.
→ Next Step: jot forms collated and presented the community members for successful/unsuccessful.
→ Names of the past stall holders to be pa
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4. UCOL – Work Hub involvement, Clock Tower Projection
• This will be carried out by the design students from UCOL.
→ Community to please send through links, images, descriptions of the types of pictures etc that are
appropriate to display on the clock tower as part of the projection.
Deadline for this is Friday 9th September.
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• UCOL students will then present their draft projection to committee for approval.
5. Laser Light Show
• Flying Pictures Laser Show Systems will be doing the laser light show.
6. Clock Tower Silhouettes
• This depends on the budget. Melissa will be working with the library and blueprint to come out with
the silhouettes. Designs will be based on the same as the ones used for projection. The group was in
favour of the idea if the budget allows.
7. Electric Diya 30cm tall
• As 30cm Diya is too small for an 8m stage, it was decided to go with what was done in the previous
years.
• PNCC has purchased Diwali decorations and
w
s7(2)(a) Privacy
ill share the pictures of the decorations with
s7(2)(a) Privacy as they will coordinate the stage and Diya platform decorations.
8. Invitations
• Gabrielle Nguyen (PNCC International Relations Manager) will contact diplomats from India,
Singapore, Malaysia, Nepal, Fiji, Indonesia and Sri Lanka, along with Mayor and MP Tangi Utikere
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for the event.
• The community will need to have discussions and see who is available to host the ambassadors and
welcome them on the day.
• Group would also like the Minister for Ethnic Communities to be invited to the event too.
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→ Electronic invites will be sent out by Council
9. Banners
• Flags from previous years will be used.
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• Group would like to have a banner this year too; agreed design should align with flags.
• This will be paid from Welcoming Communities budget. to
→ Melissa will be in touch with the designers and see if this is doable in timeframes for this year.
10. Marketing
→ Your community Group Logos: please send through your high-resolution logos (we want to make
sure we have the most up to date logos for the designers), that will be placed on the poster.
Deadline
for this is Friday 9th September.
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11. DJ
• Melissa will be contacting a DJ from Wellington and see if they are available.
• If the group has anyone in mind, please let Somayyeh know.
12. Programme Content
• The content of the program depends on the interest received from the community.
•
f
s7(2)(a) Privac
rom the Shree Dance Academy will oversee the performances.
13. Other general discussion points
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• Manawatu Hindu Society and Manawatu Telug Association will provide volunteers for the sparklers.
Melissa will investigate purchasing the sparklers.
• A professional Master of Ceremony is needed for the event. The group suggested s7(2)(a) Privacy.
→ s7(2)(a) Privacy will contact s7(2)(a) Privacy If she is available and would like to MC, then details will be given to
Melissa and Somayyeh to coordinate this.
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Next meeting Thursday 22nd September, 5:30pm at PNCC.
Diwali Meeting Minutes
Thursday 22nd Sept 5:30pm
•
UCOL presentation: s7(2)(a) Privacy and
fr
s7(2)(a) Priv
om UCOL presented their concepts and the type of images which
wil be used for Clock Tower projection to the committee. Group was happy with the concept and
suggested appropriate images which can be used. s7(2)(a) Privacy and
ha
s7(2)(a) Priv
ve noted down the suggestions.
•
Update on Clock Tower Silhouettes: unfortunately, it is a no for this year due to budget. 17/10/25
•
Marketing items
Poster: group was happy with the design; however Manawatu Telugu Association logo was missing.
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Committee has not decided on the IPU logo either.
Action: Somayyeh to pass the Manawatu Telugu Association logo to Melissa. Also to contact IPU and
seek information from them regarding whether they would like to be involved in the Diwali
Celebrations?
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Banner: 60/40 at this stage – s7(2)(b)(ii) Third Party Commercial, then wil see if they can push
it and wil get a quote through asap. Designers working on prelim
to inaries so it can be done if we get the
yes.
Action: we wil have an answer for our next meeting.
•
Invitations:
Invitations have been sent to
o Ambassadors for India, Singapo
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re, Malaysia, Nepal, Fiji, Indonesia, and Sri Lanka
o Minister for Ethnic Communities, Hon Priyanca Radhakrishnan
o MP Tangi Utikere
o Mayor
o Councillors will also be informed of the event, but not have an official invite like the Mayor
RSVPs for the invitations wil be received by the 14th October.
•
Jot Forms:
38 email have been sent to past applic
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We are looking to attract 7000-7500 people (last Diwali was approx. 6000). With the funding for the
laser light show, we need to attract overnight visitors, so social media wil be targeting those within 1
½ hour drive radius.
Number of applications received so far:
Stalls- Food
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3 commercial food stall
0 Community Food stalls
Market/Retail
1 commercial market food stall
1 community market food stall
Activity
2 Activity Stalls
Performances
7 performance = 32 minutes of programming
Action:
We are going to need more stal s, activities and retail/market.
Who else can we contact? Do you know anyone who could provide?
o Flowers
o Incense
o Candles – are there any favourite candles/scents that they could make in the Diwali theme
o Spices
o Jewellery
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o Clothing
If you know anyone, please provide them with the Jot Form Links and get them to apply.
•
DJ: s7(2)(a) Privacy
. The committee is happy for PNCC to
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contact s7(2)(a) Privacy to be the DJ at the event.
•
MC: No MC as of yet. s7(2)(a) Privacy is happy to be the MC. Committee has also suggested
to
s7(2)(a) Privac
o.
Action: Committee wil contact others and see if anyone is interested. They wil pass the names of the
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interested party to PNCC. Somayyeh will contact
an
s7(2)(a) Privac
d see if he is available.
to
•
Sparklers
o Purchasing fireworks is specific to week leading up to Guy Fawkes. We are outside of this
timeframe.
o Therefore, we have to go through an approved fireworks provider to buy the sparklers and
have an approved pyrotechnic to be there for them
- released
o Contacted the Kairanga Lions who can purchase and has the certification to run the event
o Is a work in progress and wil depend on budget, and ensuring we can get the sparklers from
the Fireworks people.
o Cost for s7(2)(b)(ii) Third Party Commercialinc GST), and there will be time for the Lions. Currently looking
at 500 sparklers.
•
Other general discussion points
o Budget and Costs
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Stage, Audio and lighting, stage effect and marquees are the biggest costs and have
increased again this year.
Melissa is looking at where she can make savings, as we are over budget with essential
items to be added (Security, Waste Management)
Looking at different providers for the marquees as for the moment demand is quite
low. The marquee provider is from Wel ington and may not be worth them coming if
LGOIMA the demand is small. Other local providers costs were more expensive (than
Wellington) due to rates for pull down on weekends. This means that if we were to
use them, then we would need to pay extra costs in security. Also will be looking at
what savings can be made with regard to the non-essential item (ie Spin video booth)
Once we know the marquee situation, then we can look at the budget and see where
we can cut costs
Meeting for finalising everything on Tuesday 4th October, 5:30pm at PNCC.
Diwali Meeting Minutes
Tuesday 4th October 5:30 pm
•
IPU: IPU is happy to provide us with 2-3 student volunteers to help with face painting and etc on
17/10/25
the day.
ACTION: IPU will let Somayyeh know the number of student volunteers and their available times.
Dutta
•
Poster: committee was happy with the poster and they have approved it.
ACTION: PNCC wil share the poster with the group and they can distribute it within their
community.
•
Update on banner: Welcoming Community is happy with the quote and work has been started on
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the design.
to
ACTION: the design wil be sent through to the group and once it has been approved PNCC wil put
it up.
•
Update on jot forms:
Stalls-food, market, retail, activity
Performances – currently 16. s7(2)(a) Priva would like to see if we can get 20 performances for the
programme
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Food trucks and Community Food Vendors - With expected crowd numbers we need more food
trucks to participate and community food vendors.
Currently have 5 commercial food truck, 1 community food vendor
Activity Stalls – have two - Dressing in a Sari and the colouring in and Diya clay making
competitions
Retail stalls – 1 community stall and 1 commercial stall
ACTION: the committee will approach more people in the community.
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PNCC wil keep the Jot Forms open until 10th October.
Links to the jot forms are:
Performance Application Form - https://form.jotform.com/222477416702859
Food Stall Application Form - https://form.jotform.com/222478284757873
Market & Activity Stall Form - https://form.jotform.com/222481103780853
LGOIMA
•
DJ: s7(2)(a) Privacy is already booked for the event.
•
MC: s7(2)(a) Privacy is available and happy to be the MC for the event. If committee has any new contacts,
please let PNCC know.
•
Update on Sparklers: haven’t heard so far. Once we have more news we wil update the group.
•
Other general discussion points.
There wil be a photo booth and bouncy castle on the day.
•
Next meeting Tuesday 18th October, 5:30 pm.
Diwali Meeting minutes
Tuesday 18th October, 5:30pm at PNCC
17/10/25
• Update on wet weather plan
We do not have a wet weather plan, due to budget, and if the weather is not good the event wil be cancelled.
Dutta
• Update on IPU volunteers
IPU has provided us with 3-4 student volunteers between 5pm-6pm.
• Banner
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The banner wil be up on Monday.
to
• Update on jot forms
Three more performances have been added to the list.
• Update on Sparklers
Everything is done.
• Update on invitations
- released
Mayor wil be there to do the opening ceremony.
• Briefing and site plan
Melissa discussed the site plan and the run sheet with the committee.
• Other general discussion points
It was suggested that representatives from each society wil be up on the stage to do the opening ceremony. Action
Point: the community to email the name of the representatives to Somayyeh and Melissa by Thursday 20th Oct.
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It was also suggested that for closing off of the ceremony there wil be a custom parade on the stage, where
members of the community are dressed in their traditional cloths and walk on the stage. Action Point: Committee to
reach people on community to see if they are interested and if yes to have a brief description of their chosen attire
to be read on the stage.
It was also suggested that a representative from the community to give a word of thanks at the end of the
ceremony.
LGOIMA
Diwali 2022 Meeting Notes
Diwali in The Square 2023
Planning Meeting 1, minutes
Meeting Date: 16 May 2023, 5:30pm
17/10/25
Attendance: Melissa (PNCC), Somayyeh (PNCC), s7(2)(a) Priva (CDIA), s7(2)(a) Privacy (CDIA), s7(2)(a) Privacy (MMC), s7(2)(a) Privacy
(Bhutanese), s7(2)(a) Pri (Bhutanese), s7(2)(a) Pr (CDIA), s7(2)(a) P (Manawatu Hindu Socity)
Apologies: s7(2)(a) Privac and s7(2)(a) Privacy due to prior engagements.
Dutta
1. Welcome back
2. The Plan for 2023
Workshop to develop the event plan:
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The workshop wil determine the purpose and direction of the Diwali in The Square event. This wil create
to
an event plan (both strategic and operational) for Diwali in The Square for the next 3 years, reviewed
annually with the debrief. This will give us structure, goals, ability to debrief and see how we are going with
completing our goals. Wil continue capturing data for future funding and event needs.
The committee decided on the fol owing date and time for the workshop:
Date: 17 June
Time: 1.00pm – 3.30pm
Venue: Melissa to look at and advise - released
Events Timeline
• Event Date: Saturday 18 November
• Applications for Food, Market and Performances
o Open: 11 September
o Close: 8 October
• Committee to approve applications: between 9-15 October
• Announcement of successful applications 21 October
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3. Laser Light Show Funding
Need to look at funding opportunities for the laser show.
There are two options available, however Creative communities for Festivals funding is too close and
preferred option 2. This is because our event date makes us eligible for round two.
LGOIMA
Need a group with legal status (including trusts and incorporated societies) to apply for the funds. The group
will be supported by Melissa for writing, acquittal of funds and report writing.
Ethnic Communities – https://www.ethniccommunities.govt.nz/funding/ethnic-communities-development-
fund/make-an-application/
General notification about your application within twelve weeks of submission
Use priorities
• support ethnic community-led development projects,
• support ethnic communities to thrive through the practice and celebration of culture,
• grow a socially inclusive Aotearoa New Zealand,
• educate New Zealanders about the contribution/benefits of ethnic communities
CDIA volunteered to be the agency to apply for the funding and planning committee agreed.
Look to get this completed by the end of June for the 12-week approval or decline.
4. The Committee
Discussed who needs to be on the committee - Are all the groups who celebrate Diwali represented on the
committee? Who is missing? Who is the contact? And who from the group wil contact to invite them to the
meetings?
17/10/25
Identified groups missing
Kerala – s7(2)(a) Pr to contact
Nepalese – Community Connector at MMC to advise
Dutta
Punjabi – s7(2)(a) Privacy to contact
Malaysia –
Singapore – (Google)
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Sri Lanka – s7(2)(a) P
to
Fiji – (Google)
Contact – for the members who are contacting persons will have a chat to them, follow up with an email and
include Melissa and Somayyeh so we know who to include in the invitations and communications.
5. Meeting day, date and frequency
Set the meeting date, time and frequency
- released
Next meeting –
• Workshop on 17 June
• July – 4 Tuesday at 5.30pm. Committee meeting room 1 unless advised otherwise
6. Other
Contacting the High Commissions for the event – make sure we get contact out earlier so that we can get
attendance from several representatives for Diwali celebrations
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Diwali in the Square 2023
Planning Meeting 2
LGOIMA
Tuesday 4th July 5:30pm-6:30pm
Apologies – s7(2)(a) Privacy
• Ministry of Ethnic Communities Funding Application (Laser Light Funding Application)
The application is on its final stages and will be submitted as soon as there is access to the real me to lodge the application.
• Support Letter for the funding application
ACTION POINT: Melissa to send a template to the committee and you can change/edit it to your own style.
• Workshop outcomes
Thank you for attending the workshop. During the session: purpose, value and vision of Diwali was discussed.
Melissa brought the plan to the committee for further comments and feedbacks.
Plan will be visited regularly, and committee can add/edit/comment on the plan.
ACTION POINT: once Melissa has completed the document it wil be shared with the committee.
ACTION POINT: Prayer Tent – information will need to be finalised by week of 17-23 Sept (at the latest) to get it to
marketing -
h
s7(2)(a) P
as volunteered to produce the content for the flyer. Once the content is ready, it wil be brought to the
committee for feedback. Information to include:
o The prayer in English and Sanskrit
17/10/25
o The pictures of the deity/deities
o Who they are, what you are seeking/asking for
o Why this is important with respect to Diwali.
This is for the signs, pictures etc for the tent itself and the information flyer for people to take Dutta
• The committee update
We are still looking to engage with other communities;
o Sikh
o Punjabi
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o Kerala
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o Fiji
o Malaysian
o Singapore
• Poster Update
Wil look to bring as much of the work that has been completed at the next meeting for people to review.
- released
• Ambassador Invitations update
Save the Date emails will be sent by PNCC International Relations Manager and the formal invitations will be sent a month
before the event.
• The countdown to the event
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LGOIMA
17/10/25
Dutta
Mohan
• Other
to
Library involvement: the display at the library has been booked between 5-19th November, if you would like to use the
space.
ACTION POINT: Planning Committee will decide and let PNCC know if they would like to have a display at the library at the
next planning meeting.
PNCC Marketing team, wil present the committee with different images which can be used for the poster.
- released
• Next meeting Tuesday 1st August, 5:30pm-6:30pm at PNCC.
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LGOIMA
Diwali in the Square 2023 Meeting #3 Minutes
1 August 2023
Apologies – s7(2)(a) Privacy
7. The Committee Update
Currently no representatives from the fol owing communities:
• Sikh
• Punjabi
17/10/25
• Kerala
• Fiji
• Malaysian
• Singapore
Dutta
s7(2)(a) Privacy
wil be reaching out to their contacts and invite them to attend the next meeting.
Somayyeh wil speak with s7(2)(a) Priv (Intercultural officer at the City Library) who has contact for the Fiji Indian community
Mohan
If they are not available, we wil leave it for this year, and extend an invitation again for 2024
to
8. Laser Light Show Funding Update
• Real me and the application
Application is behind because of the Real me portal. They have a backlog of verifications. CDIA is the organisation,
i
s7(2)(a) Priva
s the person putting in the application. The verification has not come through. We have contacted Real me
several times and hope this wil be rectified in the next week.
- released
We are stil ok for the funding submission – timeframe is stil manageable.
• Support Letters for the funding application
Template letter has been sent out. This is support documentation for the funding application. We have received one
already – thank you s7(2)(a) Privacy
Could you fil in the letter on behalf of your organisation. You can change bits and make it your own.
9. Marketing update – poster and Embassy Invitation
• First proof on the poster and the save the date for the Ambassadors was reviewed
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Save the Date
Orange colour – good colour. Hindu festival colour
Picture – need to be changed because black is an unlucky colour
Event name – Palmy Diwali Mela
Date – to have year included
Laser light discrepancy to be fixed
LGOIMA
Poster
Orange colour – good colour. Hindu festival colour
Picture – need to be changed because black is an unlucky colour
Event name – Palmy Diwali Mela
Date – to have year included
Laser light discrepancy to be fixed
Addition of IPU logo
2 lines of text – centre or balance more (if it doesn’t contravene branding)
• UCOL students to come to Sept meeting to talk about the projection loop they are working on
Wil organise s7(2)(a) P and
to
s7(2)(a) Privacy
come and give an update.
10.
The Countdown
• 15 weeks to go
11.
Budget
s
Council budget $25K
17/10/25
s7(2)(b)(ii) Third Party Commercial
And with cost of living and inflation there has been increases across the board.
This puts us over budget by approx. $9k.
Dutta
Currently speaking with Grouse Lighting who have a stage (same size) and do laser lights. Their quote al inclusive is
s7(2)(b)(ii) Third Party Commercial . So wil be having a discussion around their stage, and the finer tech requirements
to do a comparison
Also need to look at costs in general, and think about what we want to charge for
Mohan
• Community - tables and chairs
• Commercial – site fee
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Current Costs
Marquee 3m x3m
s7(2)(b)(ii) Third Party Commercial
Trestle Table 1.8m
Trestle Table 2.4m
Chair
- released
Marquee 3m x3m
Community free (Commercial had to bring their own marquee, although some were
provided)
s7(2)(b)(ii) Third Party Commercial
Trestle Table 1.8m
Trestle Table 2.4m
Chair
Need to balance making it as reasonable as we can for community, but them stil contributing, as we cannot shift al
cost recovery to Commercial as that would be unfeasible.
Need to think about what we and what the community need, so we can keep the costs as low as possible.
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Again, this wil be important in terms of sponsorship and other funding for the sustainability of the event for the
future.
Council funding – we have 3-year budgets, but these get reviewed every year.
12.
The Event Plan Update
LGOIMA
• s7(2)(a) P – Prayer info tent
o Coming along. Wil be able to give more of an update at the next meeting
• Library display – decided to brainstorm for this year and implement for 2024
• Event Plan
Messaging theme – for the 3 year plan have come up with themes for the messaging of the event through digital
marketing and radio etc
Year 1
Share Our Light
The idea is that you (the community groups) are
sharing the Diwali with the community, inviting
them to come and learn more and have fun –
hence ‘share our light’
Year 2
Share Your Light
The idea is now the community knows a little more
about Diwali, we are inviting them back to
participate again in the festival and share their light
along with ours
Year 3
Il uminate Our Path
Again, building from the last 2 events, our
community groups and our wider community
coming together to il uminate the path and move
17/10/25
forward together
• Activity to help populate the plan
Dutta
Attached is Diwali – Meeting 3 – brainstorming session
This wil help with the planning over the next few years. It is a brainstorming session – so no wrong answers. We wil
look at what comes through and Melissa wil col ate and put into points we can discuss at the next meeting
How it works
Mohan
This is our outline for our event plan.
to
• The outcomes are what we want to achieve by putting the event on
• The cultural, fun, planning and other section are for you to put down your ideas of
o What we need to do to get ready for the next year
o Ideas for activities, new experiences, areas we need to build up and what that should look
like so that we can agree what we what to do and put this in the plan to grow and build on
the event over the next two years.
o No ideas are silly. Don’t worry about budget/costs. This is just about brainstorming and
- released
getting as many ideas as we can possibly get
o Ask your children, they generally have the best imagination and ideas!!
o We need a good mix of cultural and fun experiences, activities etc continue to develop the
event, making sure we have some new, fresh and exiting element(s) each year
Ideas to be in by 18 August.
13.
Next Meeting
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Need to start to increase the meeting frequency using 3 weekly meeting, then fortnightly meetings and weekly
meeting.
Meeting dates below. Time and venue stil the same
22 August
5 September
LGOIMA
19 September
3 October
17 October
31 October
7 November
14 November
18 November EVENT DAY
Diwali Planning Meeting Minutes
22 Aug
•
Update: Laser Light Show Funding
Funding application has been submitted and now we await the results.
17/10/25
•
Diwali Poster
Planning committee are happy with the poster design and the invitation design.
•
Embassy Invitations
Dutta
“Save the date” invites wil be sent to the embassies in September.
All the embassies which traditionally celebrate Diwali will be invited.
•
The Event Plan Update
Mohan
Once the plan is complete, Melissa will bring it to the meeting.
to
•
Countdown to the event
12 weeks to go.
•
Comms Video
The idea is that 4 representatives from the community wil talk about Diwali and what it means to
them.
- released
ACTION POINT: Committee to decide on the representatives (preferably different age groups) and
let PNCC know.
Melissa to get list of dates and times for the shooting of the videos and will look at the messaging
just to make sure it is correct.
•
Prayer tent information flyer
Committee are happy with the content; a few minor changes were made.
ACTION POINT: Somayyeh wil bring in the final version to the next meeting.
Melissa to send to designer to start the work on it.
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•
Applications
Applications wil be open between 10th September- 6th October.
•
Next meeting
LGOIMA
6 September
19 September
3 October
17 October
31 October
7 November
14 November
18 November
EVENT DAY
Diwali Planning Meeting Minutes
6 September 2023
14. Poster, Embassy Invites, Prayer Tent, Storyboards
• Posters and Embassy Invites
Planning Committee were happy with the design.
ACTION POINT: please find attached the digital copy and Melissa wil have printed posters
17/10/25
available at the next meeting.
• Prayer Tent – Proof – at the next meeting
ACTION POINT: Melissa will have the draft at the next meeting.
• Storyboards
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o Map of the world
o Connecting to your group and where you are located
o Boards about your groups
15. Video
Mohan
• As discussed in the previous meetings, the idea is that representatives from the community wil
to
talk about Diwali and what it means to them.
Please see below messages: you can change the words, rearrange them or give us a new one. The
final chosen ones wil be sent to our reps who wil be in the video:
o
Diwali, symbolises the victory of light over darkness and good over evil. Just as we light
this Diya, we light up our lives with hope.
o
Diwali teaches us that even in challenging times, a single light can il uminate the world.
- released
o
This Diwali, let's cherish its timeless message of hope, positivity, and the power of light.
Wishing you all a joyful and prosperous Diwali!
o
It's a time where strangers, family and friends get together - spreading love and
strengthening bonds.
o
It marks a new year, a chance for new beginnings.
o
It's a time of feasting, sharing, and caring…and giving to those in need.
o
It’s a time for kindness and compassion – laughter and reflection.
o
Diwali unites people of different cultures and multiple faiths.
ACTION POINT: Please send us t
SRC0326126 he top 5 messages via email by Sunday 10 Sept. Final will be
decided Monday 11 Sept and sent to our movie stars either on Monday the 11 or first thing
Tuesday the 12th
• The confirmed talent for the shoot
o Hindu Society – s7(2)(a) Privacy
o
LGOIMA CDIA – s7(2)(a) Privacy
o Elder - s7(2)(a) Privacy
o Middle – s7(2)(a) Privacy
o Middle –
s7(2)(a) Privac
o Dance – s7(2)(a) Privacy
o For the final clip everyone (all ages) are welcome to be in the final shot of the big group
scene
• Need to pick 2 dates and time between 11-22 September
o Dates are Monday 18th Sept – from 5.30pm
o Thursday 21st Sept – from 5.30pm
o Will try to get everything completed on the 18th with the 21st being a back up day
ACTION POINT: Melissa wil send out details to everyone once she has spoken with Comms and see how they
will organise the shoot.
16. Applications
• Applications are available online: Diwali Mela | Palmerston North City Council (pncc.govt.nz)
17/10/25
applications close on Sunday 8 October.
• An email has been sent out to previous year applicants
• Costs – there has been a change
o Community Stall fundraising $20 – inclusive of 1 x 1.8m and 1 x chair
Dutta
o Community Stall not-for-profit, registered charity $50 - inclusive of 1 x 1.8m and 1 x chair
o Commercial Stall $100
Regarding the retail stal s, I am happy to negotiate the price so that we get buy in
from a variety of stal s and once they see the benefit in the event then we can look
Mohan
a pricing accordingly
This is so we can attract a bigger variety of stalls. For example, flower, spices,
to
clothing, jewellery.
• Change to be made to food stall application – put on the application itself Vegetarian food only
17. Programme for the Day
• Main Stage
• CET Arena Big Screen
• Vege Vindaloo Curry eating Comp –
- released
with hot to blow your head off
o Competition where we will have registrations to enter and rules for competitors (for
example no milk or yoghurt, only if they tap out, must be eaten within the time frame)–
Melissa to organise
o Competition wil have levels of hot curry for the competitor to eat in a certain time. Not
a sized full curry more of a generous taster like a measuring cup
o Levels get hotter with each round
o Look at six rounds and we can grow it next year
o It needs to progressively get hotter, so start a hot hotter hottest hottest + 10
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blow your head off kind of competition. Think of the chil i eating competitions
ACTION POINT: s7(2)(a) Pr to speak to some chef to see best dish and what they can do. Chef wil be paid for
• Yoga Session
ACTION POINT: Does anyone know a Yoga teacher we could approach to run a community session as part of
the programme
LGOIMA ?
o Could look at black lights in the dark as well that will make all the white and fluro colours
pop. May have to have black lights in year 2
ACTION POINT: Committee to have a think and send in contacts of those who are interested. Depending on
number we may be able to do an early one and a later one – that later one wil be with the black lights.
• Community Rangoli
o We need someone who could run this as part of the programme
o Planning committee pointed out that Rangoli stencils were previously purchased.
ACTION POINT: Somayyeh to contact and find out where they are and get them if possible.
o Use plyboard as the flat surface
ACTION POINT: Melissa to organise for the event
o Keep it traditional and use the coloured power
.
ACTION POINT: Melissa to organise
o Wil need to be out of wind and weather – so will need a tent
o Year 2 Event plan – look at a Rangoli competition.
• Cultural Dress Parade
o Members from the committee/community group to help with the parade
17/10/25
Registered entrants only
ACTION POINT: please note that we will only take registered entrants only, if your community is
interested in taking part in the parade please ask them to get in touch with us and register. This is
Dutta
done to keep on time with the programme, keep it safe on the stage, ensure the numbers are
manageable, the MC has the details to read out to the audience and the event is managed properly
o Will have registration form to participate
o Entry for Men, women and children
Mohan
o Everyone on the committee to get the word out in the community you must register
to
18. Strategic Plan
• Looking to have a copy for the committee to review by the next meeting
Next meeting
Tuesday 26th September, 5:30pm-7pm at PNCC.
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Diwali Mela 2023 Meeting
26 September
Apologies
• s7(2)(a) Privacy
Embassy Invites – update RSVP
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High Commission of Fiji - His Excellency, Ratu Inoke Kubuabola –
• Host - s7(2)(a) Privacy will be the host
Malaysia –
• Action Item – Host: s7(2)(a) Priva to ask a colleague of his
India has not co
LGOIMA nfirmed
Prayer Tent – Collateral details
Details for the DL will be
• Diwali Mela 2023
• The Rangoli used on the current marketing
• The Sanskrit and English wording
• Happy Diwali
• Using the green background as in the poster
For the tent we will have corflutes in a large size for people to see
The payer tent wil be set up. Once the opening ceremony has been completed there wil a person delegated
to transfer the photo from the table to the tent
People wil be able to experience the prayer tent once it is set up.
Will be lighting a Diya with a small wick that will last for a minute (maximum).
Extinguisher and fire blanket wil be in the tent.
17/10/25
Number of volunteers needed for a roster to be discussed at the next meeting.
The ceremony details wil be discussed next meeting. However, noted that for the ceremony wil
Dutta need table
and backboard.
Action Item–s7(2)(a) Privacy to bring in one of the photo frames that wil be used so that weight, dimensions etc
can be taken, to make sure everything fits and can be attached.
Mohan
It wil be on an angle just off from the left of the stage (as you are looking at the front of the stage).
to
Strategic Plan
The strategic plan is nearly there. Main part wil be the KPIs and what we are measuring etc.
After this is complete, wil be passed to the committee to review and workshop.
Applications
Currently have
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• 9 food trucks
• 2 x community (6x3) -
• 2 x commercial marquee (3x3)
• 1 retail – does not have marquee
Performances – 4
Curry of Fire
This wil be a competition of 10
Will be in a second marquee – not on the stage
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It starts at HOT. This is for seasoned curry eaters who like hot hot food.
6 rounds, with each round getting progressively hotter. Rounds are 2mins, with a 1 min wait before the
beginning of the next round.
No spiting, or vomiting. Must eat al of the curry with the 2 minutes
Tiebreaker so there will be one winner.
Wil have water, yoghurt, milk and cucumber there, however, if this is used then the contestant drops out.
LGOIMA
There are rules and will be disclaimer for competitors to sign.
This is the first one, so it will be small so we can manage this.
Prize–Trophy, sash and voucher to the restaurant.
Action item–Melissa to bring the form to the next meeting
Action item–s7(2)(a) Pr to contact the chef and give Melissa the details so we can talk directly to each other to
organise.
Programme for the Day
Sunset 8:16pm – this will indicate the finish time for activities for Health and Safety, as we don’t have the
light towers.
2 Emcees – s7(2)(a) Privacy
(younger MC)
Cultural Parade–wil depend on the number of applicants – as this will look at the time it will take. So will
review this after the registrations in terms of placement in the programme.
17/10/25
Bouncy Castle
5.00pm – 8.00pm
360 photo booth
5.00pm – 8.00pm
Dutta
Community Rangoli
5.30pm – 8.00pm
Somayyeh got the stencils for the rangoli
Community Yoga Session
6.30pm
7.00pm
8.00pm–8.30pm (black lig
Mohan hts)
• Yoga Teacher
to
•
ha
s7(2)(a) Privacy
s been given another contact and wil reach out
• s7(2)(a) Privacy also
Sparklers
8.15pm
Curry of Fire
7.30pm
• Chef s7(2)(a) Pr
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• Trophy and Sash–Voucher for restaurant
Laser light show
8.45pm–9.00pm
Community Dance Party
9.00pm–10.30pm
We can bring a run sheet to discuss at next meeting.
Video
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Played the video for everyone to see. It wil be played twice at the event
After the opening ceremony and just before the laser light show
Thank you to everyone who participated. It is a great start to engaging with the wider community about
Diwali and the community groups behind it.
Radio
LGOIMA
s7(2)(a) Privacy did a radio interview with s7(2)(a) Privacy from Manawatu People’s Radio. It will be played on the 7
& 11 November at 12pm.
It went very wel and is a ½ hour show.
NEXT MEETING
Tuesday 10th October: 5:30pm-7pm at PNCC
Diwali Mela 2023 Agenda
Meeting #
10 October
Welcome
Apologies
17/10/25
Embassy Invites – update RSVP
High Commission of Fiji - His Excellency, Ratu Inoke Kubuabola –
Host - s7(2)(a) Privacy will be the host
Dutta
Malaysia – Her Excellency Ms. Mazita Marzuki
Action Item – Host:
t
s7(2)(a) Priva
o ask a colleague of his
India has not confirmed – High Commissioner Ms Neeta Bhushan
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Posters
to
Update
Applications
Going through applications
Food Vendors
Performances
Marquees – two commercial retail.
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Question – can they serve food straight away?
Volunteers
Looking at logistics and volunteers needed
Prayer Tent
Curry of Fire Comp
Judges
Check in person – info tent PNCC
Timer
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Food server
Emcee/Compare
Rangoli
Cultural Parade
Sponsor
Judges
Bussing tables
LGOIMA
Curry of Fire
Action item – s7(2)(a) P to contact the chef and give Melissa the details so we can talk directly to each other to
organise.
Trophy
Sash and ribbons
Programme for the Day
Performances 2 hours, 6 minutes
Request for two more performances
s7(2)(a) Privacy
s7(2)(a) Privacy
Winners of Diya and colouring in – 5 minutes
Cultural Dress Parade
Sunset 8:16pm – this will indicate the finish time for activities for Health and Safety, as we don’t have the light
towers.
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2 Emcees – s7(2)(a) Privacy
(younger MC)
Cultural Parade – wil depend on the number of applicants – as this will look at the time it will take. So will
review this after the registrations in terms of placement in the programme.
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Bouncy Castle
5.00pm – 8.00pm
360 photo booth
5.00pm – 8.00pm
Community Rangoli
5.30pm – 8.00pm
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Somayyeh got the stencils for the rangoli
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Community Yoga Session 6.30pm -7.00pm
8.00pm – 8.30pm (black lights)
Yoga Teacher
s7(2)(a) Priva has been given another contact and will reach out
s7(2)(a) Privacy also
Sparklers
8.15pm
Curry of Fire
7.30pm - released
Chef s7(2)(a) P
Trophy and Sash – Voucher for restaurant
Laser light show
8.45pm – 9.00pm
Community Dance Party
9.00pm – 10.30pm
Vote for NZ’s favourite event
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With our award for Best Local Government event we are automatically part of of NZ’s favourite event – this is
voted on by the public
https://www.eventfinda.co.nz/news/2023/10/vote-for-nzs-favourite-event-
2023?fbclid=IwAR1ETpE7wVLHCTi5LX7gJD48azgdETm-zH0Oi7z5HmPHnHG91XWd8dmicv0
LGOIMA
Diwali in the Square 2023 Minutes
Meeting 17 October
Apologies -s7(2)(a) Privacy, MMC, s7(2)(a) Privacy
UCOL students update on projection
s7(2)(a) Privacy updated the committee on the designs for the projection. It will be similar to last year
however this year the projection wil be on the Council building and not The Clock Tower.
ACTION POINT: Students received the feedback and the comments from the community and wil work on
that. Committee would like to see the final design before it is projected.
Embassy Update
Still waiting to hear back from Indian Embassy.
Confirmation from
High Commission of Fiji - His Excellency, Ratu Inoke Kubuabola –
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Host - s7(2)(a) Privacy will be the host.
Malaysia – Her Excel ency Ms. Mazita Marzuki
Host?
ACTION POINT: Somayyeh to contact the Malaysian community.
Dutta
It was also suggested that a VIP tent would be set up for the guests.
Volunteer positions and times
ACTION POINT: please see Melissa’s email sent out on Wednesday 18th October. If you have not received
the email, please get in touch.
Mohan
Applications
to
Initial email sent
Briefing document be done and wil be sent end of this week or first thing next week.
be
s7(2)(a) Privac
en sent the performance sheets and is working on the run sheet.
Cultural Dress
Form and link being done.
Wil send it out once it has been completed. - released
Curry of Fire
Have found the 4 of the 5 chil i’s. So wil order them and get the to
s7(2)(a) Privacy
Get contact details from s7(2)(a) Pr – so can chat to and look at chilli numbers.
Registration form being done
Rules and Waiver document
Next meeting
Tuesday 31st October, 5:30pm-7pm at PNCC.
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LGOIMA
Diwali Mela 2023 Planning Meeting Minutes
Tuesday 31st October
•
Apologies: s7(2)(a) Privacy
•
Storyboards:
The story board are another way to connect the community groups involved in Diwali to the wider
audience who attend the celebration.
The purpose is that you wil share a little about who you are and where your ethnic roots are from.
ACTION POINT: Can each community group please provide the fol owing information:
o Write something you want to share with the community about your group: This can be
general or specific.
o Write as much as you can so that the Comms team can pick out the info.
o Send in some photos if you have them.
Ideas you can write about
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o Where you and/or your family came from (ethnic roots).
o What you miss about your home/country and what you love about Palmy which is now
your home.
o What your group does, how your community groups help the community and Palmy.
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o If you work on any projects in Palmy or in your homeland.
o What you love most of al about Diwali
o If there is something you may do a little differently to other groups.
o Do you have a celebration for all members of your group to come together?
Mohan
o Is there some kind of claim to fame from your village, town, city, region?
to
A template is attached with this email and please remember, the deadline for this is Friday 3rd
November.
•
Video
We wil send out the link for video later.
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•
Volunteer Position and Times
Please see attached the volunteer sheet (you have already received an email from Melissa regarding
this, if not please let us know).
Please have a look and see if you can get some support from friends, family and other community
members.
•
Cultural Dress
Planning committee decided this wil be managed internal y by the committee groups. Each group
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has max of 10 spots for people to showcase their traditional dress. This includes men, women and
children. The intent is not to fil them up with just one division, so if you don’t have 10 people to
participate then that is fine. Melissa will send the registration link later on.
•
Briefings Update
Site map and opening ceremony was discussed at the planning meeting and planning committee is
LGOIMA
happy with both.
•
Yoga
Planning committee decided to postpone the yoga session to next year’s Diwali Mela event.
•
Curry of Fire
Registrations are open now: Diwali Mela | Palmerston North City Council (pncc.govt.nz)
•
Funding
Ministry had requested further information, which was submitted. We are stil awaiting the results.
Next Meeting
Tuesday 7th November, 5:30pm-7pm at PNCC
17/10/25
Diwali Mela 2023 Planning Meeting Minutes
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Tuesday 7 Nov
• Welcome
• Storyboards
Mohan
to
Templates had been sent out. Most communities have returned the template.
ACTION POINT: Somayyeh to get in touch with the Bhutanese Community and ask
them to fil out the template.
• Video
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(13) Facebook
• Volunteer Position and Times
The volunteer position and times have been emailed to the planning committee
by both Melissa and Somayyeh. Please encourage your community members to
come and volunteer for this event.
• Cultural Dress
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The registration link has been sent out. If you have not received it, please let us
know.
• Briefings Update
LGOIMA
The docs have been sent.
• Curry of Fire
40 entries have been received, Melissa to vet them and choose 10.
• Funding
We are stil waiting for a decision to be made.
• Next Meeting
17/10/25
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Diwali 2024 Meeting Notes
Diwali Mela 2024
Planning meeting #1 minutes
Tuesday 9 April 2024, 5:30pm-6:30pm
• Welcome Back,
Apologies: s7(2)(a) Privacy (just for today), s7(2)(a) Privacy (Tamil Community), s7(2)(a) Privacy
17/10/25
• Planning committee,
Who else do we need here? Do you think al the groups who celebrate Diwali are
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represented on the committee?
Education providers?
Library Intercultural Officer? Are there any aspirations to do a display in the
library?
Mohan
• Importance of attending the meetings and reading
to the minutes.
It is very important that you try to attend the meetings and if you are not available
you can nominate someone from your community to attend on your behalf.
Please read the minutes sent and get back to us, if you have any questions.
• Meeting frequency,
What day suits everyone (No T
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uesday and Friday)
Wednesday???
• Your ideas and aspirations for 2024,
• Continuing telling the Diwali Story - Storyboards etc
o 2023 pieces
o 2024 ideas
• Extra funding,
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• Volunteers,
• Other business,
LGOIMA
• Next meeting.
Diwali Mela 2024 planning meeting #2 minutes
Wednesday 15th May
Apologies: s7(2)(a) Privacy
•
Planning Committee:
We value your contribution to planning another successful Diwali Mela 2024 together. It would be
greatly appreciated that if you are unable to attend, you nominate someone from your community
to attend on your behalf.
Please read the minutes and get back to us, if you have any questions.
ACTION POINT: planning committee to get in touch with communities who celebrate Diwali and invite
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them to be part of the planning committee.
•
Your ideas and aspirations for 2024:
o Curry of Fire competition:
Dutta
As discussed for Diwali Mela 2024 Curry of Fire competition will be rolled in different stages
in lead up to the event. Final round of the competition wil be on the day of celebration in The
Square.
Mohan
o Rangoli:
to
Program will include a simpler rangoli activity.
If possible find a rangoli design from community artist/group, including if they can draw an
extra-large scale and lead this at the Diwali Mela.
Contingency plan – Somayyeh to set up a meeting with a community artist and Melissa to see
if the artist can draw the outline
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on the asphalt (extra-large size).
Use colour chalk to colour in. Use volunteers or possible a project for Youth Council to engage
with public to colour the design in.
ACTION POINT: planning committee talk to community to connect with community artist who
can draw the outline of the rangoli with chalk on the day and be part of leading the event.
Somayyeh coordinate meeting with the community artist to investigate her availability and
wil update the committee at the next meeting.
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o Yoga:
As discussed, the idea is to have two yoga sessions, one during the daytime for families and
LGOIMA young children and a night session (glow yoga). Each session wil be about 45 min to an hour.
It wil be a beginner type of exercise and full of fun.
ACTION POINT: s7(2)(a) Privacy to get in touch with the yoga instructor and let PNCC know if she is
available.
o Diya lighting experience:
Looking to source 300 Diya lights. And discussed the opportunity of sponsorship
opportunities. Example included
Business sponsoring 100%
Business providing 50% and PNCC providing 50%. Melissa can then devise a suitable
sponsorship agreement depending on the value.
ACTION POINT: s7(2)(a) Privacy to reach out to their business contacts to discuss and get quote
for 300-400 Diya’s to be purchased for the event. Initial contact to enquire about appetite for
sponsorship opportunity.
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o Community Workshops:
Community workshop is a quick workshop to engage the community to brainstorm ideas for
Dutta
what they would like to see as part of the Diwali Mela. For all ages – children to adults.
Session is purely creative (idea generation) with participants putting up ideas that can be
included into the programme, and possibly finding persons who can be part of the committee
moving forward.
Mohan
ACTION POINT: planning committee to reach out to communities to see if they are interested
to
in participating in a brainstorming session. If yes, get back to PNCC and we wil arrange a
session.
•
External funding:
Melissa was unable to get the application in for Central Energy Trust, apologise for that. Proposed
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that CIDA apply to Ministry of Ethnic Communities for laser light show, like last year.
For other funding can look to apply to Eastern and Central Community Trust, Grassroots trust central
and community matters for the cultural activities and immersive experiences and second stage area.
Noted there are 3 organisations and three identified grant opportunities.
We are happy to support community groups with the funding applications.
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ACTION POINT: Other groups to have a conversation and see if they would like to apply for funds
•
Meeting frequency:
Wednesday 5th June,
LGOIMA
Wednesday 3rd July,
Wednesday 24th July,
Wednesday 14th August,
Wednesday 4th September,
Wednesday 18th September,
Wednesday 2nd October,
Wednesday 9th October,
Wednesday 16th October,
Wednesday 23rd October.
Diwali Mela 2024 planning meeting #3 minutes
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Wednesday 5th June
Apologies: s7(2)(a) Privacy
Present:
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s7(2)(a) Privacy
Online: s7(2)(a) Privacy
•
Planning Committee:
We value your contribution to planning another successful Diwali Mela 2024 together. It would be
Mohan
greatly appreciated that if you are unable to attend, you nominate someone from your community
to
to attend on your behalf.
ACTION POINT: planning committee to get in touch with communities who celebrate Diwali and invite
them to be part of the planning committee.
•
External funding:
o CDIA applying for Ministry of Eth
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nic Communities funding
o Manawatu Hindu Society applying for other funding.
ACTION POINT: We are happy to support community groups with the funding applications.
•
Programme 2024:
Let’s start thinking about the programme and we can go through your ideas and aspirations at our
next meeting.
o Opening ceremony: are you ha
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make some changes?
ACTIO POINT: s7(2)(a) Pr to contact the s7(2)(a) Privacy and get back to the planning committee at the next
meeting.
Planning committee is happy with the opening ceremony and would like to retain the same
LGOIMA format.
o Which High Commissioners you would like to invite?
Planning Committee: invite the High Commissioners we have community reps, in the planning
committee, to host them.
o Curry of Fire competition:
As discussed for Diwali Mela 2024 Curry of Fire competition will be rolled in different stages
in lead up to the event. Final round of the competition wil be on the day of celebration in The
Square.
ACTIOIN POINTS for Melissa:
Next is to secure venues – via Palmy Venue group
Reaching out to a chef (s7(2)(a) Privacy regarding the heats and final and getting quotes
Increase in the entry fee this year.
o Rangoli:
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Any person in the community able to draw and implement a design?
Artists contacted. Available to do the outline on the day. Not available to stay. Still
Dutta
investigating cost.
ACTION POINT: planning committee to reach out to their community to see if there are
any community artist who can draw the outline of the rangoli with chalk on the day and
be part of leading the event.
Mohan
o Yoga:
to
Have secured and spoke with Yoga instructor (s7(2)(a) Privacy for both Yoga sessions
Have spoken with provider for black lights. Will get a quote soon
Have secured face painter who can do both neon painting and normal painting to
cover off the daytime and night-time. This may be budget dependant.
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o Diya lighting experience:
s7(2)(a) Pr
– in-kind sponsorship for Diya, wick and ghee from Cook Street Mini Mart
s7(2)(a) Privacy
– update at the next meeting.
o Mela Bizarre – building that option.
Getting some more different stalls to build it up
If you see any you like, get their contact and pass it on. Melissa will contact to be a
part
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•
Applications timeline:
Application open week of 19th August and close week of 9th September.
Diwali activities (Curry of Fire) applications open on 26th August and close on 13th September.
•
Next meeting: Wednesday 3rd July.
LGOIMA
Diwali Mela 2024 planning meeting #4 minutes
Wednesday 3rd July
•
Planning Committee
We value your contribution to planning another successful Diwali Mela 2024 together. It would be
greatly appreciated that if you are unable to attend, you nominate someone from your community
to attend on your behalf.
ACTION POINT: s7(2)(a) Privacy to update committee regarding contacting the Punjabi community.
ACTION POINT: planning committee to get in touch with communities who celebrate Diwali and invite
them to be part of the planning committee.
We are still waiting to hear from Massey University.
•
External funding
o CDIA applying for Ministry of Ethnic Communities funding. Funding application has been
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submitted.
o Manawatu Hindu Society applying for other funding. Next step wil be to look at costs and
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appropriate fund to access for cultural activities etc.
o PNCC are happy to support community groups with the funding applications for Diwali.
•
Programme 2024
o Opening Ceremony:
Mohan
Planning committee is happy with the opening ceremony and would like to retain the same
to
format.
ACTION POINT: s7(2)(a) Pr to contact the s7(2)(a) Privacy and get back to the planning committee at the next
meeting.
o Curry of Fire competition: - released
ACTIOIN POINTS for Melissa:
Next is to secure venues
Reaching out to a chef (s7(2)(a) Privacy regarding the heats and final.
o Rangoli:
ACTION POINT:
wi
s7(2)(a) Privacy
l reach out to a community artist and get back to us at the next
meeting.
Rangoli has different names a
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known as kolam, and differences in the North and South regions of India. Will look to get a
design from the different community groups.
Will have info boards to discuss the cultural difference (for example, in name, design, colours,
regions) to further the cultural exchange about Diwali and who celebrate it.
LGOIMA ACTION POINT: Each community to get a design for their rangoli/kolam. Simple design or
picture that can be turned into a stencil.
ACTION POINT: Melissa to then do questionnaire for info boards for community members to
fill in.
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o Opening Ceremony:
National Anthem – watching brief. Wait to hear from
s7(2)(a) Privac
High Commissioners – Save the date gone out. Will wait to hear back from
international relations team and make a plan from there.
o Applications update
Applications live 30 September. Currently have:
• 9 curry of Fire
• 13 food applications
o 11 Commercial (3 ice cream truck – wil need to decide if this is too
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many)
o 1 Community – Telegu (2 sites)
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o 1 Individual
• 3 retail applications
o Commercial Jewellery and clothing
o Commercial laser cut products Mohan
o Commercial custom-made charms, pins, clothing accessories
to
• 5 performance applications
• Applications for the committee.
o Volunteers on the Day for the programme
Sent the sheet out. Can have more than one. Start getting people interested. Only
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has to be a short stint to help out.
o Curry of Fire competition:
Venue Update
o Met with s7(2)(a) Privacy He is in. Developing the brief.
o Booked in Awapuni Race Course for Sat 12th October.
• Open 1.30pm
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• To be accepted you must be available for the heat and the final
• Finale wil be 6 to 9 depending on how the rounds and
contestants go.
o P
LGOIMA erformances
s7(2)(a) Privac has asked for 1 minute video
Have sent her an email ask her coordinate this. Waiting to hear back from her. If you
apply for a performance you may get a request about providing a video.
Will advise at the next meeting once hear from
s7(2)(a) Privacy
o Rangoli:
Designs
o Yoga
No changes.
o Mela Bizarre
Need more stalls.
Send them the link or get contact details and send to Melissa to contact. 17/10/25
o Garba (Circle Dancing):
15 minutes
Music back track – needed for scheduling
Dutta
Look to do this toward the end of the light.
o Cultural Parade
Theme – last year wedding.
Mohan
• 2024 female – will be s7(2)(a) Priv
s7(2)(a) Privac
s7(2)(a) Privacy
to
• 2025
to
s7(2)(a) Privacy
give the theme and spel ing
s7(2)(a) Privacy – would love to sponsor again.
o Marketing
Will advise on the complete plan next meeting
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Other activities – Manawatu Hindu Society – colouring in comp – clay diya making –
advise at next meeting
Will any of the groups be doing something else – If you are must know by the next
meeting
• For the different activities we are looking to advertise these points this as part
of the marketing material
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Dates for flags and banner when they are going up?
• Flags and banner going up in broadway. More people see this than around the
square. Especially with all the eateries and restaurants
• Melissa to advise next meeting of dates
LGOIMA
o Leave – s7(2)(a) Pr 12-20 Sept. Will get on teams for the meeting.
Next meeting: Wednesday 18 Sep
From: Melissa Steedman <[email address]>
Sent: Monday, 22 July 2024 3:40 pm
To: Somayyeh Ghaffari <[email address]>
Subject: Diwali Meeting
Afternoon everyone,
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Please see below the agenda for this Wednesday’s meeting. s7(2)(a) Privacy , but I am looking
forward to catch up with everyone. The details are still the same as the calendar invite.
Dutta
If you would like anything included on the agenda let me know and we can chat about it at the meeting.
Previous minutes attached for your perusal.
Mohan
See you on Wednesday!
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Diwali Mela 2024 planning Agenda #5 minutes
Wednesday 24th July
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•
Planning Committee
•
External funding
•
Programme 2024
o Opening Ceremony:
Update from s7(2)(a) Pr – Priest
High Commissioners – Invitations and expectations
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o Volunteers on the Day for the programme
o Curry of Fire competition:
Venue Update
Chef update
LGOIMA
o Rangoli:
Update from
s7(2)(a) Privacy
Update from community groups – sample design or picture
o Yoga:
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o Commercial Jewellery and clothing
o Commercial laser cut products
o Commercial custom-made charms, pins, clothing accessories
• 5 performance applications
• Applications for the committee.
o Volunteers on the Day for the programme
Sent the sheet out. Can have more than one. Start getting people interested. Only
has to be a short stint to help out.
o Curry of Fire competition:
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Venue Update
o Met with s7(2)(a) Privacy He is in. Developing the brief.
Dutta
o Booked in Awapuni Race Course for Sat 12th October.
• Open 1.30pm
• Max 3 rounds, 12 people per round
• To be accepted you must be available fo
Mohan r the heat and the final
• Finale wil be 6 to 9 depending on how the rounds and
to
contestants go.
o Performances
s7(2)(a) Privac has asked for 1 minute video
Have sent her an email ask her coordinate this. Waiting to hear back from her. If you
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apply for a performance you may get a request about providing a video.
Will advise at the next meeting once hear from
s7(2)(a) Privacy
o Rangoli:
Designs
o Yoga
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No changes.
o Mela Bizarre
Need more stalls.
Send them the link or get contact details and send to Melissa to contact.
LGOIMA
o Garba (Circle Dancing):
15 minutes
Music back track – needed for scheduling
Look to do this toward the end of the light.
o Cultural Parade
Theme – last year wedding.
• 2024 female – will be s7(2)(a) Privacy
• 2025
to
s7(2)(a) Privacy
give the theme and spel ing
s7(2)(a) Privacy – would love to sponsor again.
o Marketing
Will advise on the complete plan next meeting
Other activities – Manawatu Hindu Society – colouring in comp – clay diya making –
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advise at next meeting
Will any of the groups be doing something else – If you are must know by the next
Dutta
meeting
• For the different activities we are looking to advertise these points this as part
of the marketing material
Dates for flags and banner when they are going up?
Mohan
• Flags and banner going up in broadway. More people see this than around the
to
square. Especially with all the eateries and restaurants
• Melissa to advise next meeting of dates
o Leave – s7(2)(a) Pr 12-20 Sept. Will get on teams for the meeting.
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Next meeting: Wednesday 18 Sep
From: Melissa Steedman <[email address]>
Sent: Wednesday, 16 October 2024 9:14 am
To: Somayyeh Ghaffari <[email address]>
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Subject: Diwali Mela Meeting tonight
Good morning everyone,
LGOIMA
Just few things before the meeting …
@Kheng Lim we have received confirmation that Ms. Adrina Zulkarnain, Counsellor of High Commission of
Malaysia, will be attending Diwali. She wil be invited to say a few words at the opening ceremony. So we
wil need someone to host her. We can discuss at the meeting.
Dr Abhi Gotadki would like to be part of the Diya Lighting Experience. So we will discuss this.
Your maps of where you are located. With regard to your community group, we would like to know
where/the region of your ethnic roots so that we can display this on the map for people to see. For
example
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o World Map - where you are
We need you to give us pictures of the maps of your regions where you are located so
we can show people for example
Dutta
Example – Manawatu Telegu Assoc
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Will be using a map similar to this (not exactly – just so you can get the picture). So
just the place or region where we can highlight that a bit more.
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3. Activities for 2025 Diwali Mela
Brainstorming exercise to :
• Evaluate and enhance our current Diwali Mela activities
• Discussion/ideas on new activities to engage attendees
•
Planned Exercise: The committee intended to conduct an exercise to review current Diwali Mela
activities and identify opportunities for enhancement. The goal was to explore new activities that could
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engage attendees and create immersive experiences.
•
Postponement: Due to insufficient attendance, this exercise has been postponed and wil be addressed
in the next meeting.
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Palmerston North Knights: Melissa spoke about the PN Knights as a possible new idea.
Action Items: Committee members to prepare ideas for enhancing current activities and suggest new
activities for the next meeting.
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4. Meeting Date and Activity Deadlines (See attached spreadsheet)
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Proposed Dates and Deadlines: Dates and deadlines for various functions and activities related to the Diwali Mela have been proposed. These need to be
reviewed and finalized.
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Next Steps: Committee members are required to review the proposed dates and deadlines before the next meeting. Any necessary adjustments should be
made to ensure al activities are wel -coordinated.
Action Items:
• Committee members to review the proposed dates and deadlines.
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• Populate the schedule with any additional necessary details and be prepared to discuss and finalize at the next meeting.
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5. Funding and Budget
Discussion of the new funding policy: See Schedule 2 for policy.
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Current Policy: Al funding applications and accountability reporting should be
coordinated through the Commercial Advisory team to ensure alignment and avoid
internal competition.
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Centralised Management: The purpose of centralising external funding management is
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to streamline application processes, improve coordination, and leverage the expertise of
the Commercial Advisory team to maximise success in securing funds.
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Collaboration: Any external funding opportunities should be pursued in col aboration
with the Commercial Advisory team to ensure alignment with funding criteria and avo
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conflicts with other Council applications.
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Application Process: While drafting applications is encouraged, the Commercial
Advisory team should review and apply a funding lens before finalisation. Al
conversations with funders should include the Commercial Advisory team.
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Contribution: Team members can contribute to funding applications and accountability
reports through various col aborative methods, ensuring their expertise is incorporated.
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Budget Management: External funding for fully Council-funded projects requires
specific approval from the Council or Chief Executive to increase expenditure budgets.
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Benefits: Additional external funding provides savings for ratepayers and al ows surplus
Council funds to be redirected to other areas.
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Future Funding: Council decisions may change budget al ocations regardless of external
funding obtained.
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Project Scope: The Commercial Advisory team handles funding applications for projects
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of al sizes, from smal to multi-mil ion-dol ar projects, covering both capital and
operational costs.
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Multiple Applications: To avoid conflicts, al applications must be coordinated to ensure
only one application per funding round is submitted by the Council.
Outcome Discussion with Luke:
• Community group funds cannot be used to partner with Diwali as previously done.
• Approval from the Council or Chief Executive is required to pursue this path again.
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• Coordination with the Commercial Advisory team is necessary.
Discussion of Budget:
• Identification of funding needs for Diwali Mela activities.
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• Potential funding sources and application responsibilities.
• Sponsorship opportunities and process.
Discussion Points:
• Budget Al ocation:
o PNCC: $30,000
• Funding Sources:
o Community Development Fund: $20,000
o ECCT: $5,000
• Sponsorship:
o Futurisk: $3,000
Included paying for Marquee ($800), furniture ($533), signage ($50)
Messaging on the big screen
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Winners announcement on the stage
• Non-Negotiables for 2025 Budget and expected increases:
o Stage barrier fencing
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o Labour – event staff (anticipated increase)
o Infrastructure (anticipated increase):
Marquees
Audio
Security
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Electrician
Gas checks
Toilets
Waste management
o Additional funds to come from Budget
Banner: $740 + GST
Flags: $50 per flag
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• Funding Needs:
o Stage and lights
o Laser light show
o Additional items – need to be identified and discuss (TBD)
• Funding Applications:
o Do we want to apply for funding again?
o Which organisations want to help with this process?
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CET Arena Trust: Application due by May 1st. Consider submitting and
withdrawing if necessary. Next meeting is May 6th, which is after the
closing date, resulting in a lost opportunity.
Ministry of Ethnic Communities – Community Development Fund
EECT
What else is available?
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• Sponsorship Opportunities:
o Do we want Sponsors for 2025?
o Do we want to look at sponsorship for 2026?
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Tuesday 6 May, 5.30pm
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Schedule 1: Lead Role
Position Title: Activity Lead
Overview: The Activity Lead is responsible for coordinating specific activities and ensuring their
successful execution. This role involves organizing, managing, and overseeing the assigned
activity, as wel as reporting progress and outcomes to the committee.
Key Responsibilities:
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Coordination: Lead the planning and coordination of the assigned activity, ensuring al
logistical details are managed effectively. This wil be done in conjunction with the PNCC
Event Manager.
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Communication: Each role wil be assessed on specifics regarding who wil be
communicating with those persons regarding the event, when and in what capacity. Wil
serve as the primary point of contact for the committee.
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Reporting: Serve as the primary point of contact for the committee. Regularly update
the committee on the progress, challenges, and outcomes of the activity.
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Problem-Solving: This comes back to the event organiser in the first instance and the
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Specific Activities:
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Bazaar Exhibitors: in conjunction with event manager:
o getting more market retail stalls to be a part of Diwali (not food stalls).
o Getting those identified business and persons to complete the applications
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•
Curry Eating Competition: in conjunction with event manager:
o Check the applications and vet check applicant’s availability for heats and finals
o Determine and notify who the successful acts are.
o Help organise logistics for heats and finale.
o Determine the order of heats and finale.
o Participant related deadlines.
o Getting relevant info – times, backing tracks, participant bio for MC, chil i and
Scovil e units being used for heats and finals etc.
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Cultural Dress Parade: in conjunction with event manager:
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o Check the applications and vet check applicant’s availability
o Help organise logistics for heats and finale.
o Speak with the Judges
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Diya Lighting Experience: in conjunction with event manager:
o Arrange the setup
o Manage supplies
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o Take note of numbers of participation
s7(2)(a) Priva
– Hindi school be involved – colouring in
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Rangoli: in conjunction with event manager:
o Coordinate details and organisation of Rangoli designs,
o Project related deadlines
o Construction
o Logistical requirements
o Volunteer community involvement (if any)
o Take note of numbers of participation
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Flow and Glow (Glow Yoga): in conjunction with event manager:
o Coordination of yoga teacher and sessions for the event,
o Project related deadlines
o Coordination and management of participant registration (if we do this),
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o Logistical requirements
o Volunteer community involvement (if any)
o Take note of numbers of participation
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Community Performance Application and Organisation: in conjunction with event
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manager - Manage applications for community performances – that is to determine
o Determine and notify who the successful acts are.
o Determine the order of performance schedules.
o Performance related deadlines.
o Getting relevant info – times, backing tracks, performance script for MC etc.
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Light Sculptures: in conjunction with event manager:
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o Committee to determine any 2025 additions (if budget permits)
o Details and organisation of plinth for Lord Ganesh and Goddess Lakshmi
o Project related deadlines
o Construction
o Logistical requirements
o Volunteer community involvement (if any)
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Garba Dancing: in conjunction with event manager:
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o Determine if there is a group who wil be able to coordinate a Garba Dancing
segment during daylight hours for the community to learn and be a part of
o Coordination of group and possible plants in the audience to join
o Provide relevant info – backing tracks, performance script for MC etc.
Activity Lead - Deadlines, Resources, logistics and Costs
For our event and each section of the event, ensure we have deadlines inclusive of
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Costs
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What is needed – resources
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What is needed – logistics
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Times – where and when
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Schedule 2
1. Diwali Budget and Funding
1.1 Current Policy - Commercial Advisory – Funding - Commercial Advisory
Al funding applications and accountability reporting should be coordinated through the
Commercial Advisory team to ensure alignment, so we don’t end up competing with
ourselves.
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The team wil work with you throughout the funding process and ensure you have the
opportunity to review and approve the content of any applications and reports. If you are
drafting an application, please ask them to apply a funding lens before it is finalised.
Additional y, if you are having any conversations with a funder, please include Commercial
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Advisory.
What is the purpose of centralising external funding management?
Operating external funding under a centralised model aims to streamline funding application
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processes, improve coordination, and leverage the expertise of the Commercial Advisory
Team to maximise success in securing external funds.
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If I come across an external funding opportunity for my project, can I apply on my
own?
Please col aborate with the Commercial Advisory team to put in any funding application. We
wil be able to assess the application against the funding criteria, leverage our funding
expertise, and coordinate with other Council applications to manage any potential conflicts
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While we are happy for you to draft an application, we would like to apply a funding lens to
the application before it is finalised. Additional y, if you are engaging in any conversations
with a funder, please ensure that we are included in those conversations.
Wil I be able to contribute to the funding application and accountability reports?
Absolutely. Your contribution wil be crucial in drafting the funding applications and
accountability reports. We have a few options for how we can approach this process:
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• We can set up an editable document where you can draft an
initial application or report using your subject matter expertise.
We wil then refine and enhance it by applying the funding
perspective.
• You can provide us with relevant subject matter documents and
information, and we wil take the lead on drafting the application
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or report. We’ll ensure you have the opportunity to review and
approve the content before finalising it.
• We can work together in real-time to draft the application or
report, combining our expertise for a more cohesive and
comprehensive final product.
4. If we receive external funding for a ful y Council-funded project, wil my
expenditure budget increase or can I spend the additional money on something else?
Not without specific approval from Council or the Chief Executive under delegated
authority. Otherwise, we are only authorised to spend within our existing Council-approved
expenditure budget.
5. Providing information and supporting funding applications is extra work – what is
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the benefit for my team, especial y if 100% PNCC funding is already in place for our
projects?
Additional external funding means savings for our ratepayers and al ows surplus Council
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funding to be redirected to other areas where it is needed, so benefits are to the
organisation as a whole.
6. If an external funding opportunity arises for costs that are ful y funded by Council,
wil the Council funding for my project be reduced in future?
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There is always potential for Council decisions to change the amount that is budgeted across
any or all activities. This risk exists regardless of any external funding obtained.
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7. What scale and scope of projects can you help with?
We look after funding applications for projects/programmes ranging from a few thousand
dollars to multi-million-dollar projects. No project is too smal or too big for our team. The
funding sought can be for capital as well as operational costs.
8. What happens if there are multiple applications for the same funding source?
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To avoid conflicts, al applications must be coordinated to ensure that the Council submits
only one application per funding round, as funders typical y limit the number of applications
they accept from a single entity. We must also be mindful of the external projects endorsed
by the Council and ensure our applications are wel -coordinated with these initiatives. Failing
to do so could see us competing with ourselves, and adversely impact our chances of
securing funding for Council projects.
Outcome discussion with Luke
• Wil not be able to use funds from Community groups to partner with Diwali like we
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have previously.
• Wil need to get approval from Council or CE to go down this path again
• Will need to talk with Commercial Advisory regarding this also.
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Diwali – 15 July Meeting Minutes
1. Committee Attraction Initiative
• Palmy proud take where wil do a story on person/s who wil talk about
themselves, their connection to Diwali and being part of the committee. This
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wil then lead into if you are interested in joining the committee then contact
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xxxxx
• Names given – s7(2)(a) Privacy
• Comms + Marketing should be in touch
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• Met with Comms + Marketing today. They were going to take a different
approach and not go through social media but through sector lead MMC and
Comm Dev. Melissa explained again, this has already been done, hence we
wanted to contact the wider c
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ommunity to find those people who are not the
people already part of these organisation that our communities have spoken
with, that this was a new strategic approach. Melissa has placed this for next
years action in March/April
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2. Update from confirmed Lead roles
June Update – Confirmed Lead Roles:
s7(2)(a) Privacy
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Cultural Dress Competition:
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Community Performance Applications & Organisation: s7(2)(a) Privacy
s7(2)(a) Priva
•
Curry of Fire Competition:
s7(2)(a) Priv
•
Glow Yoga:
s7(2)(a) Priva
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Nepal Student Group:
s7(2)(a) Privac
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has not responded. Send specific email with some instruction
o There have been changes to UCOL
o Somayyeh to contact to get contact for students to bring to meeting or
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new UCOL contact
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s7(2)(a) Privacy
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Diya Lighting Experience:
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o The Diya’s left over were placed in a box
o Box had gone missing
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o s7(2)(a) Privacy wil contact the stores again and see if they can get an in
kind contribution again
s7(2)(a) Priv
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Light Sculpture:
(content & visuals), Melissa (construction with UCOL)
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s7(2)(a) Priv
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has provided images.
o Melissa met with UCOL who is looking at the stencil and the light
sculpture
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Has meeting on Wednesday 6th for an update
s7(2)(a) Privacy
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Fusion Diwali Performance:
(liaising with Hokowhitu and College Street
Schools)
s7(2)(a) Privacy
o
as spoken and confirmed with Hokowhitu School who would love
to be a part of this.
Stil to do as time get closer:
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o Next steps wil be to look at opening ceremony and timings and give this
information to the schools.
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o Find out if they have any needs – tech requirements etc
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Palmerston North Knights:
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s7(2)(a) Privacy
o Melissa met with
who is very excited. They will have a presence
there. Use the second stage or glow yoga tent for a performance or
activity depending on programme (ie mini glow disco, do their
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formations). Will help with the sparklers and children.
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The Bazaar:
o Looking for those retail/market stall to join the event (not food)
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3. Need to lock in
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Food Demonstrations
• Proposal to host live cooking demonstrations on the second stage.
•
Key ideas:
o Feature traditional cooking methods and equipment.
o Offer free tasters post-demonstration.
o Suggested dishes: roti, spice pastes, traditional sweets.
o Pre-recorded video content to be played during live demos.
o Example
reference:
https://www.facebook.com/watch/?v=289751670884984
Next Steps:
•
Identify and confirm participants.
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•
Assign a lead for this activity.
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Develop a content plan and video production schedule.
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Cultural Dance for Community Participation
s7(2)(a) Privacy
s7(2)(a) Privacy
•
Plan to include
and
dance performances.
s7(2)(a) Privacy
•
Update from
if he is back
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Lighting and Layout Enhancements
•
Improve lighting around display boards.
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•
Suggested locations:
o Near tables and seating areas.
o Adjacent to community stalls.
•
Note: To be reviewed in a future meeting as part of site plan adjustments.
VIP Invitations
• Extend invitations to:
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o Minister for Ethnic Communities.
o Ambassadors.
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•
Process:
o Comms team to draft invitation templates. Mohan
o Committee members to send personalized invites to VIPs.
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o Gabriel e (PNCC) to handle general ambassador invitations as per
standard protocol.
o Waiting for Comms + Marketing to get the design work
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Dress-Up in Cultural Clothing and Jewel ery
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• Create an interactive space for attendees to try on traditional attire.
o Include options for both men and women.
s7(2)(a) Pr
s7(2)(a) Privacy
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• Include a photo booth for attendees to capture the experience.
• Need to find someone to do this
Funding Applications
o Melissa sent Soham previous funding applications.
s7(2)(a) Priva
o Melissa to write an email to
about dates and getting approval from
Committee – this has been done. And also formal y asked CDIA also. 17/10/25
o Funding Application need to be in by Friday
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o Melissa offered to do the application on the weekend to have it
completed
o This would give 3 weeks before event day Mohan
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o CDIA and MHS were talking with Soham and have this under control and
will have it submitted
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Sponsorship
• Can look for sponsorship. If not successful, this year look to build relationships
for next year. We wil not put a price on it but wil talk together as there are
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various parts of our event that would make great sponsorship opportunities.
• It about working together to achieve outcomes for both party and valuing our
event. It is about finding out what the sponsor wants, if they align with Diwali
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• If there is a sponsor for 2025 wil need to talk asap. As this wil in some cases
(depending on what the sponsorship is) be linked to marketing and inclusion of
their brand.
• Process – just start the conversation and ask if they would like to consider/be
interested in sponsoring Diwali. If so notify Melissa, and Melissa will come with
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you to develop the conversations, relationship and speak with the opportunities
available and then look to write what that sponsorship deal would look like of
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the talks are successful
Volunteers
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Volunteers – MMC look to provide approx. 6-7. Will talk about where best placed once
they know who will be available.
Volunteer network has not been successful in the past because can only give notice 4
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days out and some do not show up.
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Site Map
Looking at changes – the incorporation of centralised activities that link together.
Changing the site that wil look at more community-based food, less commercial food
trucks, so that if it does rain it is easier for contingency plan.
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Action item: Melissa to show new site plan at next meeting
1. Meeting Date and Activity Deadlines (See attached spreadsheet)
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Proposed Dates and Deadlines: Dates and deadlines for various functions and
activities related to the Diwali Mela have been proposed. These need to be
reviewed and finalized.
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Action Items:
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• Lead to have a look at their deadlines and review
• Populate the schedule with any additional necessary details and be prepared to
discuss and finalize at the next meeting.
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From: Somayyeh Ghaffari
Sent: Wednesday, 10 September 2025 2:25 pm
Kia ora everyone,
Thank you for attending the planning meeting last night. Please see below our notes and we are
happy to have a chat if you have any questions.
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Curry of Fire
Venue: Awapuni Racecourse
Date: Sunday 19th October
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Applications are open. We are looking at having a max of 3 heats. Finalists will compete on 1st
November at the Diwali Mela event.
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Yoga
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Soham is available to do the yoga sessions. Ideally, we will have 3 sessions: 6:30pm, 7:30pm and
8:30pm. The earlier time is aimed at the families with young families and the last two sessions are
Glow Yoga. Will confirm with what fits with programme.
Cultural Dress
Applications will open in 2 weeks (we will e
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mail the planning committee the link). Encourage your
communities to take part.
Melissa is currently looking at prizes for this part.
Rangoli
PNCC will be meeting UCOL students re designs and we will have some designs for you at our next
planning meeting.
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Light boxes and pil ars
UCOL student presented her designs at our last planning meeting. The designs were emailed to the
planning committee to review and send us feedbacks.
Planning committee are happy with the designs for the pillars. In re to light box designs 1 and 4 were
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chosen.
Poster
The first draft of the Diwali Mela poster was presented to the planning committee. Planning
committee requested a few changes. We wil have the second draft at our next planning committee
for your comments and approval.
Opening Ceremony
Unfortunately we wil not have the big screen next to the stage this year.
Hokowhitu School has confirmed that their kapa haka group will be performing at the event. They
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will be performing 3-4 songs and this wil be around 10 minutes.
Planning committee agreed the performance will be the first group to perform.
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IMPORTANT: PNCC has received an enquiry re Diwali Mela as a vegetarian event. The individual has
raised concerns about restrictions on non-vegetarian food at the taxpayer funded Diwali celebration.
Somayyeh and Melissa discussed the concern with the planning committee and here are the
comments:
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• Planning committee consist of members who celebrate Diwali as both vegetarian and non-
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vegetarian event.
• Celebrating Diwali Mela as a vegetarian event is not related to cast.
• It is very important for the current planning committee to keep the event as a vegetarian
only event.
• Diwali Mela is inclusive of all communities who celebrate the event and we encourage all
communities to be part of the planning committee. Meetings are held after hours to ensure
majority of the communities can take part, if for any reasons they are not available
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Somayyeh and Melissa are always happy to meet them at their convenient time and bring
their comments/feedbacks to the planning committee for discussion and to make a
col ective decision together.
• As we will be having light pillars at the event, planning committee said that it is important
and respectful that the event remains a vegetarian only event and not have meat near these
deities and their story.
• The essence of Diwali Mela is to celebrate the culture and although sharing cuisines is an
important part of the event it is not intended as a food festival.
IMPORTANT, we have also received ano
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Somayyeh and Melissa discussed this at the planning meeting and the committee decided they do
not want eggs to be used as an ingredient at any of the food stal s.
ACTION POINT: planning committee will go through all the food stall applications and make sure that
eggs are not in their menu and is not used as an ingredient.
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Planning committee are happy with the Palmerston North Knights taking part in the celebrations, as
they are not changing the narrative/meaning of the Diwali Mela and they are merely there to add to
the festivities.
If you have any questions please do not hesitate to contact us. We are always happy to have a chat.
Kind regards,
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Please share this link with your communities and encourage them to apply. Applications will
close on 15th September.
• The best way to receive updates re PNCC events is to subscribe to a service on our website
that wil send you information and updates when it is placed on the website and inform you
of the changes: Events | Palmerston North City Council
• As per our discussion this week in the planning meeting, please see below proposed designs
for illuminated pillars and light sculptures. It is important that you review the designs 17/10/25
carefully and share any feedback/comments by
Monday 1st September.
Looking forward to seeing you all at our
next planning meeting, Tuesday 9th September 5:30pm-
7pm at PNCC, where we can discuss everything together and make decisions col ectively as the
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Diwali Mela planning committee.
If you have any questions/comments/feedback do not hesitate to get in touch with Melissa or me.
We are always happy to meet with you at a time that works best for you.
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Kind regards,
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