Important information about the 2020 ASB Polyfest Event
TENA KOUTOU, TALOFA LAVA, MALO E LELEI, KIA ORANA, FAKAALOFA LAHI ATU AND GREETINGS
The 2020 ASB Polyfest – Auckland Secondary Schools Maori and Pacific Islands Cultural Festival will be held on Wednesday, 18th – Saturday, 21st March 2020 at the Manukau Sports Bowl, Manukau City. In 2018, over 108,000 visitors passed through the gates and 68 schools with 12,045 students from 241 groups participated on 6 stages over the four day event
The Christchurch tragedy on March 15, 2019, affected the last day of ASB Polyfest 2019 and news of its cancellation affected everyone involved. We want to thank you and acknowledge you for all your hard work. Co-ordinating an event like Polyfest could not be possible without your love and support.
The festival brings activities, amazing cultural food and craft stalls, invitation performances and special guests filling up the festival grounds. It will be an exciting, thrilling and memorable experience for all as we celebrate 45 years of what has become a key component in the Auckland Secondary Schools’ calendar.
IMPORTANT DATES FOR 2020 SCHOOL ENTRIES:
Monday 4th November 2019, 9am - School Entries / Combined Schools Entries Open (performances)
(Please refer to Entry Fees regarding registration costs and Entry Form Process)
Friday 13th December 2019 - Early Bird Closes School Entries / Combined Schools Entries (performances)
Tuesday 11th February 2020 - School Entries / Combined Schools Entries Close (performances)
Monday 10th February 2020 - Pacific Speech Competition Entries OPEN
Friday 6th March 2020 - Pacific Speech Competition Entries CLOSE
Click below to download the "General Festival Rules 2020" AND "Additional Information for Schools 2020"
All schools who are interested in participating at the ASB Polyfest 2020 must appoint a Cultural Group Coordinator (CGC). Your school’s CGC will receive and be responsible for distributing all relevant information to the Teacher in Charge (TIC) of each of your cultural group(s).The CGC will also be responsible for sending all necessary documents for your school to the festival organisers when and where required. The appointed CGC must be a member of Senior Management and/or teaching staff within your secondary school.
There will be no communication shared, had or distributed to parents, students and/or tutor(s) of any group. The appointed CGC will be the first point of contact for each school and all group queries should be directed to them first.
The ASB Polyfest has been fortunate in maintaining a positive working relationship with a variety of production companies, including Maori Television, Samoa Multimedia, Vaka Moe Lupe and Fresh. We are hopeful that this will continue in 2020 as it provides an opportunity for all performances to be captured by film crews, and possibly receive television and online coverage to promote the festival to our community. By entering a performance group in the ASB Polyfest, you are allowing filming to take place of your group(s). Due to the large number of performances, not all groups will feature, so there is no guarantee of filming or coverage.
Please clearly indicate on the Schools Entry Form and/or Combined Schools Entry Form if you do not give consent for your school group(s) to be filmed. We have stages who have organised filming and have exclusivity rights. With these stages that have this option, each school will receive a usb/website link of their full performance.
All news media crews are registered with our Media team throughout the day and advised of any related stories that may be of interest. Please let us know if your school has an interesting story or links to the festival and we’ll be happy to share it!
Each school has the right to film their own group(s). Each school will be provided with two “School Media Passes.” The school must identify two current students or teachers from your school who will be responsible for filming your group(s). These Media Passes cannot be used or given to anyone else. Any filming with no valid pass may be asked to pack down and/or be removed from the specific stage area with a warning.
Across all stages, the Stage Coordinator and stage emcees are proactive in limiting the possibilities of the general public filming. Though every attempt is made to restrict this, we understand that schools may have concerns regarding crowds filming on personal devices. Please advise the Schools Liaison Manager in writing, if you have further concerns about filming.
Speech competitions will be held on the four Pacific stages (Samoan, Niue, Tongan and Cook Islands). Information, criteria and topics will be sent to schools later in Term 4 in 2019 or Term 1 in 2020.
Please refer to the website for more information regarding open and closing dates as these may vary per stage.
WEBSITE AND SOCIAL MEDIA PLATFORMS
Keep up to date via our official event website and social media platforms (Facebook, Twitter, Instagram). All relevant documents are downloadable from our website as they become available. In the first instance, schools will be emailed any updates specific to performance group entries directly to your Cultural Group Coordinator (CGC). Please ensure you keep us updated if there are any changes to the contact person(s) and details noted.
The General Rules 2020 are listed on our website. All stages must abide by these rules along with the Stage Specific Rules 2020 for each respective stage. Following the first stage meetings, and in consultation with the participating school representatives, the Stage Specific Rules will be confirmed by Friday 15th November 2019 unless further consultation is required.
The Mana Kura Host School will host two stage meetings for each respective stage. Critical information is shared and discussed, specific to rules, stage performance times, judges etc. These meetings are open to teachers, and/or student leaders.
The dates are:
Stage Meeting 1 - Thursday, 14th November 2019, 4.30pm - ALL Stages, unless otherwise advised
Stage Meeting 2 - Thursday, 13th February 2020, 4.30pm - ALL Stages, unless otherwise advised
There may also be a third Stage Meeting for debriefs for each stage.
A School Teacher or Student Leader representative from each performance group must attend both Stage Meetings, as this is where all stage matters will be addressed. As these decisions relate directly to the schools, the tutors are not required to attend.
Stage Meetings will be held at the Mana Kura Host School that is responsible for each cultural stage unless advised.
Please send your apologies to where absence is minuted. Light refreshments will be provided.
SCHOOL FUNDRAISER OPPORTUNITIES
If your school is looking for a fundraising opportunity you may be interested in having a stall at the
ASB Polyfest. A special school food site rate applies. Please contact the Stallholder Manager for further information - (09) 523 4212, option 2
Applications open 12pm, Monday 15th July 2019.
Earlybird applications close 2pm Friday,13th September 2019
The final closing date for all Stallholder Registrations is 2pm Friday, 6th December 2019.
Please refer to the Stallholders Booklet on the website for pricing and more information.
BECOME A HOST SCHOOL
The opportunity to become a Host School (Mana Kura) for the different stages only comes around every two years. They also get the best seats in the ‘house'!
They will be supporting and assisting the Stage Coordinator(s) by
Hosting the stage Meetings - Venue within the school. Koha for light refreshments for both meetings
Providing stage runners
1-2 x staff and 10+ senior students for events days following stage specific schedule (may vary)
Presence at event functions, ie, Launch, Powhiri, Flagraising
WHAT IS A COMBINED SCHOOLS GROUP?
If you have group(s) combining with students from another school, please complete the ‘Combined Schools Entry Form 2020’ for each combined group. Combined groups are considered a makeup of one or more students, from two or more participating schools.
Example: School ‘A’ and School ‘B’ are combining to form one performance group. Either School ‘A’ or School ‘B’ can complete the form. Therefore, only ONE form for two schools, forming one group.
Information about both schools will be required on the ONE entry form, so please ensure you have this with you at time of entry. All information will be sent to the CGC named on the entry form.
Entry Registrations OPEN 9am, Monday 4th November 2019.
SCHOOL ENTRY FEES: $250 (plus GST) initial group, then $100 (plus GST) per additional group.
COMBINED SCHOOL ENTRY FEES: $250 (plus GST) per combined group. A fee split of $125 (plus GST) per school (between 2 schools) can be requested for payment and invoicing – please indicate this on the entry form. Each Combined School Entry is a separate registration fee.
** EARLYBIRD Entry Registrations including payment must be received by Friday 13th December 2019
(Free t-shirt for the CGC).
** Entries and/or payments received after, Friday 13th December 2019, will incur a late fee of $100 plus GST per entry.
** FINAL School Entry Registrations and payments CLOSE, Tuesday 11th February 2020.
Late entries will not be accepted.
Payment options and details will be outlined on your invoice. Please do not arrange payment prior to receiving your schools invoice.
All entry fees are non-refundable.
All group entries per school must be indicated on the Entry Form to be considered into the Festival. Please note that we will not accept entries that are independent from the official Schools Entry Form 2020 or Combined Schools Entry Form 2020.
CGCs - should you need to make changes to your entry form once it has been submitted, please contact the Schools Liaison Manager as soon as possible on firstname.lastname@example.org or 09 5234212, option 2.
SCHOOLS ENTRY / COMBINED SCHOOLS ENTRY FORM PROCESS
Please note the following process for School Entries 2020:
Read, print and/or save General Festival Rules 2020.
Read, print and/or save Additional Information for Schools 2020.
Read, print and/or save Stage Specific Rules 2020 (available after Stage Meeting 1 - Thursday 14th November 2019)
Identify performance groups to enter.
Please note the check box (School Principal Tutor Endorsement) on the Entry Form which will require the CGC to document and confirm that they and the School Principal will verify and endorse the tutors for each of your groups. This must be done prior to submitting your Profile Sheets. A copy of this verification must be available on request to ASB Polyfest. Tutors play a significant part in the development and delivery of Cultural Understanding for participating Polyfest groups. As we work in a high trust model, it is essential that Schools ensure that the selected tutors are competent and suitable to teach your students.
CGC’s visit asbpolyfest.co.nz/schools-information ‘Schools Entry Form 2020’ OR ‘Combined Schools Entry Form 2020’ to enter your groups. Please check the dates and entry fees for 2020.
CGC’s enter all required and relevant fields in the online entry form
Once completed, the CGC’s will then submit the online form to festival organisers, an acknowledgement email will be sent to you.
Schools Liaison Manager will process entry form and follow-through with an invoice outlining total entry fee, reference details and due date for payment.
Once payment has been received, the entry process is complete and groups information will be submitted to the respective Stage Coordinators for inclusion in the stage schedule. Performance dates and times will be selected at Stage Meeting 2.
All groups are required to complete profile sheets. These sheets clearly outline the school group(s), specific information on performance items, number of participants, etc, as requested by Stage Coordinators, judges and emcees. All profile sheets must be completed correctly. Entry and parking passes will not be made available to schools until completed profile sheets from all performance groups have been received before the deadline. Please check each Stage Specific Rules for the profile sheets timeframe and any other documentation that may be required.
The Teacher in Charge (TIC) must provide a list of School verified and endorsed tutors details on the Profile Sheet for each of your groups. Please refer to your CGC if you need more information.
Official Event Packs will be produced based on the information provided on the Profile Sheets. Please ensure all information is correct. The School Packs must be picked up by the CGC only. Once packs are signed for by the CGC, they will be responsible to forward these to the relevant TIC. Please note that no replacement passes will be given if misplaced or forgotten.
Thank you for your contribution to this event, and giving the students of your school the opportunity to experience through song, speech and dance their own and/or another culture to embrace and learn.
The ASB Polyfest Team look forward to receiving your school entry, and we are glad you could join us in celebration of this iconic festival!