• Annual Hui Guide

last modified July 6 by louiseshaw


Purpose

The Hui is the annual gathering for Permaculture in New Zealand (PiNZ) where we grow our relationships and community.  It should enrich and inspire participants.  Those new to permaculture will be introduced to its principles and concepts and welcomed to our community.  It may offer an opportunity for permaculturalists to build relationships with convergent and aligned networks, communities and individuals.  The hui is also intended to raise funds to support the continued growth of Permaculture in New Zealand.

 

Guidelines

The hui should be held on a Public holiday weekend between the 31st March and the beginning of winter.

Registration fees should be offered with a sliding scale and kept affordable.

 

Keys to Success

Relationship to Council

We are grateful for your support in offering to host our annual hui.  We consider you a sub-committee of the PiNZ Council.  As such we urge you to hold regular meetings and we request that you provide a progress report for the Council meeting on the third Wednesday of every month, in the 12 months leading to the event.  If possible, we ask that a member of your Core team join Council as the Hui Liaison.  When this is not possible, one person on the Core team must take on the role of working with a Council member, who will assume the role of Hui Liaison.

 

Financial Management

We urge you to create a budget that is realistic, thorough and cautious.

PiNZ will provide funds to secure the venue and for other things that need to be paid for before registration funds are available.  This amount is set in the PiNZ budget each year; ask the Council Hui Liaison, currently Louise Shaw, what amount is available.  Items for payment must be invoiced and sent to PiNZ.

Consider approaching local councils and businesses for sponsorship and/or grants. 

Ensure all financial discussions, decisions and commitments are documented in writing, e.g. if you agree to pay travel for a speaker or a cook, etc.  

We highly recommend that you offer staged registration prices: early, actual and late.  This encourages participants to commit early, allowing you confidence in planning as the event approaches.

Financial members of PiNZ receive a registration discount, usually larger than the cost of membership to encourage participants to join PiNZ.

We recommend that you include a travel equalisation option in the registration form.  This allows those who live closer to the venue to contribute to a fund that is redistributed, on request, to those who have had to travel Further.

It is expected that 90% of any profit will be kept by PiNZ.  The remaining 10% is available for the organising team to celebrate creating a successful Annual Hui.

See <strong>Hui Financial Organisation Brief for further details.

 

Food

Our preference is for local, organic produce and that the ethic of “Share the Surplus” encourages participants to contribute.

A wide variety of dietary needs must be catered for.

The catering team needs to be coordinated and competentIt is important to keep the per head cost clear, frugal and achievable.

Appoint a Kitchen Coordinator, prepare menu, staff and timeline of kitchen prep well in advance and display info on kitchen wall if possible so everyone knows the plan.

 

Venue

Consider these factors:

·        Use a marae when a relationship with mana whenua is already present

·        Has a space for plenaries, sufficient for all participants

·        Break out spaces available inside and outside

·        Has a commercial kitchen

·        Offers a variety of accommodation and camping options

·        Has disability access

·        Can supply maps to and of venue

·        Parking is available

·        Meets Health and Safety and other legislative requirements

 

Programming

Choose your theme or title.  We have a kohatu which needs to be included in the opening and closing ceremonies.  Details of this will be attached soon.

Include the following

·         AGM early in the programme. There should be no other workshops at this time.

Prioritise meeting slots for and hold them at different times as some will be part of both groups:

Council x 2

Permaculture Educators Group (PEG) x 1

A combined Council and PEG x 1 Prioritise these and hold at different times in a private space

·         Kids Programme

·         A space or spaces for diploma presentations. Contact Dee Turner ( derinatur@hotmail.com ), PEG coordinator for details

Consider including:

·         A mix of theory and practical workshops

·         An 'Introduction to Permaculture' workshop

·         An evening of entertainment e.g. Open mic, band, etc.

·         A Permabliz on site


 

Suggested Administration Timeline

Before Your Hui                Task/s

24ish months out      Offer your location at a Hui, accepted by Council

23-13 months           Create Core team

Hui before yours       Two or more of Core team attend

10 months out           Set theme; firm up Core team - commit to regular meeting times and assign tasks to team members

9 months out             Decide on Venue and set date, start putting feelers out to speakers, volunteers, stall holders etc

7-9 months                Develop budget

6 months                    Develop marketing plan and timeline

4-3 months                Registrations open, early discount applies

                                  Develop and share programme outline

1 month                     Early registration discount closes

2 Weeks                    Late registration fee applies

Event

Within in 2 months of          Supply a written reports, Summative, Financial and suggestions to improve this wiki to the Council

Final reporting:

 Document the event by keeping written records, images and video.  Include a permission request in your registration form to allow these to be shared by PiNZ

A written report including highlights, stressors and suggestions to improve this wiki and future Hui. Please include a copy of your programme.

Reports from past Hui are attached.  In 2012, in lieu, New Zealand hosted the Australasian Permaculture Convergence; this was run by Permaculture Aotearoa a charitable trust created for that purpose.

    

Team care

Set time to catch up and connect at the beginning of each meeting.

Be clear about what actions are needed and who will do what.

Debrief, keep in touch, celebrate!

Consider building on the team momentum to initiate a lower key permaculture project in your area

 

 

Some notes from the 2015 Hui Organisers:


    What worked

    • Our Welcoming - people don’t want a really long opening, but they do appreciate a spiritual connection- we had lots of positive feedback on Lily’s white’s welcoming ceremony inviting the elements and the directions to join the Hui

    • Having awesome volunteers, and having a Google Form application system which was promoted via social media in addition to sending out emails

    • Working out clear volunteer roles with shift times before the event - and having a contingency when 4 volunteers don’t show up!

    • Providing space for co-created connection and invitation for sales and promotion of relevant material

    • Bioregional mapping

    • Allowing a large part of time to be set for Open Space Technology- a clear introduction to OST by Margaret Jefferies really helped

    • Sourcing local organic food in bulk from Harbour Co-op, and ordering 2 meals in from Roots Restaurant in Lyttelton at $5 per head


    What didn’t work

    • Any update of information to the PiNZ site was a huge challenge - had we stuck with the website we built at the beginning of the project we would have saved an awful lot of time and effort! Plus reached a broader range of people, which would have increased sales.

    • Finding Childcare/Kids Coordinators for the duration of the whole Hui…

    • Diploma presentation organisation - down to last minute organisation and miscommunication from PEG

    • The AGM happening on the first day - many folk commented they would have had much more to contribute if the AGM was towards the end of the weekend and they had already absorbed a bit more about the scope of permaculture.


    Recommendations for next Hui Organisers

    • Introductions between council and organising team if they don’t know each other ASAP, maybe via a skype connection

    • Regular (monthly) Skype conversations between organising team and PiNZ Council

    • A deadline of two weeks before the event for any Diploma presentation arrangements to be finalised (detail presentation format & what resources are needed)

    • Have a larger organising team, share the workload between 5+ people

    • During the Hui assign roles (speaker/presenter liaison, volunteer coordinator, kitchen coordinator, registration bod etc)

    • Make contingency plans (what if some volunteers / speakers don’t show up?)

    • Include a clear outline of what resources the venue offers to PiNZ Council asap and speakers/presenters when they book.

    • Set time for a group photo

    • Put feelers out for speakers/volunteers/stall holders early on

    • Make notes to add to the Hui Wiki from the start of the planning process

    • An appropriate Kids crew, always with a minimum of 2 experienced people and a selection of indoor/outdoor activities on hand