यलम्वर नाईट

Chapter 1

About Yalambar Night

Kirat Rai are multilingual and multi cultural people a unique characteristic of their own. The saying “Ten Rai with ten (different) sub castes and ten languages but one fire place”. The Rai are one of the cast of Kirat of Nepal.

Kirat Rai are striving to explore, preserve and protect every sub cast’s history, language, literature, culture, scripture and religion through the ethnic organization Kirat Rai Association Hong Kong Limited.

Kirat Rai Association is established in 28 Jan 1998. Later it is incorporated under the name of Kirat Rai Association Hong Kong Limited in 9 August 2011 under the company ordinance (Chapter 32 of the Laws of Hong Kong) and got award as a Charitable institution in 19 Mar 2012 from IRD, which is exempt from tax under Section 88 of the Inland Revenue Ordinance of Hong Kong.

Kirat Rai Association Hong Kong has been organizing “YALAMBAR NIGHT”, a musical program, once every three years on the memory of YALAMBAR HANG”, the first king of Kirati. The main objective of the program is to create musical platform for Kirat Rai as well as all Nepalese people and to make strongly fund rise for the association.

OBJECTIVES :

  1. Collecting donation for the maintenance of Kirat Home (Suptulungkhim).
  2. Promote & Protection of Nepali culture, music and songs.
  3. Make unity among all the Kirat Rai in Hong Kong.
  4. Maintain & tie with different ethnicity, religious groups and communities to actively identify the Kirat Rai and initiate social harmony and unity.
  5. Build up gracious relationships among the various social organizations in Hong Kong.
  6. Encourage and provide guidelines in order to enhance the educational qualifications, involvement in social work, and vocational competency of all Kirat Rai to make them more civilized and advance.

1st Meeting

1. Agenda

  1. What is Yalambar Night and it’s Objectives?
  2. Selection of Main Coordinator
  3. Duties & Responsibilities of Main Coordinator
  4. Program Details
  5. Estimated Project (6th months schedule)

2. Selection of Main Coordinator

Main Coordinator: ________________________

3. Duties & Responsibilities of Main Coordinator

  1. Hall Booking
  2. Artist Selection (with MC),
  3. Artist’s Document Collection,
  4. Agreement with Artist,
  5. VISA Apply
  6. Making Schedule:
    1. Flight Schedule
    2. Hotel Schedule,
    3. Breakfast, Lunch, Dinner Schedule,
    4. Daily Artist Schedule
    5. Daily Volunteer Duty Schedule
    6. Artist Welcome Schedule
    7. Artist Visit Schedule
    8. Artist Farewell Schedule
    9. Photo Shooting Schedule on the Program
    10. Video Shooting Schedule on the Program
    11. Opening Ceremony schedule (15min)
    12. Program Rundown schedule (2:30min)

4. Program Details

  1. Organization: Kirat Rai Association Hong Kong Ltd.
  2. BR No: 58919948-000
  3. Nature of Organization: Non-commercial
  4. Form of Registration: Charitable Institution
  5. Program Show Date:
    1. 1st Choice: ______________
    2. 2nd Choice: _____________
    3. 3rd Choice: ______________
  6. Name of Event: YALAMBAR NIGHT
  7. Nature of Event: VERITY SHOW OF MUSIC & SONGS
  8. Details of Event: ARTIST FROM NEPAL
  9. Estimated No. of Participant: 600
  10. URBTIX Service: YES
  11. Admission Fee: $1000/500/300/200
  12. Use of E-Payment: NO
  13. Non-profit Organisations Scheme: YES
  14. The event is : OPEN
  15. The organisation is : ARTS ORGANIZATION

5. Estimated Project (6 months Schedule)

Month Week Day Meeting Work
Apr 4th Week   Meeting 1 Main Coordinator Selection/ Application for Hall
May       Result Waiting/ After Result
Jun 4th Week   Meeting 2 Work Division/ Artist Catagorization
Jul       Artist Selection/Document Collection
Aug 1st Week   Meeting 3 Aritst Finale/VISA Apply/ Sponsor & Ticket Catagorization
Sep 1st Week     Ticket/Poster Design/ Flight/Hotel Booking
Sep 2nd Week   Meeting 4 Press Meet Preparation/ Poster & Ticket Finale
Sep 3rd Week   Program Press Meet/Ticket/Poster Distribution
Oct 1st Week   Meeting 5 Ticket Tistribution/ Sales Report
Oct 2nd Week   Meeting 6 Ticket Sales Report/ Return Policy
Oct 3rd Week   Meeting 7 Ticket Sales Report/ Show Preparation/ Schedule Finale
Oct 4th Week   Program Show/Visit/Farewell
Nov 4th Week   Meeting 8 Review/Profit & Loss

Chapter 2
2nd Meeting

2nd Meeting Agenda

  1. Division of Work & Duties & Responsibilities

1. Organization Growth & Coordination Depart

Depart Head: ____________
Depart Coordinator: ____________
Main Coordinator: _____________

Duties & Responsibilities:

  1. Classification of Artist & Make no. of artist selection
  2. Classification of Sponsor & Make Sponsor Collection Policy
  3. Classification of Ticket & Make Ticket Sales Policy
  4. Classification of Media & Make Press Meet Policy 
  5. Support to Main Coordinator
  6. Responsibilities of Sponosors collection

Artist Clasification and Remuniration

S.N. Type Remuneration
1    
2    
3    

Agreement with Artist

Responsibilty: Main Coordinator

  1. The remuneration will be NRS.______________ given to the Artist at the farewell after successfully completing the event.
  2. Remuneration is confidential, no one are allowed to say to others.
  3. The Artist should not enter Hong Kong as similar program before the program date.
  4. The Artist is not allowed to show any solo program in HK before the program date.
  5. The Artist should be take rest and eat food at designated hotel.
  6. The Artist should be visited according to the pre-scheduled program.
  7. After the farewell, Artist are not bound by the above term and condition.
  8. If an Artist failed to conduct above term and condition, the Organizer should marked the artist as ‘Black List’.
  9. The Artist should be liable himself/herself, if any injury, damage of body organ or death may occurred in the program. The organizer shall not pay any compensation to the artist.

Document Collection

A. VISA Documents (From Artist)

  1. Artist Bio-data
  2. Passport Photo (3 copy)
  3. Artist Identity Card given by artist society
  4. Passport (All pages except blank)
  5. Certificate if different famous name.
  6. Educational Certificatea
  7. Appreciation Certificates
  8. Photos of different program
  9. Album & Posters performed by artist
  10. News paper cut piece about the artist
  11. YouTube program link of the artist

B. VISA Documents (From Organizer)

  1. VISA application Form
  2. Agreement Letter
  3. About the organizer.
  4. Why the program is organizing?
  5. CR/BR Certificate
  6. Bank Statement (3 months)
  7. Auditing Report (Previous year)
  8. Hall Booking Slip
  9. Insurance Slip

2. Suptulungkhim Renovation & Construction Depart

Depart Head: ____________
Depart Coordinator: ____________
Linguistic : ____________

Duties & Responsibilities:

  1. Distribution of Ticket
  2. Distribution of Sponosor Letter
  3. Ticket Sales & Followup
  4. Sponsor Collection & Followup

Appointment:

  1. Ticket Distributor & Follower: …………………
    1. Keep record of ticket distribution, Sales & Ticket Return
    2. Followup Ticket Sales & sponosor collection
    3. Send Sponosor Information to Publication Depart.
  2. Ticket Runner: ………………………
    1. Send & collect ticket as instructed by Ticket Distributor

3. Sport, Music, Literature & Publication Depart

Depart Head: ____________
Depart Coordinator: ____________

Duties & Responsibilities:

  1. Poster & Ticket, Invitation Printing
  2. Banner, Back Slide, Advertisement Design
  3. Backdrop banner design for photo shooting
  4. Organizor, Media, Entrance Card etc. Printing
  5. Update, Promote, Advertize the sponosr information to social media.

Appointment:

Designer & Publication Company: ___________

4. Asset & Fund-Raise Depart

Depart Head: ____________
Depart Coordinator: ____________

Duties & Responsibilities:

  1. Flight Booking, Hotel Booking, Breakfast, Lunch, Diner Booking according to the schedule.
  2. Give information to associated department.

5. Sumnima Kitchen & Food Depart

Depart Head: ____________
Depart Coordinator: ____________

Responsibilty: Artist Welcome, Artist Visit, Artist Farewell.

6. Sikrima distribution & Hospitality Depart

Depart Head: ____________
Depart Coordinator: ____________

Responsibilty: Daily Take Care of Artist, their Daily Breakfast,Lunch, Diner according to the schedule.

7. Office Operation & Promotion Depart

Depart Head: ____________
Depart Coordinator: ____________

Responsibilty: Stage Management, Arrangement sound system, Arrangement Lightning system, Arrangement Track Player, Arrangement Slide Player, Arrangement Artist Readymation etc.

Appointment:

  1. State Manager: ……………..
    1. MC: ……………..
    2. Sound and Light Engineer: ……………..
    3. Curtain/Smoke Player: ……………..
    4. Track Player: ……………..
    5. Slide Player: ……………..
    6. Artist Readymation : ……………..
    7. Photographer: ……………..
    8. Video Grapher: ……………..

8. Native Collection & Decoration Depart

Depart Head: ____________
Depart Coordinator: ____________

Responsibilty: Arrangement of Beauty Parlor for the artist at the program day.

9. Paruhang Logistics & Shipping Depart

Depart Head: ____________
Depart Coordinator: ____________

Responsibilty: Provide Vehicle for the Artist on the program day

10. Child, Women, Adult and Guest Depart

Depart Head: ____________
Depart Coordinator: ____________

Responsibilty: Welcome Sponsor on the program, Khada and Flower Distribution on the program.

  1. Flower byadge 100 pcs,
  2. Khada (Red) 5 pcs
  3. Khada (Blue) 5 pcs
  4. Khada (Yellow) 15 pcs
  5. Khada (White) 20 pcs
  6. Khada (Green) 45 pcs

11. Kirat Religion Protection & Ceremonial Depart

Depart Head: ____________
Depart Coordinator: ____________

Responsibilty: Arrangement & Purchase of Opening Ceremony Material such as Ribbon, Balloon, Balloon pump, Bang stick, Scissor, Tray, Pheta etc

  1. Ribbon (48 inch)
  2. Balloon (24 pcs)
  3. Balloon Pump (1pcs)
  4. Scisor (1 pcs)
  5. Pin (24 pcs)
  6. Pheta (1)
  7. Gamchha (1)
  8. Plate (1)

12. Shili Collection & Culture Depart

Depart Head: ____________
Depart Coordinator: ____________

Responsibilty: Arrangement of Loacal Artist & Opening Dance, Help to opening ceremony.

13. Sanitation & Waste Collection Depart

Depart Head: ____________
Depart Coordinator: ____________

Responsibilty: Stage Clean, washroom sanitation, Locker Protection, Water Supply etc.

14. Emergency Help & Security Depart

Depart Head: ____________
Depart Coordinator: ____________

Responsibilty: Security, Mass Control, Entry pass distribution etc.

15. Business, Employment & Transport Depart

Depart Head: ____________
Depart Coordinator: ____________

Responsibilty: Arrangement bus for the customer on the program.

Appointment:

  1. Bus Conductor 1:
  2. Bus Conductor 2:
  3. Bus Conductor 3:
  4. Bus Conductor 4:
  5. Etc.

2. Artist Clasification and Remuniration

S.N. Type Remuneration
1    
2    
3    

3. Agreement with Artist

Responsibilty: Main Coordinator

  1. The remuneration will be NRS.______________ given to the Artist at the farewell after successfully completing the event.
  2. Remuneration is confidential, no one are allowed to say to others.
  3. The Artist should not enter Hong Kong as similar program before the program date.
  4. The Artist is not allowed to show any solo program in HK before the program date.
  5. The Artist should be take rest and eat food at designated hotel.
  6. The Artist should be visited according to the pre-scheduled program.
  7. After the farewell, Artist are not bound by the above term and condition.
  8. If an Artist failed to conduct above term and condition, the Organizer should marked the artist as ‘Black List’.
  9. The Artist should be liable himself/herself, if any injury, damage of body organ or death may occurred in the program. The organizer shall not pay any compensation to the artist.

4. Document Collection

Responsibilty: Main Coordinator

A. VISA Documents (From Artist)

  1. Artist Bio-data
  2. Passport Photo (3 copy)
  3. Artist Identity Card given by artist society
  4. Passport (All pages except blank)
  5. Certificate if different famous name.
  6. Educational Certificatea
  7. Appreciation Certificates
  8. Photos of different program
  9. Album & Posters performed by artist
  10. News paper cut piece about the artist
  11. YouTube program link of the artist

B. VISA Documents (From Organizer)

  1. VISA application Form
  2. Agreement Letter
  3. About the organizer.
  4. Why the program is organizing?
  5. CR/BR Certificate
  6. Bank Statement (3 months)
  7. Auditing Report (Previous year)
  8. Hall Booking Slip
  9. Insurance Slip

Chapter 3
3rd Meeting

1. Classification of Ticket & Sponsor

2. Seat Plan

ROW VVIP Seat
A 15
B 20
C 23
D 26
TOTAL 84
   
ROW VIP Seat
E 31
F 34
G 37
H 36
TOTAL 138
   
ROW $300 Seat
J 35
K 36
L 35
M 34
N 31
O 32
P 33
Q 34
R 35
S 34
T 35
U 34
V 33
W 34
X 33
Y 4
TOTAL 512
   
ROW $200 Seat
BE 35
BF 36
BG 37
BH 34
BJ 27
BD 20
TOTAL 189
GRAND TOTAL 923

3. Ticket 

PARTICULAR VVIP VIP $300 $200 Total
TICKET 84 138 512 189 923
INCOME 84000 69000 153600 37800 344400

4. Ticket rule

Must write on the back of the ticket.

  1. Program is subject to change without prior notice.
  2. Children under 6 will not be admitted.
  3. Photography, audio-recording, or filming in the venue is prohibited.
  4. Food and drinks should not be brought into the venue.
  5. Smoking, eating or drinking in the venue is prohibited.
  6. Latecomers will not be admitted until a suitable break.
  7. Each ticket will admit only one person.
  8. Only ticket with the theater stamp is valid.
  9. The inquiry counter, Yuen Long Theater.

5. Classification Cash Sponsor

Sponsor

Expenses

Amnt

Gift

Khada

Honor

Slide

Platinum
/Title

Hall
/Event

15000

VVIP-5

Red

Name top of the banner.

6:1

Diamond
/Host

Salary

10000

VVIP-4

Blue

Call on the Stage

5:1

Golden

Flight

5000

VVIP-3

Yellow

Call on the Stage

4:1

Silver

Hotel

4000

VVIP-2

White

Call on the Stage

3:1

Bronze

Visit

3000

VVIP-1

Green

Call Name Only

2:1

Contributor

Misc.

2000

VVIP-1

Green

Call Name Only

1:1

6. Classification of Ticket Sponsor

Sponsor Expenses Ticket Gift Khada Honor Slide
Diamond Ticket Salary 10000 No Blue Call on the Stage 5:1
Golden Ticket Flight 5000 No Yellow Call on the Stage 1:1
Silver Ticket Hotel 4000 No White Call on the Stage 1:1

7. Design & Printing

Responsibilty: Sport, Music, Literature & Publication Depart

  1. Poster Design
  2. Banner Design
  3. Ticket Design
  4. Back Slide Design
  5. ID Card Design
  6. Promotion/Advertising

Chapter 4
4th Meeting:

Press Meet Preparation

Responsibilty: Office Operation & Promotion Depart

1. Reporter Invitation

  1. Anoj Rokka, Saptahik Kantipur.com, Tel: 9315 3980
  2. Bikram Gurung, Zap photo Studio, Tel: 9841 3657
  3. Kisan Rai, Everest Media, Tel: 9420 7156
  4. Magendra Rai, Nepal Khabar.com, Tel: 6091 2627
  5. Mazza ko Rai, Tel: 4643 3366
  6. TB Yakkha, Bagaicha.com, Tel: 6687 5055

2. Necessary things

Banner, Ticket, Poster, Ticket Sales Record Form, Request letter, Envelop, Broucher in Slide etc.

A. Ticket Sale Record Form

Responsibilty: Ticket Distributor

Code:

Office use only (001)

  Date:

31/3/19

Name:

Ramesh

  Phone:

64324586

Ticket Type Ticket No.

Qty

Rate

Total

VVIP

11–11

1

1000

1000

VIP

21–22

2

500

1000

300

101–102

2

300

600

200

51–52

2

200

400

TOTAL

3000

  Sign of Receiver:      

B. Ticket Follow up/Return Record

Responsibilty: Ticket Followup Officer

Code: Office use only (001)   Date: 31/4/19
Name: Ramesh   Phone: 64324586
Ticket Type Ticket Return No. Return Rate Total
VVIP 11–11 -1 1000 1000
VIP 21–22 -2 500 1000
300 101–102 -2 300 600
200 51–52 -2 200 400
TOTAL       3000
  Sign of Receiver:      

C. Ticket Payment Record

Responsibilty: Ticket Runner

S/N Code Name Ticket No. Amount
1 001   VVIP 11 1000
2 001   VIP 21 500
3 001   VIP 22 500
4 001   $300 101 300
5 001   $300 102 300
6 001   $200 51 200
7 001   $200 52 200

3. Press Meet Rundown

  1. 12:00AM : Gathering
  2. 01:00PM : Lunch
  3. 02:00PM : Charing – Chirman, Coordinator, Guest, Media
  4. 02:30PM : Main Coordinator Speech with Slide
  5. 03:00PM : Close by Chairman
  6. 03:15PM : Ticket Distribution

Annex 1

 

Flight Schedule

Responsibilty: Asset & Fund-Raise Depart

S.N. Name Arrive Depart Amount
1 ABC KTM-HKG (Term 1)
Sat, Jun 29, 2019
Time: 04:10
HKG-KTM (Term 1)
Wed, Jul 3, 2019
Time: 19:10
5495
2 DEF KTM-HKG (Term 1)
Sat, Jun 29, 2019
Time: 04:10
HKG-KTM (Term 1)
Wed, Jul 3, 2019
Time: 19:10
5495
3 GHI KTM-HKG (Term 1)
Sat, Jun 29, 2019
Time: 04:10
HKG-KTM (Term 1)
Wed, Jul 3, 2019
Time: 19:10
5495
4 JKL KTM-HKG (Term 1)
Sat, Jun 29, 2019
Time: 04:10
HKG-KTM (Term 1)
Wed, Jul 3, 2019
Time: 19:10
5495
5 MNO LHR-HKG (Term 1)
Sun, Jun 30, 2019
Time: 10:05
HKG -LHR (Term 1)
Wed, Jul 3, 2019
Time: 19:45
5700
6 PQR KTM-HKG (Term 1)
Mon, Jul 1, 2019
Time: 04:10
HKG-KTM (Term 1)
Fri, Jul 5, 2019
Time: 19:10
5495
    TOTAL   33175

Hotel Schedule

Responsibilty: Sumnima Kitchen & Food Depart

Room
No.
Artist
Name
Bed
Qty
Room
Type
Check
In
Check
Out
Total
Night
Rent
Per Day
Total
Amount
1 ABC 1 Deluxe 00/00/00 00/00/00 4 358 1432
2 DEF & GHI 2 Deluxe 00/00/00 00/00/00 4 269 2152
3 JKL 1 Deluxe 00/00/00 00/00/00 4 358 1432
4 MNO 1 Deluxe 00/00/00 00/00/00 3 358 1074
5 PQR 1 Deluxe 00/00/00 00/00/00 5 350 1751
  TOTAL             7841

Breakfast, Lunch & Dinner Schedule

Responsibilty: Sumnima Kitchen & Food Depart

Day Date Breakfast Lunch Dinner
1 00/00/00 ________ ________ ________
2 00/00/00 ________ ________ ________
3 00/00/00 ________ ________ ________
4 00/00/00 ________ ________ ________
5 00/00/00 ________ ________ ________

Artist Daily Program Schedule

Responsibilty: Sumnima Kitchen & Food Depar

Day Date Day Program Evening Program
1 00/00/00 Arrival Rest
2 00/00/00 Visit ________ Welcome Party
3 00/00/00 Preparation Program Show
4 00/00/00 Visit Farewell Party
5 00/00/00 Shopping Departure

Voleenteer Daily Duty Schedule

Responsibilty: Sumnima Kitchen & Food Depar

Date Picup Meeting Program Visit Drop
Chairman Avl Avl Avl Avl NA
V.Chairman Avl Avl Avl Avl Avl
G.S. Avl Avl Avl Avl Avl
Secretary Avl Avl Avl Avl Avl
V.Secretary Avl Avl Avl Avl NA
Treasure Avl Avl Avl NA NA
V.Treasure NA NA Avl Avl NA
Member          

Opening Ceremony Rundown (15 minute)

Start End Performance Duration
8:00 8:01 Theater Rules 0:01
8:01 8:09 Chairing & Thanks 0:08
8:09 8:10 Opening & National Song 0:01
8:10 8:11 Send Guest to the Floor 0:01
8:11 8:12 About Program 0:01
8:12 8:13 Chief Greetings 0:01
8:13 8:14 Chairman Close 0:01
8:14 8:15 Hand Over to MC 0:01

Program Rundown (2:30 minute)

Start End Performance Duration Performer
8:15 8:17 MC 0:02  
8:17 8:22 Dance 0:05 Local Group
8:22 8:24 MC 0:02  
8:24 8:44 3 Songs 0:20 DEF
8:44 8:46 MC 0:02  
8:46 8:52 1 Dance 0:06 ABC
8:52 8:54 MC 0:02  
8:54 9:14 3 Songs 0:20 GHI
9:14 9:16 MC 0:02  
9:16 9:26 Speech 0:10 JKL
9:26 9:28 MC 0:02  
9:28 9:54 Drama 0:26 MNO
9:54 10:00 1 Dance 0:06 ABC
10:00 10:02 MC 0:02  
10:02 10:22 3 Songs 0:20 PQR
10:22 10:23 MC 0:01  
10:23 10:43 3 Songs 0:20 STU
10:43 10:45 MC (Closed) 0:02  
10:45 11:00 Photo Session 0:15  

Photo Sooting Schedule

Photgrapher: _____

  1. 07:00PM-07:45PM – Ground Floor
  2. 07:45PM-08:00PM – First Floor
  3. 10:45PM-11:00PM – First Floor

Video Shooting Schedule

Video Grapher: _____

  1. 07:00PM-07:45PM – Ready
  2. 07:45PM-07:55PM – Entrance Seen
  3. 07:55PM-08:00PM – Sitting Seen
  4. 10:45PM-11:00PM – Outgoing Seen

Visit Schedule

Visit Manager: _____

Time Particular Through
09:00AM Gathering at Star Ferry Taxi
10:00AM Breakfast  
11:00AM Go to Central Slow Ship
12:00PM Go to Mui O Fast Ship
01:00PM Lunch  
02:00PM Go to Big Buddha Single Decker
04:00PM Go to Tung Chun Cable Car
05:00PM Got Jordan Double Decker

Farewell Schedule

Secreatry:________

Particula Performer
Chairing Chairman & Artist
Thanks Main Cordinator
Speaking All Artist
Farewell Salary+Certificate
Close Chirman
Giftation VIP
Dinner Artist

Sponsor Report

Financial Manager: _______

S/N Sponsor Amount VVIP VIP $300 $200 Free Amt
1 abc 3000 1 2 0 0 2000

Ticket Report

Financial Manager: _______

Ticket TOTAL Qty Sold Sponsor Total Remain Amount
VVIP 84 50 24 74 10 50000
VIP 138 100 0 130 8 65000
$300 512 500 0 500 12 150000
$200 189 180 0 180 9 36000
  TOTAL         301000

Profit & Loss

Income  
VVIP 0
VIP 0
$300 0
$200 0
Sponsor 0
Bus fare income 0
Total income 0
   
Expenses  
Hall book 0
Visa 0
Press Meet 0
Welcome Party 0
Flight 0
Food 0
Lodge 0
Visit expenses 0
Farewell Party 0
Salary 0
Stage Management 0
Transport 0
Printing & Stationary 0
Training 0
Total expenses 0
   
Net Profit 0