Project Completion Report

Project Completion Report 8 th Western Canada Regional Nepalese sports and Cultural event (WCRNSCE) July 1-3, 2017 Submitted to: Nepali Society of Southern Saskatchewan (NepSoSS) Submitted by: WCRNSCE Regina Management Committee, Regina July 15, 2017 July 2017 Page 1

Contents 1. General Project Information... 5 1.1 Background... 5 1.2 Milestones and highlights... 5 1.2.1 Highlights of WCRNSCE Regina Management Committee... 5 1.2.2 Highlights of Steering committee:... 6 1.2.3 Highlights of the event:... 7 1.3 Committees reports... 7 1.3.1 Kids and family engagement... 7 1.3.2 Cultural Program Coordination... 8 1.3.3 Sports coordination reports... 11 1.3.3.1 Table Tennis event... 11 1.3.3.2 Badminton event... 11 1.3.3.3 Volley ball event... 12 1.3.3.4 Dandi-biyo event... 12 1.3.3.5 Soccer event... 13 1.3.4 Communication and community outreach... 15 1.3.5 Volunteer coordination... 16 1.3.6 Hospitality and logistics management... 17 1.3.7 Overall Project and Financial Management... 18 2. Findings... 19 2.1 Management Effectiveness... 19 2.2 Cost... 20 2.3 Recommendations... 20 Appendix A: Steering Committee... 21 Appendix B: WCRNSCE Regina Management Committee... 22 Appendix C: List of Supporters/ Sponsors... 23 Appendix D: List of Volunteers... 24 July 2017 Page 2

Executive summary Nepali Society of Southern Saskatchewan (NepSoSS) successfully hosted the Eighth Western Canada Regional Nepalese Sports and Cultural Event (WCRNSCE) from July 1-3, 2017 in Regina. The event was organized at the University of Regina premises. It comprised of an opening ceremony and competitive cultural show on July 1 followed by sports events (volleyball, soccer, table tennis, badminton, indoor soccer, and a Nepali sport named Dandi-biyo) and kids and family engagement activities on July 2 and 3. Forty-four artists and 293 athletes from eight participating cities viz. Calgary, Edmonton, Lethbridge, Prince Albert, Regina, Saskatoon, Vancouver and Winnipeg participated in the event. Major highlights of the event are: July 1, 2017: Opening ceremony (Canada Day supper, musical presentation by the host city, formal inauguration by MLA Mr. Muhammad Fiaz and Councilor Mr. John Findura, welcome speech by NepSoSS president Dr. Suman Thapa, vote of thanks by WCRNSCE Chair Dr. Punya Sagar Marahatta, a competitive cultural show by eight participating cities). July 2, 2017: League rounds of volleyball, soccer, badminton and table tennis. League rounds and finals of Dandibiyo and indoor soccer, kids engagement activities (bouncy castles, face painting and coloring). July 3, 2017: Knockout rounds of volleyball, soccer, badminton and table tennis The winners and runners up of the various events are as follows: Cultural Performance Badminton: Table 1: 8th WCRNSCE Results Event Winner(s)/City Runner(s) Up/City Item # 8 Regina Men s Single Saroj Timsina/Lethbridge Binod /Regina Men s Double Saroj Timsina & Nischal Ranapayeli /Lethbridge Gyan Khadka & Neeraj K. Joshi /Edmonotn Women s Single Sanskriti /Regina Anjana Gurung/Lethbridge Women s Double Table Tennis: Anjana Gurung & Sandhya Gurung /Lethbridge Amrita & Manushi Baral/Regina Men s Single Bikash /Regina Parikshit Sharma/Regina Men s Double Sushanta Parajuli & Dinesh Dhungana/Regina Kamal Tamang & Santosh Timsina /Lethbridge Women s Single Sonu Sainju/Vancouver Prasansa Subedi/Winnipeg Volleyball Edmonton Saskatoon Soccer Winnipeg Lethbridge Dandi-Biyo Winnipeg Edmonton July 2017 Page 3

Indoor soccer Calgary Saskatoon The event was coordinated and managed by WCRNSCE Regina Management Committee on behalf of NepSoSS. Dr. Punya Sagar Marahatta as chair and NepSoSS president Dr. Suman Thapa as the patron led WCRNSCE Regina Management Committee. The Committee comprised 12 other members coordinating various sub-committees: kids and family engagement, cultural coordination, table tennis, badminton, volleyball, soccer, dandibiyo, communication and community outreach, volunteer coordination, hospitality and logistics management, and project and financial management. The Management Committee and the sub-committees were provided huge support by the NepSoSS volunteers throughout the year and during the event. Support from volunteers from Bhutanese-Nepali Community of Regina Inc. and from other cities were also very commendable. A Steering Committee comprising representatives of all eight participating cities provided the policy direction and guidance for the event. There was enough provision of water and snacks to the participants during the event. Food was available for purchase for participants and visitors at nominal cost. Fund for the event was raised from various fund raising activities such as Deusi-Bhailo, Momo Dohori and Bottle Drives organized by the Management Committee and through sponsorships from institutions and individuals. There were 24 sponsors for the event including City of Regina and University of Regina. Total income of the project was $26,672.00 and expenditure was $22,930.00. However, there are some pending transactions amounts to be collected and some are to be paid after volunteers appreciation event. The event was highly appreciated by Nepali communities in Western Canadian provinces with effectiveness of project management exceeding the expectations. Overall, the project was successful in all aspects. July 2017 Page 4

1. General Project Information Western Canada Regional Nepalese Sports and Cultural event (WCRNSCE) started in 2010 in Edmonton with a vision of bringing all people of Nepali origin in western Canada together to compete in sports and cultural activities. This year, in 2017, Nepali Society of Southern Saskatchewan (NepSoSS) hosted the event in Regina. It started on 150 th Canada Day with Canada Day Supper and ended on July 3, 2017. There were 8 participating cities including the hosts. They were Calgary, Edmonton, Lethbridge, Prince Albert, Regina, Saskatoon, Vancouver and Winnipeg. Altogether 293 athletes, 44 artists and about 150 volunteers from Nepali Society of Southern Saskatchewan Inc. (NepSoSS), Bhutanese- Nepali Community of Regina Inc. (B-NCRInc.) and from participating cities were instrumental to make the event memorable and successful. Planned Start Date July 1, 2017 Actual Start Date July 1, 2017 Planned Finish Date July 3, 2017 Actual Finish Date July 3, 2017 Funding Sources: Resources used Volunteers Grant Support Sponsors Fund raising Team registration 1.1 Background 8 th Western Canada Nepalese Sports and Cultural Event (WCRNSCE) was hosted by NepSoSS after winning the bid in July 2016. The AGM of NepSoSS, in June 2016, made a motion to bid the event that was later accepted by the 1st Steering Committee. Immediately after getting the conformation from Steering Committee chair, NepSoSS appointed Dr. Punya Sagar Marahatta, life member of NepSoSS to chair WCRNSCE Regina Management Committee. The committee was formed in early November through an event preparation workshop. NepSoSS approached other community associations of Nepali origin in Regina to join hands and invited them for the workshop. Bhutanese-Nepali Community of Regina Inc. did not make it for the workshop but made a significant contribution later on and made this event successful by providing enough volunteers. Other associations declined their engagement in this event through email. 1.2 Milestones and highlights 1.2.1 Highlights of WCRNSCE Regina Management Committee Following are some key highlights of the WCRNSCE Regina Management committees meetings: 1. August 22, 2016: Conformation from First Steering Committee on Regina as the host city for 8th WCRNSCE 2. September 17, 2016: Meeting with University of Regina for facility booking 3. November 4, 2016: University Theatre rental agreement signed 4. November 5, 2016: WCRNSCE Regina Management Committee formed in WCRNCSE Workshop July 2017 Page 5

5. November 19, 2016: First meeting on WCRNCSE Regina Management Committee a. Decided to develop the action items 6. December 6, 2016: Facility rental contract with University of Regina signed 7. December 17, 2016: Second meeting of WCRNSCE Regina 8. January 21, 2017: Third meeting of WCRNCSE Regina 9. February 25, 2017: Fourth meeting of WCRNSCE Regina 10. March 17, 2017: Grant approved by City of Regina b. Concept development of Social Media Management Committee a. Social Media Management Committee formed and endorsed b. Concept development of Volunteers Coordination Committee a. Decided to organize 2 nd workshop focused on volunteer coordination 11. March 25, 2017: Fifth meeting of WCRNSCE Regina 12. April 22, 2017: Sixth meeting of WCRNSCE Regina 13. May 13, 2017: Seventh meeting of WCRNSCE Regina 14. June 3, 2017: Volunteer coordination workshop II 15. June 24, 2017: Eighth Meeting of WCRNSCE Regina a. Decided to arrange kids entertainment facilities b. Decided to cater for July 2 nd and 3 rd by community volunteers, Arjun Adhikari to coordinate c. Decided to organize Dandibiyo in co-ed format d. Decided to call for number of volunteers required for each event to be sent by April 15, 2017 e. Decided to authorize Cultural Committee to print and publish tickets with minor amendments a. Decided to accommodate wish-list of other cities a. Decided to purchase supplies required for the event a. Final check in done before the event 1.2.2 Highlights of Steering committee: Steering committee meetings were also instrumental in this regard. 2 nd Steering committee meetings were conducted on Skype which was successful. Altogether 4 skype meetings and 1 face-to-face meeting were conducted before the official kickoff of the event. July 2017 Page 6

Saket Adhikari, City Representative from Saskatoon, coordinated the first meeting on April 1, 2017 on Skype whom, later committee nominated as member secretary of the steering committee. In this meeting, Regina as host presented early bird registration concept and team registration tool. Likewise, all city reps agreed to send a wish list by mid of April 2017. Second meeting was conducted on April 29, 2017 in which wish list collected from all cities were collected which required host city to change and increase the hours for facility booking. Meeting on June 17, 2017, host city requested all participating cities to register online for cultural show for spot booking. In the same meeting, a Conflict Mediation Committee was formed under the coordination of Chitra Pradhan, Winnipeg. The last meeting before the official kickoff of the committee was on July 1, 2017. It was meet and greet meeting and host city explained briefly about the event and wished a good stay. 1.2.3 Highlights of the event: Following are the Key highlights of the event: July 1. 2017: On this day, 8th WCRNSCE was officially opened with Canada Day supper and a formal opening ceremony with a musical presentation prepared by the host city. MLA Mr. Muhammad Faiz and Councilor John Findura jointly opened WCRNSCE by lighting candles. Following their speech to the audience; welcome speech and vote of thanks by NepSoSS president Dr. Suman Thapa and WCRNSCE Chair Dr. Punya Sagar Marahatta respectively; a competitive cultural show with 13 different items were presented by eight participating cities. Item no. eight presented by host city Regina was the winning performance based on the audiences vote counted on July 2, 2017. July 2, 2017: All league rounds of volleyball, soccer, badminton and table tennis were played on this day. Dandibiyo and indoor soccer were two such sports items played on this day for finals too. On this day, there were some kids engagement activities like bouncy castles, face painting and coloring. WCRNSCE Regina served Juices, ice creams and chips to the participating kids and their parents. July 3, 2017: all knockout rounds of volleyball, soccer, badminton and table tennis played on this day. Table 1of this report has included results of all sports events. WCRNSCE Regina managed to keep the athletes hydrated and well fed. There were no shortage of water and snacks to the participants. There was a food stall arranged so that participants could buy food in nominal cost. WCRNSCE Regina fed fried rice and momos on July 2 and hot dogs on July 3. 1.3 Committees reports WCRNSCE Regina Management committee comprised of several committees. Each committee had specific tasks. Following are some highlights of committee reports: 1.3.1 Kids and family engagement Background: To engage kids of all ages and parents/guardians in various fun filled activities; July 2017 Page 7

To encourage them to participate and have fun in various events and activities as a community; Rented two bouncy castles, face painters, provided ice cream, friezes, engaged kids into games, arts and crafts. Experiences: Learned a lot while planning, organizing and executing; Had lots of support from subcommittee members, volunteers, parents and other team coordinators. Result (s): Positive Feedback (if any): An area with shade would be more appropriate to set up a bouncy castle in order to help kids enjoy the best of it. Room to improve: A variety of activities and incentives for kids based on their age group would have been more appropriate, rather than accommodating kids of all age groups together. 1.3.2 Cultural Program Coordination Background: Planned for a purely ethnic Nepali cultural show to promote home grown artists; Inauguration Ceremony by host city Regina and competitive cultural show presented by participants from 8 different western Canadian cities; Started planning these activities from July 2016; Action plan prepared to list out action items and target due dates; Based on the action plan, the team worked on various sectors as to meet target action and deadline. Tickets and Banners Worked on e-banner for cultural show publicity, was released in social media, NepSoSS and WCRNSCE websites, Tourism Regina, Saskatchewan Multicultural Society, Regina Multicultural Council, communicated with participating cities via city representatives. Published 500 tickets for sale within Regina and other cities Training and Practice General meeting called for cultural enthusiasts and parents to discuss about timeline and number of items Regina can perform; Team Regina decided to perform 3 group performances: 2 dances and 1 instrumental; Decided to work on WCRNSCE Musical which was a complimentary item with warm welcome message; July 2017 Page 8

61 artists from Regina were involved in various parts of the program. The participation was inclusive of NepSoSS members and Bhutanese-Nepali Community of Regina Inc. Participating cities were communicated to give maximum 2 performances by a timeline of May 31; WCRNSCE facilitated Team Regina for 9 training and practice sessions; This provided excellent platform for people of all age group to choreograph, practice, play instrument and communicate within team. However, practicing at this facility was not sufficient and therefore performers managed their own time and space for extra practice. Cultural supplies and clothing Committee purchased 2 set of clothing from Nepal, one additional set stitched locally at Regina, and one cloth borrowed from Saskatoon friends. Canada Day supper July 1 Inauguration and Cultural Show included Canada Day supper, served by Charwells Food Services. An East Indian menu was served for 20 vegetarian and 320 non-vegetarian visitors. There were many good compliments received for food related services. Inauguration and Cultural Show Inauguration session displayed a typical immigrant s life in Canada and was highly appreciated section. It involved 44 artists and many volunteers. The master of ceremony Sujata Subedi and Arjun Lamichhane were very efficient handling the crowd. Inauguration was done by MLA Mohammed Faiz and Councillor John Findura by lighting Panas and lowering the banner. The program had welcome speech from NepSoSS president Dr Suman Thapa, opening notes from both dignitaries and thank you note from 8 th WCRNSCE Chair Dr Punya Sagar Marahatta. The competitive cultural show had total 13 performances representing 8 different cities. The performances were well- organized, trained and presented good representation of different ethnicity. NRNA- Canada sponsored a classical trophy for the winner of voter s choice award. At the end of the program, all audience had opportunity to vote 1 best performance and drop in vote box, which was sealed and opened on next day on July 2. Vote counting took place in the presence of all city participants. Performance no. 8 from Team Regina won the voter s choice award. Experiences: It was the biggest cultural program hosted by NepSoSS in its history. Lessons learnt in planning, managing and executing such program in future. The lessons learnt will be useful in organizing MOSAIC in 2018, if NepSoSS opts to host one. The performances were unique and different in their own way and were successful in showcasing Nepali culture being in Canada for years. Income and expenses: The purpose of the Cultural program was to kick off 8 th WCRNSCE and promote ethnic Nepali Culture in Western Canada. The program was a ticketed show and had various rates to suit different ages and need. The program was anticipated to be self-sustained project with no profit making out of it, on the contrary, it turned out a loss project. The cost recovery needs support from sponsors and donors. July 2017 Page 9

Result (s): Income Expenses Description Amount ($) Description Amount ($) Ticket Sales 6515.00 Ticket printing 100.28 Dinner Payment 5774.22 Other Accessories 304.25 Theatre Rental 1837.5 Practice room rental 99.00 TOTAL 6515.00 8115.25 Balance: - $1,600.25 The 8 th WCRNSCE Inauguration and Cultural Show turned out highly appreciated Nepali cultural show in Western Canadian provinces. It was successful to gather over 85 artists and approximately 400 audiences in one place. The artists, audience and participants were highly impressed by the technology used, food served, fair voting system, program outline and all the performances in the program. This program has set examples of the best practices for future similar programs. Feedback (if any): There are many positive and constructive feedback received from audience from Winnipeg, Saskatoon, Ontario, Regina. However, WCRNSCE team is working on feedback collection from other city participants and representatives. The most appreciated part of the program was WCRNSCE Musical. Room to improve: Although the program was a huge success and admired by the audience, there are always room for improvement. Cost recovery mechanism did not work quite well. Strict ticket checking is hard to achieve in a volunteer run organization like NepSoSS. Likewise, ticket selling to late arriving audience is another action difficult to implement when volunteers have dual role. Some of the weaknesses to overcome in future activities are: Selling and confirming tickets by due date- Especially from participating cities Changes in program details at the venue- Last minutes changes by participating cities Checking tickets at door and selling tickets to late arriving audience- could have been achieved by paid staff Following timetable as per program schedule- Timely started, but time lost in speech and technical set up. July 2017 Page 10

1.3.3 Sports coordination reports 1.3.3.1 Table Tennis event Project Completion Report Background: Planned for providing opportunities for individual athletes from participating cities; Trophies, medallions and certificated for winning athletes awarded; 3 table tennis boards rented from Queen City Table Tennis Club and hauled to the venue; Athletes from 7 participating cities participated in the event Qualifying rounds were played on July 2 and knock out rounds were played on July 3 Result (s): Refer to Table 1 Experiences: Learned a lot while planning, organizing and executing; Had tremendous support from players, community members and volunteers other than subcommittee members; Feedback (if any): There were issues in the availability of athletes to conduct the Table Tennis event. The main problem was a single athlete participating in multiple games. It was difficult to conduct games on schedule. One athlete - one game policy will help eliminate this issue. However, this might create problems for participating cities. Therefore, a firm policy and due diligence to apply that policy is required. 1.3.3.2 Badminton event Background: Games played on July 2 nd and 3 rd in U of R Gym 2 and Gym 1 respectively. Games started approximately from 8:45 AM on first day and from 11 AM on the second day. All league games and one WD semi-final were played on the first day. Semi-finals and finals were played on the second day. Four Badminton courts were set up where each individual court was allotted for Mes s Single, Woman s Single, Men s Doubles and Woman s Doubles games. For each court, court in-charge was assigned. Due to not having enough volunteers, court in-charge were assigned the work of referee. Lines man were assigned from the players. Experiences: Planning Execution Result (s): Refer to Table 1 July 2017 Page 11

Room to improve: Unavailability of players on site for their games created issues. Games could not be conducted on schedule because of this. 1.3.3.3 Volley ball event Background: Planned for providing opportunities for athletes from participating cities; Trophies, medallions and certificated for winning teams/athletes awarded; All equipment were provided by the UofR 6 teams from 4 participating cities participated in the event Games were conducted in league / knock-out format League games were played on July 2 and knock out rounds were played on July 3 Experiences: Had lots of support from players, community members and volunteers of all participating cities. Result (s): Group A Edmonton Winnipeg B Regina A Group B Winnipeg A Saskatoon Regina B Winner Group A Winnipeg B Winner Group B Winnipeg A Runner Up Group A Edmonton Runner Up Group B Saskatoon Semifinal 1 Winner Semifinal 2 Winner Final Winner Winnipeg B Vs Saskatoon Saskatoon Winnipeg A Vs Edmonton Edmonton Edmonton Vs Saskatoon Edmonton Feedback (if any): Similar to feedback of Badminton and table tennis. 1.3.3.4 Dandi-biyo event Background: Planned for providing opportunities for athletes from participating cities; Trophies, medallions and certificated for winning teams/athletes awarded; Dandi-biyos were made and safety glasses and play-dough were bought 10 teams from 7 cities participated in the event July 2017 Page 12

Experiences: Games were conducted in league / knock-out format League games and knock out rounds were played on July 2 at 9.15 am to 2 pm. Had lots of support from players, community members and volunteers of all participating cities. Result (s): First round Group A-Calgary Vs Vancouver Group B-Saskatoon Vs Edmonton B Group C-Regina A Vs Edmonton A Group D-Regina B Vs Lethbridge Group E-Winnipeg A Vs Winnipeg B Calgary winner Edmonton B Winner Edmonton A Winner Lethbridge Winner Winnipeg B winner Semi-final Edmonton A Vs Edmonton B Lethbridge Vs Winnipeg B Final Winnipeg B Vs Edmonton B Winner- Winnipeg B Runner- Edmonton B Feedback (if any): There were issues of single athlete with multiple games and therefore, it is hard to operate the games on schedule. One athlete one game policy might help to reduce these issues. However, this might create problems for participating cities. Therefore, a firm policy and due diligence to apply that policy is must. Further, we had to face time constraint therefore changed the rule for final and semifinal to adjust with allocated time frame. 1.3.3.5 Soccer event Background: Soccer was one of the sports event played on 8 th WCRNSCE held in Regina. Outdoor soccer games have been played in the past in this yearly event. However, Regina introduced indoor soccer games this year for recreational purposes. There were eight participating teams for outdoor soccer divided into two pools and five indoor soccer teams. Regina team participated in both the soccer formats, first time in the history of WCRNSCE. Outdoor soccer games were played in two fields simultaneously. Field 1 games led by Karna Tamang played all the Pool A league games (6 games) and Field 5 games led by Suman Thapa played all the Pool B league games (6 games). Top two teams from each pool played semi-final games and winners of semi-final games played the final for trophy. All indoor soccer games were played in Gym-1 on July 2 nd. Out of five teams, top two teams selected from the league games played the final game for trophy. Experiences: July 2017 Page 13

Based on past experiences it is known that conducting soccer games smoothly is a challenge and it was not any different experience on 8 th WCRNSCE soccer games. Notwithstanding the challenges that came on the way soccer team handled every issue and executed the solution in a proper and timely manner which did not impact the games. Outdoor games were played on schedule as per the initial plans. Officials did a great job of controlling the game which is necessary for the safety of players on the pitch. One red card was shown in the whole tournament in the final game for violent conduct which is not tolerable in the game of soccer or any other sports. Indoor soccer games turned out to be very exciting both for players and spectators. Games started a bit late than scheduled time because volleyball games did not finish on time as planned which created scheduling issues. Some question were raised over the format of the game by players from participating cities but those concerns were handled before kick-off. Everything went well during games as it was a recreational event and it seemed everyone enjoyed the games. Result (s): Outdoor Soccer Result: Outdoor soccer format included league games in the first day on July 1 st. Pool A game results are in the table below. Games Pool A Games Result Edmonton1 vs. Regina 2-0 Calgary vs. Prince Albert 3-0 Edmonton1 vs. Calgary 0-0 Prince Albert vs. Regina 2-8 Prince Albert vs. Edmonton1 0-1 Regina vs. Calgary 0-5 Pool A winner: Calgary Pool A runners up: Edmonton1 Pool B games results are shown in the Table below. Pool B Games Games Result Lethbridge vs. Winnipeg 1-0 Saskatoon vs. Edmonton2 2-0 Lethbridge vs. Edmonton2 0-0 Saskatoon vs. Winnipeg 1-2 Winnipeg vs. Edmonton2 2-0 Saskatoon vs. Lethbridge 2-2 July 2017 Page 14

Pool B winner: Winnipeg Pool B runner up: Lethbridge Results of semifinal and final games played on July 3 rd are shown in Table below. Games Result Semifinal-#1: Calgary vs. Lethbridge 1-2 Semifinal-#2: Winnipeg vs. Edmonton1 2-2 (4-2) Final: Winnipeg vs. Lethbridge 3-1 Indoor Soccer Result Summary: Based on points from league games Saskatoon and Calgary reached the final of recreational indoor soccer. Calgary beat Saskatoon in the final and lifted the trophy. Feedback/Recommendations (if any): - Incident that resulted in a red card needs to be raised in the steering committee meeting. Official request for clarification on how the participating city plans to avoid such incidents in the future is recommended. Room to improve: It was well executed and volunteers were helpful and ready whoever were available. Having said that based on the experience the followings are identified as must require things while conducting soccer games: - It is identified that soccer fields were short of volunteers. One of the reasons being we were involved in other sports (more than two) and as a host we were not big in number. Positive thing is that we did our best with the resource available. - Delivery of supplies happened but soccer field demands are more time-critical. Any other comments: Games were conducted very effectively with minimum resources and as hassle free as possible which is commendable and surpassed all the expectation although there is always a room to improve however small that be. Sincere thanks to all those who supported directly and indirectly. Knowingly or unknowingly you are all great Karma Yogis!!!! 1.3.4 Communication and community outreach Background: Formed for information sharing using social media and website; Responsible for social media management & event information broadcasting using different communication channels; July 2017 Page 15

Used event website wcrnsce.nepsoss.ca, official Facebook page 8th WCRNSCE-Regina and Youtube as a major platform to disseminate information to targeted audience. Experiences: Learned about the significance of social media in successful implementation and execution of the project ; Had lots of support from NepSoSS board and Secretary Suman Bhandari; Content Management: Wcrnsce website and Facebook was updated on regular basis with the event information. In order to facilitate the easy access to the information, different category tabs were created in the website. E.g Notice/ Announcement/Schedule/Documents etc. which provided some ideas on the content management side of the website. Visual Advertisements : Promo Video for the event and the background music was created. Homework for concept, video shooting and editing were the activities involved. Approvals and media broadcasting : Legal approvals before publishing the contents in the website. Result (s): Developed website for WCRNSCE, Developed promo video, Working on follow up photos and newsletter Feedback (if any): This effort is highly appreciated and thus is useful for following WCRNSCE events. Room to improve: Promo Video must be created few weeks before. There were few approvals required to publish video that created a delay. 1.3.5 Volunteer coordination Background: Formed for successful implementation of the project through volunteers 85 community members signed up for volunteering and few more showed up in the venue Experiences: Challenges in implementation of the project within limited volunteer resources especially when the same volunteer had to play sports as well; Had lots of support from NepSoSS board and Secretary Suman Bhandari; Commitment from the volunteers was awesome; Result (s): Successful event without major issues; July 2017 Page 16

Feedback (if any): Volunteers did their best however, participating athletes, artists and visitors could have been utilized to fill up volunteer shortage. Room to improve: In a small community like Regina, limited members should have been encouraged to compete in games; this would have reduced volunteer shortage during the event. 1.3.6 Hospitality and logistics management Background: To provide accommodation coordination and food services for athletes and their families coming from WRCNSCE participating cities from July 1 to 2nd and 3 rd, 2017; The Owl kitchen at University of Regina rented and with the help of professional chef Bishnu Ale and other community volunteers, variety of food were prepared on both days; Three volunteers participated from Bhutanese-Nepali Community of Regina Inc. and rest of other were from NepSoSS Community; In addition to this, approx. 3500 Momos were prepared a week prior to the event with a target to serve Momos on July 2nd. Almost 20 volunteers were signed up while preparing Momos on 25th of June. Experiences: We had very proactive volunteers from two different community (B-NCRInc. and NepSoSS). This helped to promote the sense of social responsibility as well as great team work. Chef Ale professionally managed to meet the expectations of Catering and Hospitality team. The key to success was to meet our guest s expectations in terms of quality of food and excellence of service. We take great pride in executing our given responsibilities and delivering variety of food during the WCRANSCE event. Result (s): Variety of food were served for more than 500 people on July 2nd and 3rd. July 2nd Menu- (Lunch): Fried Rice, Noodles, Wings, Veg Spring Rolls, Aaloo Achar with drink (Combo) Afternoon: Veg and Chicken Momos July 3rd Menu- (Breakfast): Hot Dogs and Coleslaw with drink Room to improve: Needs more volunteers with organized time schedule. July 2017 Page 17

1.3.7 Overall Project and Financial Management Background: This committee was formed to assist 8 th WCRNSCE Coordination Committee manage the overall activities including finances The committee met almost every month Elaborate Activity Plan was prepared and used to monitor completion of activities Uddhab Thagunna was assigned responsibility for revenue collection and Dinesh Dhungana was assigned expenditure management and control Sponsorship request letters were prepared Systems for online reporting of revenue and claim for expenditure developed Format for detailed sport event planning was prepared and provided to the coordination committee Other necessary documents were prepared Records of revenue and expenditures are maintained Provided assistance in volunteer planning and management Planned and managed supplies and other logistics during the event Experiences: The committee worked collaboratively and with full vigor Committee meeting plans were followed very well and was very useful in bringing results Financial management including online systems worked very well Activity Plan and Sports Event Plan was very helpful in organizing the whole process and event Income and expenses: Figure 1 : Total Income - $26,672 July 2017 Page 18

Figure 2: Total Expense - $22,930 Total Savings - $3,742 Result (s): Well planned well organized event without any major problem Feedback (if any): We have gained good experience in planning and organizing a complicated event. We are now more confident in ourselves We experienced shortage of volunteers during the event Room to improve: Event day planning needs to be more detailed 2. Findings 2.1 Management Effectiveness As per the feedback collected through written and verbal communications from the participants, overall effectiveness of project management exceeded the expectations. Testimonials on http://wcrnsce.nepsoss.ca/event-appreciation.html speak about the effectiveness. WCRNSCE was not a new thing to the community of Nepali origin in Regina since 2010. Since, NepSoSS AGM of 2016 decided to host WCRNSCE in Regina in 2017, formation of WCRNSCE Regina Management Committee was instrumental for the successful management of the project. NepSoSS considered WCRNSCE as a project and appointed a project coordinator at its inception. Appointed project coordinator chaired WCRNSCE Regina Management Committee and chaired steering committee of WCRNSCE. This helped to communicate with host community and participating community in an effective manner. Communication and community outreach was July 2017 Page 19

pivotal for effective management as each interested member of community had sufficient information about the details of the project. Volunteer management is always a challenge in community activities, which was possible to cope by a slogan together we will make this event a great success. All volunteers attached to WCRNSCE took it as a matter of pride and gave their best to make it successful. Bringing everyone on board was possible through assigning some responsibilities. WCRNSCE Regina Management Committee called for volunteers and every such registered volunteer got specific assignment to perform. This made everyone feel the sense of belonging and was proud with the ownership. Volunteers operated the entire event. Soccer referees got honorarium. Rest of the volunteers got an R-pin and free t-shirt. A certificate is awarded to them and community celebrates the success as a volunteer appreciation event. Bhutanese Nepali Community of Regina Inc. was instrumental to assist in hospitality and logistics management. As per mutual understanding, BNCR Inc. received $511.12 from WCRNSCE Regina Management Committee through NepSoSS as their share in contribution as volunteering. 2.2 Cost Total cost of the project was less than income resulting in saving of $3,742.00 details of which is presented in the charts under section 1.3.7. Overall Financial and Project Management. WCRNSCE Regina Management Committee submitted a separate financial report to NepSoSS with a request to make it available to interested parties upon request. 2.3 Recommendations There were several good comments received from multiple city representatives and community leaders, there were short falls of the event. Following are such shortfalls and possible way to cope with those: 1. Early bird registration: Early bird registration worked well in all aspect. It was easy for city representatives and to the hosts as well. This concept shall be continued for effective and efficient management. 2. Cultural competition: This event must be in future WCRNSCE. This encourages more participants, especially, families and kids, and contributes in promotion of home- grown artists and show-case Nepali culture in western Canada. Evaluation of best performance could be different from adopted in Regina. 3. Indoor soccer: Indoor soccer did not meet the expectations and was wastage of host s effort to invite athletes of age 35+. This event should be organized only after developing proper rules and policies. 4. Time management: Time management is an effective gauge to measure the success of any event. WCRNSCE in Regina was okay in terms of time management however, there was 2 hours extension required for Gym on July 2 and 1.5 hours for July 3. This was because the events could not start on time, neither the athletes showed up on time. The only way to resolve it is by implementing one athlete- one game policy as far as practicable. 5. Athletes discipline: Some of the athletes and participants (especially in team games and opening ceremony) were indiscipline on and off the field. Such behavior creates unnecessary arguments in the event and distracts the organizers. City representatives must have control over such incidents and they must be available on scene to resolve such conflicts. WCRNSCE has to have a disciplinary action committee with an authority to take necessary actions to disruptive team members. 6. Introduction of picture ID: There were some reports on non-nepali origin player and one athlete playing more than 2 events. It is required to have a picture ID policy as far as practicable. This will reduce such complaints and assist hosts to manage the events on schedule. July 2017 Page 20

Appendix A: Steering Committee 1) Dr. Punya Sagar Marahatta, Regina (Chair) 2) Dr. Arjun KC, Edmonton 3) Shyam Karki, Calgary 4) Chandra Adhikari, Lethbridge 5) Dr. Narayan Dhital, Prince Albert 6) Saket Adhikari, Saskatoon (Member Secretary) 7) Vikas Lama, Vancouver 8) Dr. Purushottam Raj Singh, Winnipeg July 2017 Page 21

Appendix B: WCRNSCE Regina Management Committee SN Name Position 1 Dr. Punya Sagar Marahatta 2 Dr. Suman Thapa 3 Parikshit Sharma Chair Chief Patron, President NepSoSS Member Secretary 4 Arjun Lamichhane Member 5 Dinesh Dhungana Member 6 Bikash Member Terms of Reference Over all coordination Overall supervision Meeting coordination/ Soccer Volunteer coordination Overall support from NepSoSS Communication and Community outreach NA NA Team members Sushant Parajuli, Dinesh Dhungana Sachin Suman Bhandari 7 Binod Member Badminton Indra Karmacharya 8 Monika Dhungana Member Cultural Program Coordination 9 Narayan Pokhrel Member Dandi-biyo Pitambar Bhandari 10 Prasanna Member 11 Sarita Bhandari Member 12 Shiva Member 13 Sudip Adhikari Member 14 Utsav Deoja Member Table-tennis Coordination Kids and Family Engagement Overall project and financial management Volley-ball coordination Catering and Hospitality Management Roshan Parajuli, Binay Thakur, Sitamshu Marahatta Binod, Jyoti Sharma, Arjun Adhikari, Binod Humagain, Reena Rajesh, Nirmal Pandey, Lucky Singh Bijaya Gautam, Bishnu Paudel Dinesh Dhungana, Suman Bhandari, Damodar Pokhrel, Uddab Thagunna, Sameer Rijal, Suresh Jnawali Subin, Bhoj Raj Aryal Avash Ghimire, Amrita, Arjun Adhikari July 2017 Page 22

Appendix C: List of Supporters/ Sponsors City of Regina University of Regina Loblaws Companies Limited CCR Construction NRNA NCC Canada Dream Development Sasktel Tandoori Kabab Skill Pro Immigration Spice Bazaar Dosa and Curry Garden Treasure Cakes Dene dent, Fort Qu appelle Cathedral Dental Rosemont Dental Hub insurance, Fort Qu appelle Little Heaven Home Daycare Lumbini Entertainment Bucks Dollar Store, Fort Qu appelle Ghana Shaym Bhandari Chartwells Catering Superior Drywall Ice House Restaurant, Emrald Park Just Volleyball, Regina I have personally apologised for not being July 2017 Page 23

Appendix D: List of Volunteers Aayush Alisha Amin Amod Amrita Anita Anjan Anumaya Arjun Arjun Arjun Arya Ashmee Astika Asutosh Austin Avash Basudha Bhanu Bhoj Bibek Bikash Binay Kumar Binod Binod Bishnu Bishnu Damodar Del Dhakaram Dinesh Dragon FC Durga Ekta Gita Hari Hariram Indra Neupane Lamichhane Lamichhane Ghimire Khadka Lamichhane Lamichhane Aryal Adhikari Pokhrel Adhikari Bhandari Thapa Bhandari Ghimire Baral Acharya Aryal Koirala Thakur Humagain Ale Poudel Pokhrel Cobern Tiwari Dhungana Regina Regmi Timilsina Adhikari Koirala Gaire Karmacharya July 2017 Page 24

July 2017 Page 25 Indu Acharya Ishwari Bhandari Jenisha Humagain Jeniva Aryal John Findura Jwala Basnet Jyoti Sharma Karna Tamang Kirsten Danyliw Krishna Rasaili Kshitiz Adhikari Laxman Regmi Laxmi Acharya Manish Lamshal Manushi Baral Meghraj Regmi Milan Lamichhane Mokshyada (Moxie) Marahatta Mona Monika Dhungana Mr. Rukmini (Ananda) Ghimire Nahakul Nepal Narayan Kshetri Narayan Pokhrel Nirmal Pandey Nitish Joshi Parikshit Sharma Pitambar Bhandari PRAGYA PRADHAN Prakash BK Pranesh Prasanna Prayag Prayash Puja Nepal Punya Sagar Marahatta Ram Kafley Ram Bhandari Reema Vaidya

July 2017 Page 26 Reena Renuka Subedi Riti Sharma Riti Thagunna Riwaj Thagunna Roshan Parajuli Sabina Sabitra Gaire Sachin Saivi Sameer Rijal Sangam Karki Sanidhya Rijal Sanju Ale Sanju Gaire Sanskriti Santosh Gajmer Santosh Poudel Sapana Sarita Bhandari Sarojani Bastakoti Sharmalal Khanal Shelina Poudel Shirshak Shiva Shobha Pokhrel Shradhha Gaire Shradhha Shrijana Dhakal Sitamshu Marahatta Sneha Gaihre Som Bahadur Tamang Sonia Kalburgi Srija Jnwali Srijit Gaire Subigya Shakya Subin Sudip Adhikari Sujata Subedi Sulabh Jnawali

Suman Suman Sumee Suresh Sushanta Swikriti Tulshi Uddhab Vanessa Bhandari Thapa Paudel Jnawali Parajuli Pokhrel Gaire Thagunna Berg July 2017 Page 27