10/20/2017 Goals: Encourage all guests to participate with a hands on cultural activity. The added value of this activity is guests taking with them a unique memory and an opportunity to learn and repeat this activity at their home. All interested guests should be adorned with flowers. Those who aren t able to sit and make bracelets should be included (i.e. handicapped, elderly, etc.) and given pre-made bracelets. We use the Dendrobium Orchids, which are grown locally here in Hawaii. *Based on situations/conditions outside of Malu s control, the content and guidelines in this module are subject to change.
PHASE 1: Prepare the Flower Making Station Pre-Show Assignments and Flower Supplies Upon arriving backstage, check the white P.S. assignment board to see if you are working the Lei Pua station. If you are working you need to find the lei making supply basket and take it with you to the lawn It is located in the Pre-Show supplies box under the counter Once you find the lei making supplies, write down the amount of lei needles that you have on the pre-show assignment board, and tell your LC the amount. Once you have the basket, you go straight to the rolling cart by the kitchen/bar area that will have the supplies provided by the hotel. You will have to count the lei needles before you set up the station. It is your job to end up with the same amount you started with! Write down the amount next to Lei Needle # so everyone is aware of how many needles we have. Grab the 2 following items from the cart A plastic bag labeled Lei Making on the bottom of the pre-preprinted label. Make sure to get this specific bag A box or plastic bag that contains 8 leis. If it is a box, remove all the leis from the box and leave the box on the cart. The staff will dispose of the box in the proper place TIMELINE for HK Lu au 4:30pm Call Time for ALL performers 4:40pm Dancers must leave the dressing room 4:50pm All pre-show stations must be set up and ready to go 4:50pm On stage cast rehearsal begins 5:10pm You must be in your Pre-Show assigned spot at the Places call 5:15pm Pre-Show starts Note: The baskets will change overtime, since we replace them as they get old and worn down. Lei Making Supply Basket
PHASE 1: Prepare the Flower Making Station Bring Flower Supplies to the Lawn The lei making basket will have the following supplies: 10 lei needles that come in the white needle holder It is your job to end with the SAME amount of needles that you started with! 5 lauhala baskets 1 Lei Pua String Cutting Board This is used specifically for cutting the lei string 1 lauhala fan 1 small rectangular lauhala bag which contains: toothpicks, crochet thread, 1-2 scissors and a flat rock which holds the string in place on the mat. Flower Bag labeled Lei Making - found in the cart as shown in the picture below Flower Box that contains 8 pre-made orchid flower leis
PHASE 2: Station Set Up Location Once you have the basket and supplies to set up the station, you will take it all out to the lawn You need to set it up in the area highlighted in the picture, and your back will be to the coconut tree It needs to be centered in the middle of the grassy pathway, so guests can walk on either side of you during Pre-Show Hale Koa Pre-Show starts at 5:15pm, but you need to have your station completely set up by run-thru rehearsal time at 4:50pm. NOTE: If it is raining, the station will be set up on a table so the guests don t get wet from sitting in the grass!
PHASE 3: How to Set Up the Station 1) Setting Up the Mat and Supplies Once you have laid out the mat in your specific location, you need to equally distribute the flowers in the baskets in front of you. You will also prepare a few bracelets for guests to see as an example. Your back should be to the tree, and the flowers in front of you so the guests have room to sit, interact, and make their leis Note: The mat may change anytime, since we replace them as they get old and worn down. Make sure you have enough string that has already been cut. It is better to be safe then sorry, so have a lot ready to go Your station should always be presentable and picture ready! No excuses!
PHASE 3: How to Set Up the Station 2) Preparing and Cutting the String Please watch the video to the right for a full How-To on using the Lei Pua String Cutting Board! Instructions: To prepare the string for the Lei Pua station, you will use the Lei Pua String Cutting Board to get the perfect length of string every time. You will hold the end of the string on the top of the cutting board, and wrap it around long ways until you feel you have enough string. Extra is good! Once you have enough, slide the scissors through the groove that was made specifically for this, and cut the string. Then, take the newly cut string, and fold it in half. Cut where you folded the string once more, and you will have the perfect 14 inch length string that will fit all guests (female, male, and kids). A flat rock is provided in the supplies basket. It is used to hold the string in place on the mat.
PHASE 3: How to Set Up the Station 3) Spreading out the Loose Flowers The loose flowers are in the bag labeled lei making You need to equally distribute them among 4 of the 5 lauhala baskets provided Place the filled baskets in front of you and make sure they remain close to you. When you put the flowers too far away, the guests will be seated farther from you, making it difficult to assist them. The smallest of the baskets will be used to hold your trash during Pre-Show. Put loose petals, bad flowers, pieces of excess cut string, etc. in this basket. The trash basket should be directly next to you or behind you.
PHASE 3: How to Set Up the Station 4) Preparing Loose flowers and Pre-Made Bracelets from the Box of Leis The flower box contains 8 orchid leis. These leis are used for the following: 2 are saved and hidden in the flower supplies bag to be used in the show for Wedding Song 3 are cut and used for Loose flowers during pre-show 3 are cut and used for Pre-Made Bracelets during pre-show LOOSE FLOWERS FROM LEIS (3 Leis) Cut the pre-made lei and slide ALL the flowers off the string into the 4 flower baskets. These flowers are considered loose flowers and will be used by guests to make their own bracelets. PRE-MADE BRACELETS FROM LEIS (3 Leis) Each lei should be cut at the knot on the lei where the lei maker tied the ends of the string together. Fold the lei into 3 equal distant sections and cut at each section to make 3 premade bracelets. Each lei makes 3 bracelets. DO NOT attempt to make more then 3 per lei, because they will be too small to fit around the guests wrists. From each cut section, remove 1 2 flowers from each end, which completes the preparation of your pre-made bracelets. Put these bracelets in the supplies basket and hide them under the lauhala fan so guests aren t able to see them Part of the set up includes preparing pre-made flower bracelets. We do this for the following reasons: As a visual example for guests about what they ll be making. For those who are disabled and are not able to physically sit and participate in the activity. The pre-made bracelets are specifically for them so that they may feel included in the festivities. If a guest tries to grab a pre-made bracelet or asks about them, politely explain that they are reserved for our elderly and disabled guests. Remember to always be smiling even if a guest is giving you a hard time! These pre-made bracelets should have approximately 8-10 flowers with their ends left untied. Prepare at least 9 bracelets for pre-show. These pre-made bracelets should be completed prior to the on-stage rehearsal at 4:50pm.
PHASE 3: How to Set Up the Station 5) Taking Inventory and Maintaining Supplies You are responsible for all the supplies in the lei making basket Take inventory of everything during set up, and watch them closely during Pre-Show. You will need to take inventory of all items again when you clean up. You must finish with what you started with, and if you are missing anything, you must make every attempt to find it. Notify your Line Captain immediately after Pre-Show if it is lost and unable to be found. If there is anything missing at the end of Pre- Show, you are responsible for replacing it by the next show. You may also fill out the necessary paperwork with your Line Captain to have Malu replace it for you. The replacement cost will be deducted from your invoice and include an administrative fee.
Repairing or Replacing a Pre-Show Item If you happen to break or lose a company supplied item (poi, lei needle, tatau stencil) while you are at one of these pre-show stations, you will be responsible for either fixing it, or replacing it (if it is not fixable). The costume repair or lost item slip shown below is what you will need to fill out. It can be found in the Resource Folder located in the Showbox. Once the Slip is complete, go over it with your Line Captain to review, approve, and sign. Make sure to completely fill out the slip. This must be completed the same night the damage or loss occurred so we are able to properly track and repair/replace what is damaged/missing. Completing the Top Portion of the Costume Repair/Replace Slip Fill out this information as accurately as possible, with the following: 1. Date 2. Show (Hale Koa) 3. Dancer (Your Name) 4. Your Line Captain 5. Costume/Accessory/Item needing to be repaired/replaced 6. Circle Male or Female 7. This section is used to identify the specific item number, reference location, etc. 8. Action Needed (Circle Repair OR Replace, depending on the situation) 9. Circle if the item needs immediate replacement and write the next show day 10. Write a description about the item that is broken or needing repairs here. 1 2 5 8 10 3 6 7 Provide as much information as possible including what happened to the item, circumstances involved, etc. 4 9
Repairing or Replacing a Pre-Show Item 1 2 3 4 5 Completing the Middle Portion of the Costume Repair/Replace Slip Repair/Replace: Check one of these boxes depending on if the item is being repaired, or replaced. Repair/Replace Myself: You will be responsible for repairing the item yourself, and you need to do it correctly and in a timely manner. This is ideal if you have extra time and KNOW HOW to successfully complete the repair. You should consult your Line Captain or MK prior to doing any repairs yourself. Repair: Send only the completed slip back to the office in showbox, and take the item home with you to repair. Replace: Attach the completed slip to the broken item and send back to the office with showbox. Bring the replacement to the next scheduled show for which the item is from. Malu to Repair/Replace for Me: The item will be sent to the Malu Office for repairs if it cannot be done at the show. You will be charged accordingly. Some performers may not know how to repair the damaged item, or don t have the time, so this option better suits them. If the item is complex and difficult to repair, this may be the only option suitable. If the item is broken beyond repair you will have to replace it. Malu Repair/Replace: Attach the completed slip to the broken item and send back to the office with showbox. If item is lost, you will be sending only the slip back with showbox. No Charge: Your Line Captain has to approve of this option before completing the slip. This option needs final approval from Michelle, and is often only used when the item breaks due to normal wear and tear. Repair/Replace: Attach the completed slip to the broken item to be sent back to the office with showbox. If item is lost, you will be sending only the slip back with showbox. Dancer/Line Captain Signature: Once your Line Captain reviews it with you, both of you will sign the slip, and your Line Captain will send it back to the office with the showbox. 1 2 3 4 Repair If the item can be repaired, select who will be completing the repair. See explanations below. 5 5 1 2 3 4 Replace If the item has to be replaced, select who will be responsible for replacing the item. Note: This bottom, grey area is for office use only. You do not need to complete it.
Repairing or Replacing a Pre-Show Item Please see how the different replace/repair slips get completed after a pre-show item has broken or gone missing for the different pre-show stations. This resembles a correctly filled out replace slip for the HK Lei Pua Pre-Show Station For further information on costume repairs & lost items, please review and complete the Costume Repair Slip OLM.
PHASE 4: Pre-Show Greeting the Guests and inviting them to the Flower Mat Be friendly and welcoming towards each guest. Actively invite them to join you: Aloha! Come join me! We are making flower bracelets today. Have a seat on the mat in any open spot and make yourself comfortable. IMPORTANT: As people decide to participate, you need to say this comment to them to ensure they don t spill their drink on the mat which makes it sticky for other guests and also moldy when we store it! Please place your drink on the grass, or have someone hold it for you. You re going to need both hands for this activity and we d like to prevent spillage. Mahalo! At this station, the Flower Girl has the option to keep her hair up and out of her face since she will be leaning over a lot to assist the guests with their bracelets. If you put your hair up, your braids or bun MUST be covered with flowers!
PHASE 4: Pre-Show Greeting the Guests and inviting them to the Flower Mat The guests will naturally sit far away along the edge of the mat, making it harder for them to reach the flowers and hear your instruction. Invite them closer, and explain that it will be easier to hear you and learn. This also allows for us to maintain order as people come and go from your station. If they are too far spread out, and too many people are sitting, there won t be enough needles to go around making you unable to assist them. Approximately 7-9 people sitting is a nice, manageable amount that you will be able to assist efficiently and effectively. We don t recommend that more than that amount of guests are sitting on the mat at a time.
PHASE 4: Pre-Show Creating the Lei with Guests: Best Practices You need to make them feel comfortable, since this is something they probably haven t done before Be patient and repeat steps to each guest as they sit down at your mat. There will be music playing in the background, so speak loudly and project your voice. You will be continuously repeating yourself and your instructions as more people join you at your station. Do so patiently and with sincerity. If a guest is having trouble and seems frustrated, offer to help but try and have them create it on their own, since you will have many guests at once! Note: You will only be using the table if it has been raining, so guests don t get wet!
PHASE 4: Pre-Show Creating the Lei with Guests = Best Practices Demonstrate each of the steps with the guests, and make sure they are looking so you won t have to repeat yourself too often. Since this is a visual demonstration, you need the guests to SEE you demonstrate how to correctly poke the flower with the needle. Make sure all eyes are on you while you re demonstrating. Do not allow guests to grab the needle on their own without receiving instruction first do not hand a needle to a person who hasn t heard instructions. We don t want them wasting needles and flowers by doing it incorrectly, or possibly injuring themselves.
PHASE 4: Pre-Show Creating the Lei with Guests = Step-By-Step 1. Invite guests to join you on the mat Ask them to place drinks on the grass (if applicable). Tell them to scoot in and sit close to the flowers. 2. Have all guests pick their flowers FIRST before anything else. You will tell them specific amounts of flowers to pick. Look at the wrist size of each person (some are bigger than others). Use your best judgment to tell how many flowers each person needs. Adult Female = 8 Flowers (9 for larger wrists) Adult Male = 10 flowers (up to 12 for larger wrists) Children/Teens = 6-8 flowers Babies/Toddlers = 4 Flowers It is best to tell guests a specific amount of flowers to choose, (versus a range), for efficiency. 3. Have guests watch you put one flower on the needle and slide it down to the base. Once they have seen how it is done, remove the flower and have the guests do it themselves. If everyone can watch me, I m going to demonstrate how to put the flower on the needle. Put the open end of the flower thru the pointy side of the needle and push it all the way down. Leave about an inch of space at the bottom. 4. Hand out the empty needles one at a time with the POINTED TIP UP. I am giving each of you a needle with the pointed end facing up. Poke this pointy side thru each of your flowers. 5. Guests begin making their bracelets. Monitor each guest s progress and assist as needed. They will be finished at different times, so be cognizant and aware. Do not day dream and lose focus. This station is busy and moves non-stop. If no one on the mat needs help, actively invite more guests to join you as others walk by. 6. Assist in finishing the lei.
PHASE 4: Pre-Show Finishing the Lei with Guests When the guests have finished putting their flowers on the needle, you will complete the last steps of the bracelet for them by quickly sliding all flowers onto the needle and spreading out the flowers to be worn on the wrist. How to ask them if they re finished: I can help you with that if you re ready May I help you with the next step Are all your flowers on there? If so, I can help you with the next step It looks like you re ready for the next step What NOT to say: Are you done? Are you finished? You didn t do it right Learn to say simpler things that are constantly encouraging in a positive manner. We want our guests feeling accomplished!
PHASE 4: Pre-Show Finishing the Lei with Guests When the guest is done putting the flowers onto their needle, you will transfer the flowers onto the string and finish the last steps of the bracelet. Once the flowers are off of the needle, spread them out so they aren t squished together. You need to spread them out before tying it on the guest s wrist so the flowers fit entirely around the whole wrist. Tie the bracelet onto the guest. Ask the guest to reach their hand out, and flip their hand over so the palm is facing up. We do this so the knot is underneath the wrist. When tying, do whichever is easier and fastest for you, either a knot or a bow, but don t tie both a knot and a bow on a person. Either one or the other. Trim any excess string once it is tied. Repeat the entire process as soon as a spot becomes open on the mat, and continually invite people to participate at this station.
PHASE 4: Pre-Show Interacting with Guests Some talking points with guests while they are making their bracelets: What you guys are currently doing is the same way we make the leis that you re wearing around your neck. We use the same type of flowers and the same needle, but use more flowers and longer string. The lei needle is the secret to making these bracelets/leis. As you can see, they have a tiny hook at the bottom. You can get one from our craft stores or CVS/Walmart to take home with you! The type of flower we use are the Dendrobium Orchids which are grown locally here in Hawaii at Nursery s and Orchid Farms.
PHASE 4: Pre-Show Receiving Additional Assistance After the hula lesson and fashion show, 2 female dancers will come assist you at this station. One will come and sit with you to service the guests while the other dancer will pass out any left over pre-made bracelets. When all the pre-made bracelets are gone, she will grab some coconut leaves and weave headbands for additional guests still around your station. Her role is to walk around, talk and engage with guests while offering to finish their headband. Make sure to still be engaging with the guest while finishing headbands.
PHASE 5: Closing Up and Finishing Pre-Show Towards the end of pre-show, your main focus is to make sure all of the flowers get used. Begin making more completed bracelets for the other dancers to pass out. If there are still guests at your station, you may also encourage them to add 2-3 more flowers to their bracelets. DO NOT sit idly while pre-show is finishing. You should make more bracelets to use the flowers so that the other dancers may pass them out. DON T stand next to your coworkers, and make sure to interact with guests as they pass. When the coconut tree climber comes down from the coconut tree, roll up the mat and lay it to the side to prevent guests from walking on it while they make their way to the imu. Clean your pre-show area and place any extra items/trash in your trash basket. After tree climb, the guests will be directed to imu. They will need to pass by the flower station in order to get there so SPREAD OUT AND SMILE! You may assist in guiding the guests to a viewing spot for imu and encourage them to take pictures of the pig. Pre-Show concludes when Imu is finished at 6:20pm. At that time, the guests will be excused to find their seats for dinner, and you are also excused to leave the Pre-Show Lawn. Double check that your area is clean and take all the supplies back to the dressing room. Quickly put away all Pre-Show supplies in their storage locations. The Imu Ceremony Report how many lei needle you have left to your LC, you should have the amount that you started with. If you have only one roll of string left, report that to your LC, so we know to get more string. We should ALWAYS have at least one back up roll of string. Get ready for the show!
Flower Mat Station Video Summary