CHECKLIST

National Christmas Celebrations

Sn Item Action Required Date Limit Responsible Remarks

Officer

1. Press Conference ☐ To confirm Day and Time with Hon. Minister

☐Issue letters to Press, GIS, Municipality of
Port- Louis, MTPA, Ministry of Tourism
2. Coverage by MBC ☐Issue letter to MBC for Live coverage and for News
item
☐To be present for Rehearsals and Show
3. Fire Services ● Issue letter for standby team and for flushing of
Department site on 24 and 25 December

4. Ambulance ● Issue letter to Ministry of Health for standby

ambulance for 24 December (11hrs to 18hrs) and
23 December (noon to 17hrs)
5. Disney World To make arrangements

6. Police Department ● Issue letter for provision of handrails, traffic

management, security, parking facilities
● Handrails around the pond to ensure security of
children
7. Parking facilities
● Inform Police Department accordingly
8. Purchase of gifts ● Six (6) different kid’s prone colored wrapping
papers to be requested from supplier
● To submit detailed list of gifts
● To purchase some additional fifty (50) gifts of
around Rs 50 to be used as buffer
 ● To monitor gifts and keep record of the number of
gifts going out and reaching the Municipality
9. Wrapping of Gifts ☐Gifts to be color coded as per age category and
gender (Pink for girls and Blue for the boys)
☐Gifts should be stored in large carton boxes, sealed,
clearly annotated with stickers
☐List of gifts to be attached on each box
☐Gifts to be distributed in boxes as per age category
and gender
☐Storage in prison cells, under lock and key
☐To place stickers on each gift
10. Distribution of Distribution coupons to be prepared (age category
gifts mentioned and seal of the Ministry, color-coded)

250 coupons to be given to Municipality

11. Sound & Lights ● Arts Officers on Stage Management to liaise with
Technicians on Stage Rehearsals and D-Day
12. Refreshment ● Juice, pastry, mini pain fouré, lollipop
● Quantity=1500
Distribution
13. D of ● Distribution coupons to be prepared
Refreshments ● Stamped Seals to be distributed to each
participants
● 5 Tables to be put in place by Store
● 2 Arts Officers per table to be on duty for the
Distribution
14. Store items ● 0.5L Water bottles
● Cleaning materials
● Purchase balloons (Cartoon Character &
Colorful), Air Pump and Hydrogen Tanks, Cotton
Threads
 ● 5 Tables for the distribution of Refreshments
● Decorations for Christmas Tree (baubles,
garlands, star, etc.) to be purchased. Blue, Milky white,
Silver, red and golden baubles)
15. SICOM Insurance

Mauritius Union Seek quotation for 2000 children and accompanying

Parents
SWAN Insurance

16. CEB & ESD ● Issue letter to ensure that there are no power cuts
● To ensure appropriate power supply
● Waiving of any cost
17. Duty sheet Prepare draft and submit on file for approval

18. GIS Issue letter for coverage

19. Banners ● Prepare wordings and submit on file for approval

● Five (5) banners to be placed on Friday afternoon
after cabinet approval
20. Programme Draft programme to be submitted on file for approval

21. Marching band For 19 and 23 December 2015

22. Provision of buses

o Upon approval, above itinerary to be transmitted
to Ministry of Tourism for necessary
arrangements
23. Chariot for Santa To check with Hon. Minister
Claus

24. Animation Contact ………….. for Animation of the Programme

 To be present for stage rerhearsals and programme

25. Magic show ● To check for availability of magician from CFA

Mahebourg with Mr Bhiwajee and seek quotation
● To negotiate with Magician for two magic
sessions of 20 minutes
26. Chateau Gonflable ● To arrange for 2 castles for 19 December
● 3 Castles for 23 December
27. Christmas Tree ● Liaise with Forestry Department (seek
sponsorship if possible)
● Decorations (baubles, garlands, star, etc.) to be
purchased. Blue, Milky white, Silver, red and
golden baubles)
28. Liaison with Santa Follow-up
Claus

29. Phonebook ● To distributed by Friday afternoon to all staff on

duty
● Include contact person from MTPA, Ministry of
tourism
30. MPI ● Issue letter for supervision i.c.w. with mounting
and dismantling of ‘salle blanche’
● To submit all requirements and overtime
expenses
31. Marquee Seek quotation for marquee, 1000 chairs, 10 tables

32. Changing ● Write to Municipality for access of artists/staff

room/toilets etc. to have access to townhall (as changing room)
● Access to toilets, to be kept clean and ensure
provision of water.
33. Decorations of Write to Ministry of Tourism for Decoration of yard of
yard Municipality (entrance, pond, garden) with lights,
 garlands, etc.

34. Security on site Write to Municipality to request that provision be made

for security on site as from 19 December 2015 (24hrs
basis)

35. Distribution of Write to Municipality listing clear distribution of duties

duties between MAC, Ministry of Tourism and Municipality

36. Follow-up on
letter

37. Compile copy of

all letters

38. Municipality of ● Provision of refreshment for 2000 kids and

curepipe parents
● Cleaning of site before and after the event
39. Invitation Cards ● Prepare Draft
● Liaise with Printing
● Strike off
● 1000 Invitation Cards (14.5x 9.5cms)
40. Envelopes 1100 White Envelopes (No glue on flaps)
Dimension (15x10cms)
(Store)

41. Stickers ● List of Ministers and Députées To be despatched by

● Print on Stickers latest 17 December
2018