As organizers of the Himalayan Mela, we are excited to share highlights from our recent Town Hall Meeting, held on June 1, 2025, at 88 Grangeway Avenue, Toronto. This gathering was another wonderful opportunity for us to connect with community members, volunteers, and fellow organizers to discuss our shared vision for the upcoming 17^th Himalayan Mela on August 9, 2025.

The energy and ideas exchanged at the meeting were truly inspiring. The feedback we received reflects the community’s passion for improvement, inclusiveness, and collective ownership of this beloved event. We are grateful for everyone’s participation and are committed to turning your suggestions into action.

Program Management & Logistics

• Sound System & Stage:
  Attendees highlighted the need to upgrade the sound system and enhance stage decoration for a more immersive experience.
• Clear Roles & Responsibilities:
  Assigning specific ownership for logistics, emergency response, and other critical tasks was emphasized to streamline event operations.
• Volunteer Organization:
  Suggestions included better volunteer allocation, timely photo shoot management, and acknowledging volunteers with tokens of appreciation.
• Food & Vendor Coordination:
  Calls were made for a greater variety of food options, improved vendor space planning, and cultural dress showcases to reflect the community’s diversity.
• Branding:
  Allocating profile pictures and consistent branding across platforms was recommended to boost event identity.

Media & Digital Engagement

• Event Materials & Coverage:
  The community wants digital versions of event materials and live video projections to enhance accessibility and engagement.
• Lighting & Screens:
  Improving lighting and screen clarity (such as LED screens) was seen as crucial for both on-site and digital audiences.
• Promotion & Partnerships:
  Expanding digital promotion via Facebook, Instagram, and TikTok, as well as partnering with major outlets like Kantipur, were key suggestions.
• Youth & Women Empowerment:
  Encouraging youth and women to take on digital roles and outreach responsibilities was strongly supported.
• Post-Event Reporting:
  Producing a digital report with photos, videos, and statistics will help measure success and inform future planning.
• Community Documentaries:
  Including documentaries and highlight reels can showcase community stories and achievements.

Outreach & Sponsorship

• Charity & Feedback: 
  Introducing a “Tips Box” for donations and feedback will foster greater community involvement. However, some expressed concerns about the potential manpower and rules and regulations required to implement such a system.

   

• Visibility & Invitations:
  Enhancing public outreach before and after the event, making personal phone call invitations, and increasing government and business participation were all highlighted.
• Sponsor Recognition:
  The need for improved sponsorship marketing and more prominent sponsor acknowledgments—such as banners and stage shout-outs—was discussed.
• Local Business Inclusion:
  Bringing in popular businesses and local vendors will enrich the event experience for all.

Program Content & Inclusiveness

• Cultural Programming:
  Incorporating Nepali-Bhajan/Bhakti segments and ensuring a diverse lineup of youth, senior, and diaspora artists were top priorities.
• Fair Scheduling:
  Allocating time slots fairly and transparently for performances will help avoid delays and ensure inclusivity.
• Community Ownership:
  Encouraging broader community involvement in both planning and execution, beyond just diplomatic guests, was a recurring theme.
• Gender & Representation:
  Calls for gender-inclusive programming and transparent artist selection processes were made.
• Sub-Committee System:
  Using sub-committees to divide and manage tasks can foster greater efficiency and accountability.

Improvements for Future Events

• Scheduling & Contingency:
  Clear, detailed scheduling and robust backup plans for weather or technical issues are essential.
• Feedback Mechanisms:
  Implementing a post-event feedback system will help capture lessons learned and drive continuous improvement.
• Transparency:
  Ensuring monetary transparency and clear sponsorship disclosures will build trust and encourage ongoing support.

Moving Forward

The Himalayan Mela Town Hall Meeting was organized to bring excellence and inclusivity to the event. By acting on this feedback, we can ensure that the 17th Himalayan Mela is not only a celebration of culture but also a model of collaboration, innovation, and community spirit.

Let’s continue to work together, turning these insights into action and making this year’s Mela the most memorable yet!