Planning future commemorative events.
NOTE BY KARINA:
These are just a collection of ideas I have had in the years since the 150th. I hope they help anyone who takes on the task for an anniversary in the future. Feel free to send me any ideas and tips you have. Anywhere that I have written to see an Image - scroll to the very end where I have added a collection of images for idea.
Note that I have no affiliation with any of the places I have included links to. They are all just places I found with my own research.
GENERAL
Be sure to involve the following organisations:
King Island news https://fontpublishing.com.au/kingislandcourier/
Local community radio station https://www.kingislandradio.com/king-island-radio-contact
The KI Council & Mayor https://kingisland.tas.gov.au/
King Island Museum https://kingisland.net.au/events/king-island-museum-open/
King Island Historical Society https://www.facebook.com/groups/3642522515768639/
King Island Community Noticeboard https://www.facebook.com/groups/279356392254226/ (especially to seek quotes for things like catering, photographer etc).
King Island Lions Club https://www.facebook.com/LionsClubInternationalKingIsland/
KIRDO KI Regional Development Organisation https://kingisland.net.au/ (Good business directory listing many volunteer organisations).
Maritime Museum Tasmania https://www.maritimetas.org/
Tasmanian Government https://www.tas.gov.au/ & Minister for Tourism (for grants)
FUNDING
To pay for things like:
- Signage, banners
- Posters
- Lanyards
- Toilet roll, liquid soap, paper towel, hand sanitiser at the Town Hall.
- Stationery
- Souvenirs (more ideas for this further below).
- The photographer/videographer. (If they are on the island - paying for their time, if off island you should consider subsidising their flights and accommodation).
- DJ/Announcer. At the 150th local DJ Wade Roskam volunteered all his time plus his sound equipment & microphones at the various town hall functions and at the outside event at Netherby Cove- would be good to be able to pay him or whoever is in that role in the future.
- Also need to pay for shipping or excess luggage for the organisers to get everything to the island. Particularly with plane luggage size and weight restrictions. A lot of things could be sent in advance when there is space on flights – a local contact would be needed for collection and storage.
Include a full list of intended expenses on the fundraiser site and Netherby website to ensure transparency.
Fundraising
Consider doing an online fundraiser to assist in financing the event.
Fundraising laws in Tasmania and Victoria (and other states if relevant) https://www.nfplaw.org.au/free-resources/fundraising-and-holding-events/fundraising
https://www.givenow.com.au/ is an Australian fundraising platform for not-for-profits and charities. It includes an event-ticketing feature that could be very useful for the pre paying of dinners etc.
Applying for grants
Apply for grants for a historical event. King Island Council. Tasmanian Tourism Minister. Tasmanian Maritime Museum. Who else?
Fact sheet on applying for grants with links to grant providers https://www.nfplaw.org.au/free-resources/fundraising-and-holding-events/grant-funding
To consider and research further:
May need an event committee to create an unincorporated association for the event and ongoing events in order for it to be the beneficiary of a GoFundMe or the Grants.
Fact sheet on setting up an Unincorporated Association
Facts sheets for setting up Incorporated Associations in Victoria and Tasmania.
Committee will need to have a bank account (both unincorporated and incorporated associations can have a bank account. An ABN is only needed for unincorporated association if it is running an enterprise a singular event is not considered to be an enterprise). Will also need a credit card to pay for online items. To open an account the main committee members need to provide the usual 100-point ID for each of them. Most banks will require the application to be done in a branch in person so make sure the chosen bank has branches near each person.
If it is established with a Vic committee can it still obtain grants from Tas? Ask Consumer Affairs.
Many grant funding bodies require a group to be Incorporated so an Unincorporated Association may have difficulty applying. Could the KI Council apply under an auspice agreement?
COMMUNICATION & SOCIALS
BEFORE THE EVENT
In the organiser’s email newsletters - link to a shared Google spreadsheet where people can note their accommodation details and, if they have booked multi room accommodation but will have a spare room/s - for people to share costs etc especially solos. (Note: A Google account is not required to view a Google Sheet. Permission can be granted by the admin via a sharable link).
Same with vehicle hire. If there are non-drivers who would like to be able to get lifts and split costs.
Can the main columns of spreadsheet be locked to admins only with just a Notes column that non-admin people can type in? So as not to risk someone deleting content in any other columns.
In all newsletters in the planning and lead up etc include the tip to leave room in luggage for cheese and souvenirs (wine)!! While also remaining aware of luggage restrictions on the small planes.
Provide a list of current KI airlines as well as the small charter planes that fly from various regional and city airports.
Handy to ask on the KI Facebook Group for a list of all types of available accommodation across the island. Also car hire.
Email newsletters (create a shared Google Sheet for everyone to submit their email addresses).
Create a new page on Netherby website specifically for the event and keep it updated.
Regular updates on the Instagram, Twitter/X, Threads, Facebook accounts.
Hashtags to be used by everyone with their photos so everyone can find them. #Netherby1866 and; example #Netherby160th
Media stories.
IN THE LEAD UP AND THEN ON THE ISLAND
Create a WhatsApp group and add everyone to ensure as many as possible get alerts and updates and changes. Then it doesn't matter about people having to change e-sims & sim cards if they don’t have same provider as the island. WhatsApp is on Wi-Fi. (Instructions how further below).
Signage (white board or pin up cork board) at the airport directing people to the 'info centre' at Town Hall and include the WhatsApp group details.
A white board at a central location i.e. Town Hall in that initial entrance area – is it open all day? With the full list of planned events and locations - and a space to write in different colour any changes for today or next day. So people can swing by and check - in case they missed speeches or in case they didn't get an email itinerary or don't have Internet access. Also the WhatsApp details and how to join the group.
Note the Hashtags to use on their socials #Netherby1866 and (example) #Netherby160th and links to the official social media accounts.
If doing a “show bag” have the collection point at airport or Town Hall (specify one per person) bag. With a list of attendees so they can tick off that they have collected it. Contains maps, schedules, Socials and WhatsApp details, lanyard, pen and notepad, advertising from locals.
Have a map created that shows all accommodation & airport plus specific Netherby related places like Netherby Cove, Cape Wickham lighthouse, the museum & Town Hall etc (a zoom in square of Currie). Dairy. A4 or A3 - to be handed out or in show bags but also downloadable from website in advance.
Names to be on both sides of lanyards so they can be seen in photos. Include the Surname of the ancestor and below that the name of the attendee. Can also buy double-ended lanyards that don’t flip around!! (See example image further below).
Have a Guest Book there for them to sign in as they arrive at events.
Wooden style guest book. Can be added to the 150th Sea Chest at the museum afterwards. See images below.
This one does personalised ones in different sizes including A5 and different page numbers. https://yoonek.com.au/products/personalised-engraving-wooden-birthday-guest-book
Vista has 3 sizes & 2 page amounts. Fully customisable cover. Says to use fine point or roller ball pens - not markers that will bleed thru pages. (Make sure to provide box of pens - logo ones from vista too that people can take away). https://www.vistaprint.com.au/stationery/guest-books
Temu and Amazon have cheaper non-personalised ones. Use key search words “rustic” or “wooden” guest book – to get nice results.
Ensure the Netherby Instagram account, Twitter/X Account and Facebook group are all cross posting & especially with live reels throughout the event.
AT DINNERS: FOOD, TICKETING, DECORATIONS ETC
Food for the daytime events could all be pay-as-you-go. Lions Club could sell hot and cold drinks along with morning & afternoon tea type food. Give them the anticipated RSVP numbers for catering. That would resolve where we had the situation of people who hadn't pre paid and also taking more than was allocated so we ran out and people missed out.
Consider disposable paper plates & bamboo/wooden cutlery to reduce clean up. (https://www.careyou.com.au/ sells these in bulk).
Simple things like cup cakes, muffins, cookies, pre-made sandwiches (with meat selection and meat free selection), pies, sausage rolls, spring rolls, hot chips. Toasties? Mini cheese and crackers plates. Need either squeezy individual sauces or big jugs.
Include label signs for nuts, seafood and gluten etc (example https://www.theallergyshop.com.au/stylish-allergens-food-label-black ).
Be sure to advise people in advance if it will be cash only or whether cards & phones can be used to pay.
Evening dinner events must be paid in advance and tickets provided and produced at the door (can be email tickets so they can be viewed on phones or printed at home).
There are several Australian online ticketing websites. Some have a small percentage fee either to the organiser or the buyer. Most have discounted fees for not-for-profits. Most have a Management App for phone or tablets so an organiser at the door can scan peoples email tickets and QR Codes as they arrive. Most do not require ticket buyers to create an account. Some enable donations to be made:
https://www.trybooking.com/info/industry-associations (This one can include additional information questions in the booking such as dietary requirements or accessibility i.e. wheelchair space at a table. Its phone app can also take on the spot payments and donations)
https://humanitix.com/au/charities (has cheaper fees for not-for-profits and can include a donations page).
** Ask Ann Rutte who did the catering for the big Saturday event at the 150th? It was 3 courses including delicious King Island Beef plus copious cheese from the KI Dairy). Was it licenced? I recollect there was alcohol but I cannot remember if it was on the tables or being sold in the side room near the kitchen.
Not disposable crockery/cutlery for the big dinners. Look for volunteers to help with clean up after. Provide lots of dishwashing gloves & tea-towels! Also takeaway containers to box up leftovers.
FOR THE TABLES – ALL EVENTS
Table markers with passenger ancestor surnames (make them prominent in photos and the head of each table) to help people find each other.
There are cute cardholders that look like little logs – would suit the occasion.
They can be found on sites like Temu, Amazon and Careyou.com.au using key words like “rustic table number holder”.
Officeworks etc has plain brown cards to put in the holders also Spotlight. Designed to be folded to make them 5.5cm x 9cm – but leaving them unfolded would allow for bigger more visible writing. https://www.officeworks.com.au/shop/officeworks/p/born-place-cards-20-pack-kraft-bohl0082
Kmart also has plain brown. 9x6cm when folded – can leave unfolded.
Amazon has bulk brown rustic ones with patterns. (Name search is "rustic table place cards")
Get dark brown thick markers.
Have extra cards and cardholders and markers on hand.
Sample photos further below.
Commemorative label wine bottles. Dinner tickets could have option to select with or without wine, and select red or white or sparkling in advance and then also have them for sale as a souvenir throughout the event. The sites allow you to upload a design. Find someone artistic to come up with something memorable such as a drawing of the ship, the island, the years 1866 and year of event.
Need pricing on having it shipped direct to KI and stored by someone on the island.
Also need assurance that if the bottles are in ice buckets that the labels will not come off or fade as the point is the bottle itself – full or empty – is a souvenir.
Some local companies I found.
https://www.yourlittlewinery.com.au/ (This one also does half sized bottles).
CHEESE
Would the KI Dairy do a commemorative label or box for a Brie, Camembert & hard cheese? To be sold throughout the event. Will they do extra openings for tastings and sales (they did for the 150th)?
PHOTO SELFIES
Consider one of those big cardboard or corflute photo frames with name & date of event & maybe few dress up (old fashioned hats? Local King Islanders may have some hiding away) pieces. How big is the cardboard/corflute for fitting on plane.
Search terms on websites: "Selfie frame" "self standing selfie frame"
Examples – photos below:
https://www.vividads.com.au/collections/photo-frame-prop (small for 2 or 3 people that you hold up, upload you own design so could be rustic wood with the name of the event and dates etc)
https://www.officeworks.com.au/print-copy/p/social-media-frame-pcbssmfcp 3 sizes 90cm x 120cm largest
https://bigbanner.com.au/product/social-media-cut-out-photo-frames-photo-selfie-frame/ 90cm x 200cm free standing
https://www.bannerbuzz.com.au/stands-and-displays (has lots of signage stands too including various sizes in roll up banner stands – which would pack & travel easier than the big corflute signs and people can stand beside it for photos).
PHOTOGRAPHER/VIDEOGRAPHER
See if any descendants have a friend who would do a discount rate for a multi day event. Also ask locals on the Community Facebook group (link at the top).
Set out specific requirements in an agreement.
Ensure photographer takes specific family group photos and gets names (and name tags & table name cards).
Have a videographer too - ensuring all the stories and speeches are captured.
Arrivals photos.
Ensure a photo of every single attendee holding a sign with ancestors name. (Pre make signs in A4 of known ancestors and also some blanks with textas). Standing by the banner stand if we get one.
Formal panorama group photos at main locations i.e. each function, the cove, the lighthouse (with the entire lighthouse in it i.e. photographer to walk up the hill a bit, or crowd walks up the hill and photographer walks higher that them – that angle would get everyone plus lighthouse).
Photographer should have nice safe stepladder that can be brought to each event. (See if someone on Island has one to loan). Will ensure they can get above the group of people for good wide-angle group shots. Must have good wide-angle lens and panorama lens – or two camera bodes.
Must ensure they always take multiple photos and ensure people are ready & facing camera etc.
Photographer to be taken to the main external locations to scope them out first.
Pay for a videographer who could then make a full doco type video with all the speeches & people's stories also mini interviews and photos etc. Can be sold afterwards. Take orders at the time. Then available as a dvd or usb ongoing.
THE ACTUAL PLANNED EVENTS
Anything to be held at Netherby Cove itself is of course “weather pending” and the fall-back plan is to relocate to Town Hall (which would be already set up to go to after the Cove event). Speedy updates re changes will be sent via WhatsApp and on the notice board at Town Hall.
Big dinner on the anniversary night. With, pre dinner speeches and followed by group barn dancing, live and DJ music. Island folk band or choir.
Day events (more suggestions welcome):
More available 'story telling' time by descendants (and ensuring this is being both videoing and someone live-streaming to the Facebook group). Some technology to enable them to put photos etc on projector while they talk if they want. And see if they can provide copy of their notes for my website.
Maybe a genealogy research tips sharing time. With experienced people helping newbies. Recommend folks bring their research with them. Museum may want to help with a presenter talk. Maybe a table or two where shared laptops can be set up. Showing how to search PROV & Trove and various genealogy sites, state archives etc. (Make sure whoever is hosting this has paid accounts with the various family tree sites).
If I attend: A Karina table. Have a big screen with laptop linked to it with my website up. (Or a little blue tooth projector onto a wall).
Have a box (and A4 envelopes & template forms to complete) for anyone to drop off their story transcripts or histories or copies of photos etc to be added to my site. Make sure they include ancestor’s details, their own details, their relationship & their contact info (also if they want anything returned).
Connectivity
(For both of above we may need to buy a Wi-Fi package for the week that can connect to multiple devices???).
Google explanation:
A "wireless Wi-Fi dongle" for multiple devices does not exist in the traditional sense; a standard Wi-Fi dongle connects a single device to the Internet. For multiple devices, you need a portable Wi-Fi hotspot (also called a mobile hotspot or pocket Wi-Fi) that creates a Wi-Fi network from a cellular connection, or a powerful desktop Wi-Fi adapter that can connect to an existing network for multiple devices.
Option 1: Portable Wi-Fi Hotspot (for internet access)
What it is: A small, battery-powered device that uses a cellular data plan (SIM card) to create a Wi-Fi network for multiple devices.
Best for: Creating a Wi-Fi network for a group of devices when you're on the go or don't have a home Wi-Fi network.
Examples: Telstra 5G Wi-Fi Pro, Netgear Nighthawk M6, or other mobile broadband devices.
Key features:
Connects multiple devices (e.g., phones, laptops, smart TVs) simultaneously.
Uses a SIM card for its Internet connection.
Can be more stable and faster than a phone's hotspot feature.
MERCHANDISE
Commemorative wine bottles/labels. To use as table decorations as well. (Links further up).
More merchandise ideas.
The fridge magnets went so fast at 150th – I only made 20 and could have sold 100. I made them via the https://www.thephotobookclub.com.au/ but they can be made at many print-on-demand places. (See photo below).
Glenn Pinnuck’s coins (as they were very popular).
Buffs, beanies & scarves as the reunion time of year is very cold. (Who does small quantities of buffs?) Include instruction poster for buff use and printed instructions.
Notepads and pens like Ann had made for the show bags.
Coffee mugs.
Drink bottles.
Designs for logos could be black flags with red circle with the bell in the circle & Netherby 1866.
Or oceany-greeny blue with old time outline of King Island and the cove marked and the bell with the event name and date.
Face masks with a logo
Sanitiser gel on carabineer clip logo
Similar to Zazzle - lets you have your own shop
https://www.teejunction.com.au/page/services/open-a-store your own store through Shopify and they print on demand & post etc. Based in Melbourne.
At the 150th the Produce of King Island (POKI) market was timed to be on that Saturday morning. Locals had made lovely crafts such as fridge magnets etc specifically feathering Netherby, in addition to all their usual local produce, handmade gifts, plants, art, preserves, knitted wares etc. Maybe give them more opportunities to profit from visitors on the island by having a stall with Netherby related wares at the entrance to town hall before and after each planned event. Cash needed? Or cards and e-pay methods?
THINGS TO DO FOR EVERYONE WHILE ON THE ISLAND
Any and all ideas are welcome.
A coach tour maybe in a convoy - with people following a phone app or something - that tells them they are roughly following the path walked from the cove to the lighthouse. With narrations, stories etc. (Islander Pam Rolley had this idea so keep in contact with her).
Tours could be Netherby specific, all the other shipwrecks specific, all the coastal sites specific. Be sure to note which ones have accessibility issues. Where public toilets are located (take toilet paper and hand sanitiser).
Golf day.
Museum – gold coin donation per entry. Or a $10 entry for the duration of the event, with a little sticker that can be on the lanyard to show its been paid. Can the Netherby Room be set up again? Can it and the museum be open once a day for a few hours for duration of event. Could they potentially put on a display of some Netherby items in a room at Town Hall? Such as the bell and the model ship. Some other items that can be in locked display cases. Safe to do so?
Is there a bowling club? Maybe a barefoot bowls day – or is July too cold for bare feet!
Could a clever person write a short 30 to 40 minute play (or musical!) about the wreck, walk and rescue for the school kids to put on during one of the day events. Charge a small entrance fee to help them cover their costs.
WHATSAPP INSTRUCTIONS
WhatsApp is a phone and tablet messaging service that can be used via Wi-Fi.
You can create a WhatsApp group with up to 1024 participants.
Create a group name i.e. Netherby.
Any WhatsApp user you share an invite link with can join the group, so only use this feature with trusted individuals. It's possible for someone to forward the link to other people, who could then join the group without additional approval from the group admin. Ensure that all group members know to only share the invite link with people attending the event.
People can be invited with a link or QR code via SMS, WhatsApp, or email. (It all makes sense when you are the Admin as the screens will step you through it).
How to add people without adding them to your own personal contacts list. (So your own contacts list doesn't end up overloaded).
NOTE: new group members cannot see anything that was posted before they joined so any important updates should be reposted.
Create and edit Events in a group: (I haven’t personally tried this but it looks useful).
IMAGES I FOUND IN SEARCHES FOR IDEAS
Rustic wooden table card holders for passengers surnames
Not great photos - but these were the fridge magnets I made for the 150th.
Double ended lanyards ensure that the front of the ID remains visible. One of the problems we had after the 150th was going through all of the photos and identifying everyone as the lanyards had twisted around. Double sided lanyards, or having the details on both sides of the ID cards would help this situation.
A guestbook from the 150th was added to the time capsule sea chest to be held by the King Island Museum. Having everyone's messages there to be read by future generations is a lovely idea.
Selfie boards are popular at all kinds of events. There are websites where you can upload your own design. Perhaps a wooden style frame with the name and date of the event. Need to consider packing and shipping tho so a roll up banner may be easier. Or two - one on each side of the Town Hall entry area where people can pose for photos.
