Year Round Fundraising Ideas:

• Garden Tour Lunches
• 50/50 tickets- share the wealth
• Catch the Ace
• Cash Calendars
• Meals for Meeting - Catering
• Theatre night
• Euchre Night
• Trivia night
• Irish Entertainment
• Salad Luncheon – May
• Chicken Dinner
• Paint/Craft Night
• Scrap Booking
• Jamborees music dinner
• Wing night
• Movie night
• Breakfast on the farm
• Auctions (need lottery license) .25 $1.00
• "friends of the fair" use them to fundraise and donate back to Ag Society
• Silent Auctions
• Dinners
• Seasonal events (Easter egg hunts etc)
• Laser Tag
• Craft show "Art in the Barn"
• Video dance
• Wreath making
• Fun night for families; cake making, bouncy castle raffle, pizza
• Donations instead of entrance
• Pancake breakfast
• Campground (hire maintenance person)
• Entrance fee
• Farm to table meal in barn or tent

Common Courtesy Re Fair email inbox and voicemail year round

• Communicate with other board members
• Go to the administration
• Automated message around fair time to say ' Go to Website" for information
• Social media/websites one person
• Secretary to direct emails to right committee
• Designated emails to directors/committees
• Sponsorship – what they expect in return
• Bank branches- employee contact
• Facebook
• Promote vendors
• Thank sponsors
• Always answer an email that comes in to your advertised email
• Needs administration i.e. "voicemail answered once a week"
• Sent to secretary
• Example emails: This email address is being protected from spambots. You need JavaScript enabled to view it. or This email address is being protected from spambots. You need JavaScript enabled to view it. can be transferred to new pres/sec as positions change
• Prompt replies
• Specific fair phone # can be forwarded
• Keep current
• Check regularly
• Message on voicemail that for an immediate response send email
• Always quick response to emails to ensure they know you got it and how you are dealing with it
• Should possibly have a fair email only – can all executive be reached through this
• Chimp mail – a good free tool
• Getting back quickly
• Email for president, secretary, treasurer
• Info line
• Checking email and voicemail weekly
• Letting people know how often you check voicemail and email
• Posted information on website
• Send to those involved
• Give them a response
• Polite
• Answer often
• Clear precise answers; be direct

How do you see your fair in the future?

• Subcommittee – focus only on fair, engaging youth volunteers
• Jr. Directors – under 25 yrs – keep Ambassadors on after their year
• Charity # vs. Not-for-profit
• Change is hard but needed
• Fairs folding or ending – no help
• Not existing
• joint fairs community fairs
• what to do about midway
• craft beer
• frog jump
• JR. Farmers do games
• Look for cheaper insurance comp
• Renovate for accessibility
• Low cost fundraising ideas
• Trying to get grants
• Renovations
• Sheep riding (weight restrictions )
• Pet show
• Demolition derby

Dealing with Municipalities: tips, hurdles and successes

• Frustrating, slow process
• Regulations and rules excessive
• Complicated relationships
• More long term planning, cooperatively
• A lot of legal responsibility – pro bono lawyer to help
• Invite counsellors to meeting, advise and ideas
• Tips – working with them for grant help
• Try a give and take program
• Try and help provide work to help make this town look better
• Business Improvement Association could be used to promote the fair
• Keep a written documentation for the municipality to look back on
• Document all deals between municipalities and fair board
• Shared property needs to be insured by somebody
• Hurdles:
  • bleachers – only some covered by municipality
  • Piece of land, ownership. Had an eager friend help with the conflict of ownership. Some lease, some own
• Successes
  • Mayor came to open fair
  • Gave a table for free
  • Have counsellors join fair, created good relationships
  • AGM is a dinner and includes volunteers and members
• Go to municipality chamber meetings regularly and share good news rather than simply when asking for or applying for funding
• Event – recognize specific sponsors- have a booth/spot at the fair or on day of an event
• Invite dignitaries – MP, MPP, have fun competitions
• Get grants if possible
• Hurdle possible with temporary permits
• Some communities have local counsellors who help and support fairs
• Difficulties not owning their own fair properties
• Have agreements between Ag Society/municipalities
• By-laws
• Depends on municipality
• Talk to council
• Be friends with counsellor
• Two way street
• Apply for community grants
• SEAT –Special Events Advisory Team in one room, present idea there (police, EMS, etc.)
• Local counsellor
• $5000 education barn built
• Communication is key
• Work together with township, counsellors, let them use grounds for other events
• Set bar high, be proactive, & communicative
• Set expectations high
• Actively apply for funds through Trillium, etc.
• Fair seen as a marketing tool for the town
• Tie in other businesses with an agricultural component (wineries, etc.)
• have church/groups come in and keep profits
• Attend council meetings
• Make sure to have rule book handy
• Invite city exec/mayor to meet with executive on regular basis
• For grants give grant writer a percentage of grant to have the onus on them
• Have a local councillor on the Board at one fair so this aids with the relationship
• Located in 2 townships/municipalities presents challenges
• Going to OAAS to help when navigating legal issues/need help advocating
• Look for grants within 4-H, municipal, provincial & federal government to support programming at fair
• Rent out buildings, put artificial turf in to run soccer programming, or other sports programming/events
• Set up meetings and be proactive so relationships don't tarnish
• Become an expert on bylaws so you have a thorough knowledge/understanding of expectations & don't run into issues –be proactive
• Go to our local MP so they can represent/give a voice to your organization

Market your fair and events

• Contests – post results and winners
• Visibility year round
• Qcodes instead of popsicle sticks
• Post and share contests
• Cooperative with sponsors for advertising
• Social media is being used at low cost by younger members helping
• Prize books are put on website versus a book
• Some fairs have new exhibitor prizes that would help people compete
• Cut the fair book into sections for downloading purposes
• Word of mouth can still be used as some new people in the community don't know about it
• Use a trade show to promote your fair on their website
• Keep a good attraction for entertainment 2 – 3 years
• Local newspapers – approximately $500 - $1200 per year total print media
• Media – Facebook/Instagram/twitter
• On Route summer fun guide
• Hootsuite – allows multiple posts and scheduling
• Website – Junior – flyer links them to a website instead of a book
• Radio – still majority of advertising dollars
• Place mats for local restaurants, outside advertising
• Schedule of fair (maybe for one month)
• Signs – same as politicians – see laws /bylaws
• Community competitions
  • Signage
  • Store front
  • Scarecrow competition
  • Yard sales (signs?)
• Facebook
• Posters
• Road signs and lawn signs
• Community paper
• Flyers and books to schools
• Radio station
• Farmers market
• Social media – Facebook, Instagram, twitter, website
• Local paper
• Radio ads
• Clothing (hats, shirts)
• Coasters, placemats,
• Signage (roads, bale decorating) give participants signs to use
• Fair theme
• Trying to find cost effective ways
• Get younger generations involved in the marketing and advertising
• Have someone who knows the audience
• Interactive activities, have surveys
• Pay for advertising, just a little $6 can reach 3000 people
• Subscribe to Google Ad Words close to the time of your fair
• Subscribe to Google My Business
• Multi-pronged marketing committee: Facebook videos, signage, webmaster Instagram, decorations around town, Twitter, YouTube, radio (priority on places who will give you interviews)
• YouTube channel links to webpage
• Ambassadors take on social media role –Facebook, Instagram, Snapchat
• Scarecrow competition prior to fair on fairgoer's lawn, put up fair sign on their lawn, prize money (inexpensive way to advertise)
• Newspaper
• Brochures
• Drive to neighbouring towns, present on your fair
• Being visible in your community at other community events
• Keep telling your story, promoting, word of mouth
• Signage at fair –support charities, charge fair just cost of materials
• "Farmers' Stag" –men's night
• Medium (group psychic medium)
• Bags of seed prizes (elevator donations)
• Trailer pins (prizes)
• Pizza box toppers
• Postcards (e-print fast) –put in doors & redeem at fair
• Ambassador program: current year nominates; $500 bursary, small business sponsors their own to compete
• Do you believe in your fair?
• Share ads into buy & sell groups
• Open mics at bars/pubs
• Father-daughter dance (Dundalk)

Implementing change – how to gain support

• Big change – beer garden
  • Lessons – insurance, security, run by fire department
• Don't have the manpower
• Traditional board – beer cans; changing stereotype
• New changes to the liquor license (was $75, now $150/day)
• Tips – have answers to questions ahead of time – example – manpower, costs
• Quilt draw replaced with "Catch the ace"
  • 50/50 draw weekly; 20% cash; 30, progressive draw; $9800 gross profit vs $1,200
  • How was it sold – did a practice run during a meeting so members could understand how it works (new to OLG). Lots of talk young and old members. Key is there is no bad idea; equal respect
  • Young – new idea
  • Give a budget; don't shut them down – help them develop a plan
• Hard to implement new marketing strategy with reserved seating in grandstand
• Dealing with fair on same weekend as Thanksgiving/other fair
• No wristbands; a stamp on the way out
• Wear name tags/t-shirts
• Board is resilient won't open up to change
• Bring options and support
• Young people – delegate for the change and support them
• Find new themes to gear to younger/new generations
• ID concerns
• Provide options
• Have discussions with groups
• Make group plans to change concerns
• Don't strongarm change
• Round tables
• Do homework a concern before round table
• Lead others into thinking it was their idea
• Suggest to change the exhibit building – a craft for special needs
• Took a price survey of the table to see what an average price for the fair pass
• Use exhibitors to help with kids program
• Ticket promotion with a draw
• School promotion to get family there
• Rent equipment to take the money is successful in some areas
• Don't be a bully –don't force people into the change because pushing an agenda doesn't work –pre-acceptance is key
• Pre-planning your Board potential
• "any idea is a good idea –just a matter of when"
• Finding relatable topics to address members is beneficial to people's understanding
• Board solidarity –decisions are decision "as a Board"
• Age of technology –debit machines (Boards are concerned with fees); demographic tracking (scanning attendance) -makes planning for future easier
• Are wristbands becoming obsolete?
• SWORD (Strengths, Weakness, Opportunities, Resources, Deficiencies)
• Assessments are Key!!!
• Have to adapt to current things
• Recruitment of new people
• New programs for younger people
• Ambassadors –use to promote new ideas
• Bring in new programs –educational: Dairy Farms

Roles and responsibilities of Junior Directors

• Assist
• Take tickets
• Help committees
• Given small jobs around the fair
• Give input on younger people
• Come to a few meetings per year
• Running events
• Tours of grounds or barns
• Answer questions
• Check in with director
• Attend AGM and one other meeting
• Help set up and clean up
• Junior directors are under 40
• Weren't many junior directors
• Needs more promotion
• Insurance for juniors
• Special program to get younger kids involved
• Can't vote before 18
• Ambassador on the board
• Have a defined age group that constitutes a junior director (each fair might be different)
• Have them listed in fair book
• Have them work with experienced people
• Roles – put them where best suited, where are their interests
• Put junior directors in charge of an area – education tents, encourage them to plan an event
• Ask for input from them
• Have roles and responsibilities visible on the website

Volunteer coordinator

• Need a volunteer coordinator to recruit volunteers
• High schools to gain volunteers to get community service hours
• Have money available for volunteer appreciation dinner/evening (through sponsorship or in budget)
• Coordinator directs volunteers, waivers are signed, put young volunteers with older ones
• Makes sure everyone is included, circulates to ensure everyone has a job
• Volunteers need a way to communicate with coordinator (2-way radio/cell phones)
• Coordinator should be outgoing, works well with others
• High school volunteers – go directly to school, talk to guidance counsellors to get the word out
• Deals with letters, communication
• Same, consistent contact
• Organization
• Manages volunteers
• Get lots of volunteers
• Takes pressure off committees
• Direct contact for the volunteers
• Putting up signs
• Advertising
• Excellent value
• Could be a volunteer position or part of paid staff job
• Community service hours
• Word of mouth recruitment
• Need coordinator so volunteers have leadership
• Go to guidance councillor
• To keep volunteers
  • Happy
  • Healthy
  • Safe
  • Interaction with old and new
• Need waiver under 18 and adult waiver
• Sign in and out to track hours and insurance purposes

School Programs & Your Fair… How to Get Teachers Motivated to Participate

• Ag Awareness days
• Develop high school credit program e.g. Palmerston Ag Society/ Norwell District Secondary School "LEAF"
• AgScape –resources free
• Make it a prize to win most points if surrounded by multiple schools
• Give free passes to school/school kids get in for free
• Go into schools to promote fair and ag programs
• Run healthy kids program/ familiarize with food guide
• Passport program for student to complete/teachers to have
• Farmer Olympics -8 schools competed (urban schools) teams of 4, got high schoolers out –bail toss/water/sawdust Olympics
• 4-H fall fair club –club would run (very interactive) to get kids engaged, transitioned to school Ag Days –animals, tractor pull, engaged teachers
• Hand out fair prize book, specifically the school section
• use school programs, i.e. Photography club from high school comes & takes pictures; Algoma College students develop survey, comes, does survey, and send results
• Friday 4-H Day, Cattle show –students come on field trip and Ag awareness stations with students rotating through (Gr. 1-8, age-appropriate stations)
• Gr. 3's -12 stations set up with commodity groups, safety -20 min. per station
• Dairy education program, dairy educators come; milk cows and other live animals; vet; local mill discuss what cows have to eat to produce milk (mostly Gr 3's)
• Dairy ed. Program could go on while set up is happening
• Animals in program are vaccinated for rabies as precaution
• Farm safety programs
• Colouring book for kids
• Tractor and wagon to attract kids –charge $5 per kid
• Get one teacher with Ag background on board, get the whole school
• Environmental awareness & empower student involvement
• Get teacher to advocate, send video or social media to capture attention
• Farmers are steward of the environment, starts with students

What is an Agricultural Society's Responsibility to the Community?

• Education-visual is important
• (con) Board Members with an agenda is a problem
• Homecoming –re fair attendance
• Family days
• Awareness
• Bridge from Farm to Table
• Does the community know how much goes in besides the fair?
• Are there other events that allow the community to visualize what the Society does as a whole?
• Sponsoring local projects
• Municipality involvement –having positive relationships goes a long way to solving potential issues
• Ambassadors –positive influence in the community
• Communities support communities
• Supporting local –when sponsors support you; you support them
• Themes:
  − President's Dinner –meet & greet with sponsors, volunteers, municipality officials
  − Breakfast on the Farm –joining with local farmers and companies to give education and a great fundraiser
  − Farm to Table –tent with catered event: promote the Society, share expenses (revenue generator), *Elegant Event*- getting outside the bubble (you had to broaden outside your normal supporters)
  − Barn dances
  − Chicken wing night
  − Corn roast

Online Prize books –Pros and Cons

Pros

• easy to change
• no mailing costs
• cheaper
• more efficiencies and accessibility for entries
• more environmentally friendly
• use systems at your own pace
• can track/transition positioning

Cons

• can't distribute in community
• lose sponsors
• lose exhibitors
• resistance from generation
• PDF not accessible through AssistExpo
• Time commitment to set up to implement all the info
• Can discourage older volunteers
• Specialized books for e.g. Juniors, culinary arts, handcrafts etc.

MIDWAY ISSUES
• Many small fairs can't get midways
• Do tournaments instead of midways
• Do more ag awareness events and demonstrations to replace
• Many us inflatables

FAIR THEMES
• Feature categories in prize book
• set a year ahead
• prize book cover contest to help pick theme
• Have parade same as theme

Possible themes:
• natural items
• animal
• seasonal
• magic in the air
• Fun for the whole herd (masks from paper plates)
• all roads lead to (your) fair
• aprons and overalls
• lawn decorations contest to advertise the fair
• scarecrows
• aged to perfection
• party in the pumpkin patch
• party till the cows come home
• sunflower fair days- call Spits to get samples to give out ahead of time
• we are growing things together
• autumn treasures
• country roots and rubber boots
• pioneer ways to modern ways
• planes, trains and grains
• bushel basket of apples
• century and a half for rural affair
• wagon wheels and ferris wheels
• apple trees and honey bees
• sap to syrup

ENTERTAINMENT FOR YOUTH
• Rock climbing
• axe throwing
• paint ball
• bubble ball
• bubble soccer
• Zucchini races – build into a car right there and race on a track or bring made and race
• Ice cream sundae decorating
• soap box derby
• toilet bowl races- costumes count need 2 people 1 push 1 ride sponsored by plumbing businesses
• talent show – western fair affiliated help to draw contestants
• foot races
• 4H has big impact
• red neck games Olympic games
• carry a greased watermelon
• obstacle course – person pets

CONFLICT OF INTEREST AROUND THE TABLE
• do we put on conflict of interest on agenda every meeting
• can be a sensitive thing
• political connection can not always come into play
• municipal worker on fair board is calling for a conflict of interest
• fairs have code of conduct do they have conflict of interest too?
• What is carried out of the meeting is a problem until minutes are passed nothing can be said
• One fair had the mayor's wife on the board that became an issues
• Conflicts that are declared should be asked to step out during the discussion
• Length of terms should be in the constitution

FUNDRAISING IDEAS
• Ladies/ mens night –different themes
• truck raffle
• trip raffle
• Dinner theater
• car bingo
• silent auction/ dinner
• mystery theatre
• Pie auction
• purse auction
• quarter auction
• bingo
• Chase the Ace
• dance- local bands
• catering
• Matching funds- scotia bank
• team day- RBC

HOW DO YOU RECEIVE FEEDBACK ABOUT YOUR FAIR?
• Suggestions/ idea for feedback- easy to participate/ read/ understand not easy to receive it
• information booth
• social media
• local papers
• survey monkey/ facebook
• suggestion box – have draw to build incentive
• send out survey to schools – contact principal for direct elicit interest
• Talk to people at event / casual conversation
• use First impressions as a starting point for change
• District evaluators
• use different coloured tickets at gates to see demographics
• When to shut down feedback
• receive phone calls
• negative feedback
• if sponsors/ volunteers see negative feedback may stop participating
• Use Ag-scape to show that curriculum matches with fair content or contact parent councils
• Sub committees to receive feedback get a look from patrons on their take

JUNIOR DIRECTORS
• How to mentor /double up with senior director
• volunteers pair with director or seasoned volunteer- director
• Train- work with them
• volunteer hours for school
• welcome to attend meetings
• Have a meeting for them to express what they want to do
• recognition for them - make them feel welcome
• Appointed to board can vote on anything except finance
• fair sponsor scout troop
• Need to change constitution to young people not junior director
• partner with 4H will help build numbers
• Try to make the job fun- allow them to bring ideas / implement / report back
• Do a thank you meal/ breakfast
• invite youth groups from Churches to participate

MAKE CHANGE A GOOD THING
• Saw where there was a need changed something reevaluated
• come to meeting with open mind
• Positivity can be a small thing with big impact
• person who wants change is important to elicit passion
• be receptive to change
• new people= new ideas
• young and older member are good for balance
• play to people's strengths
• Hit by a bus approach individual who runs event writes down everything involved in running event to pass along
• Less overwhelming
• Be open minded not the we've done it this way for the past 100 years attitude
• change layout of fair to create better flow think ahead
• if I don't do it no one else will
• we are there for the people
• get feedback make change constant cycle
• constructive feedback – how can we fit it why did it suck?
• don't rule it out after the first time it might take a few years to take off

AMBASSADOR CHAPERONE DURING THE YEAR
• Getting new people for the following year – utilize ambassador
• social media use hashtag
• Bursary
• take to local events
• Attend monthly ag meeting or forward minutes
• split up chaperone duties

Midway Issues

• Ask midway how you can help them
• Make sure contract has clauses about rain
• Building open with water and showers if possible
• Look at contracts before the rides come
• Let rides know that you are raising gate prices this affects them
• Make sure closing times can be after your special shows as they can make money afterwards
• Work with rides to control traffic from main gate so they can come to rides without a lot of obstacles
• Pay for rides and no takes
• No % from the rides
• Worried about the cost of fuel and insurance is doing to the rides
• Needed younger board members to help to change so that get younger people will come to go on rides along
• Land locked fairs to have the rides there trying to get all shown
• Seasonal employees and the new laws that effects the rides
• How expensive to pay for the rides to cam to the fairs and not get any profits
• Training locals to run rides how much training and liability, whose liability?
• OAAS to advocate employment changes for seasonal workers to help get worker for rides
• Rides are going to other festivals not just fairs and will make more money at these festivals so they drop the fairs
• Listen to younger members so some of these issues can be a lot with in a different way

Programming for fairs with revenue less than 150, 000

• Gate admissions ? $7, $10 but kids free
• Include free or almost free activities- loonie in the straw farm fun activities
• Scavenger hunt around the fair that day- different each day
• do we do anything for Veterans?
• Partner with local legion/ war museum
• Key is to partner with other groups to share the cost and work load-
• Random fun walk around a hula hoop play for ride tickets
• Best food at the fair competitions for vendors

Respectful communication

• Disrespectful with past problems
• Emphasize position. Job
• Helping with workload
• Make it everyone’s responsibility and not for one person
• Code of conduct discussion overall with board members
• Our way or no way
• clicks- frustration
• talking down to people
• Reinforcing working together
• General level of respect
• Code of conduct read at AGM and people sign
• Positive feedback
• What do we need to do as a committee to move on past this
• Take the high road forgot the pettiness
• People like to create problems
• gossip to community preventing negative gossip
• Dorchester of paying- convention- need to recognize new ideas this is an investment – future

What does your fair do throughout the year

• Getting volunteers together – supporter dinner served by 4H
• Board social activities- like curling not all volunteers want to go
• Fairs rent out space to others run dinner theatres, ladies nights
• Fair board meetings and work nights
• City meets farm events
• Silent auctions
• Christmas pot luck
• No fundraising or extra events for most of the fairs in the room
• Change the word volunteer to supporter
• An event every month family fair in the spring , expo. Exhibits in a day for fair classes
• Partner with other service groups to put the events on
• Prime time country dance/party new attraction

Topic: Rejuvenate OAAS Convention ideas

• Homecraft topics- meeting 1:30- 3:30 on Friday
• Hc meeting took a lot of people away from other seminars and round tables
• Mandatory so should be scheduled at a different time not overlapping with 2 seminar slots
• Under 40 session should be after New delegate orientation
• Question: can we extend the convention longer on Saturday- no hotel check out and train schedule
• Incorporate more technology- conferment app- suggestion- WHOVA
• On line surveys, twitter feed, share ideas, vendor info
• Round tables very low turnout
• Seminar topics are only offered twice so you can’t always attend
• Liked- more time to get lunch and get to next thing- see trade show or craft room
• Provide a schedule pictorially to visualize when to go to things like the trades show
• Discussion boards to provide feedback, share ideas, ask questions, post its/ sharpies
• Question wall, idea board on line as well
• Location affordability – only place big enough for all to attend
• Seminars: more real work ideas, specific things that have worked- Canada 150- no 60 tips – yes
• Maybe identify seminars that are for small fairs
• Panels include all size of fairs

Round Table Summaries - Convention 2016

How Do You See Fairs In The Future?
• Pizza program- demo- where everything in the pizza comes from
• Electronic changes- info goes into the Board of Education website, prize list
• Got a grant for TV advertising
• Hard to keep agriculture alive
• Is entertainment taking over?
• Will have to work hard to keep fairs going forward
• Grants – Canadian Heritage * BCAH Building Canadian Arts Heritage * Celebrate Ontario * Farm Credit * Ontario tourism event partnership program
• Truck & tractor Pulls- big hit
• Demo derby- gate price going up to $12 on demo day
• Technology- impact our fairs
• Horse and cattle shows have declined
• Free admission % based o midway income
• Midway toonie night
• More educational displays- sheep shear- different breeds-spinning in arena
• What shows are valid- sheep? Fowl? Beef?
• Less Agriculture- less livestock at some fairs
• Agri-entertainment teaching people
• Tailor to demographics of community
• Interest more youth in fairs/ agriculture
• Alcohol availability – reducing
• Positive and optimistic about future
• Volunteer numbers reducing
• Running race –resurgence
• Cell phone apps for explanations
• Social media on increase- be specific on project for fair class
• Homecraft needs to be promoted and enhanced
• multicultural
• young people and traditional crafts and skills
• educational
• rural development
• agriculture has diminishing role because of the increase in farm size and biosecurity
• collaboration of multiple fairs to create a giant massively coordinated event as a future possibility (consolidation) OR maintaining the celebratory hometown spirit and continue to operate independently
• “If we want a future; we must think about promotion”
• xtending invitation to people in the city
• share resources, yet don’t duplicate!
• share “the story of agriculture” with those who don’t know it. The people of your town might have heard it a thousand times, but people from the city will be intrigued

The Value of Volunteer Coordinator At the Fair
• Secretary does volunteer shifts to much for on one person
• Approaching people partner with other fairs
• Value in having one person coordinating/directing
• Website- send info online if they want to volunteer
• Volunteer orientation-safety, make up hours, areas/info/where stuff is
• CAFE volunteer poster
• Approach High schools in the Spring for Fall fairs
• Ambassador contestants help throughout weekend- they come back
• Need to treat the younger volunteer well- train them
• Get needs ahead of time
• Text volunteers to go to places
• Make sure people who are responsible or can answer question are easily identified
• Untapped Markets- semi-retired- Senior citizen condos/ apartments
• What to do when you need to “fire” a volunteer?-Find a different job or good fit job for them
• Set a schedule of volunteers need to pair up an experienced older with a newer volunteer
• Connect with Community College that offers Volunteer coordinator program because students often need placements or experience.
• A volunteer recognition wall/display
• Do fairs provide meals to volunteers?
• Do volunteers get in free?- some say yes, some say no, some get admission with membership or reimbursed after volunteering
• Make sure to connect with new volunteers & make them feel welcome
• Thank constantly
• volunteer recognition awards
• Jr. Members- Have a meeting with committee chairs- set up with tables & Jrs. Circulate and sign up to help. Do this 2 or 3 weeks before the fair
• recruiting/maintaining volunteers
• Advertise for volunteers- KiJiJi- volunteer email-Website
• fair coordinator has book to call in people
• are police checks needed? Who pays?
• not a member of the Board so time can be more focussed at fair time
• use committee chairs and see who they have and what they need
• when busy the volunteer chair will be able to keep the volunteer busy and not waste his/her time
• need a central volunteer chart with posted jobs and who’s doing them
• volunteer chair could be a recruit for volunteers
• one person; easy to contact; good natured
• do we need a job description for volunteers? Who do we use? Where do we use them?
• give them jobs they like
• need to know set up and tear down of the fair so the proper volunteers and talents can be used
• TOPIC: How do you fire a volunteer?
• Collingwood has one who helps keep the high school volunteers in check; in 2016 they will get an assistant and works all year. They have a running list that they can call. She advertises in the paper. Not a paid position.
• students: information sheet; personal information; parental consent; food allergies
• how do you know who you have, e.g. handle the money, work with kids, etc.
• make this part of your strategic plan
• put up a job board so people know what to do
• most fairs used volunteer committees and the chair is the coordinator

Effective & Unique Methods For Moving Around Your Fairgrounds
• compact site-have parking
• map for moving visitors-offer directions
• Use 1st impressions program
• Put map on program- attach numbers to locations- colours
• have volunteers to direct people
• large acreage site- people movers
• problem with accessibility
• Brochures with time, map- colour code zones with like activities
• Signage for upcoming event
• use apps
• use MC”S to promote other venues
• use of signs form new visitor point of view
• Information Kiosk- for questions
• strategic placing of signage-add pictures
• Put activities near or in areas where you want to draw people
• Change entrances to direct people to buildings which don’t attract people
• Signs should be eye level or higher
• Passport for kids
• Buses from down town, legion
• Pamphlets, brochures when they enter
• Information Booth
• Wagon rides, wheel chairs, gators
• Shuttle bus from parking lots

Getting the Younger Generations Involved at an Early Age.
• Give youth something to do once they are willing to be involved
• Jr. Directors (young people under 25)
• Recruiting through 4-H
• Target younger families
• Using schools as a resource- working with the teachers (leadership programs)
• Mentorship programs- empower-Give them something they are interested in
• Don’t over extend them, let them work within their comfort zone
• Use Social media and promote the fair beyond the actual fair date
• Using the 4-H and Jr. Directors when you need volunteers before and after the fair
• Ambassadors Program
• treat your Jr. Directors as you would a regular Director
• Age Group 16-26- 16-18 do not vote
• Let Jr. Directors run programs
• Create a Jr. Board- run same as full Board- Jr. Directors attend regular main board meetings
• Exhibitors- youth/ family involvement
• Provide food for all volunteers
• Fair Appreciation dinner (3-6 months after fair)
• Volunteers wear radios & vests
• Erin call their Volunteers Associate Director’s
• Morale of the story=If the Directors are not on the same page Change will not happen.
• Ambassador join Jr. Directors once their reign is done
• Ambassadors started a silent auction, donations to raise money for scholarship
• Approach youth in the community and ask why they are not involved
• no charge for Directors or Jr. Directors for membership also get 2nd pass for spouse, free parking on grounds
• Do not treat anyone differently- don’t make young volunteers pick up trash only
• give them responsibility- this is the key to create opportunities that get the youth talking afterwards
• Common theme is that change is necessary and you will tick people off
• Change one thing a at time, but change it
• Start small to bring in change and prove to the young can do what the older members do
• Remind your Directors that the fair will not be successful without your volunteers
• Social Media is run by one person and has a connection with the Youth
• Travel to other Fairs to get a fresh look at what works and what you could do to your fair.
• Remind your Volunteers that every little bit helps. If they can only commit to an hour, take them up on that.
• Junior Fair Board
• 4-H
• Agri-education programs
• Working with schools- involving children
• Junior sections/ categories
• Junior Directors
• 4-H fall fair club –“service club” topic
• go into elementary school could be organized by fall fair club
• do you need a fair board member to lead? Past president?
• education day brings young to the fair to learning stations
• discount coupon now used from Grade 6 and lower
• 4-H achievement days at fair –one every day
• life skills competition –try to encourage cattle/animal clubs
• kids day –very young want to participate –older kids could help serve
• mentoring youth with committee chair
• junior Directors 18+ years to vote
• have them plan, organize events, then report how it went
• what is in it for them? High school students volunteer for hours and mentoring should be set up
• younger people usually get involved because of parents involvement but a lot of people still not involved and a way to engage might be to set up a pairing up program
• online presence needed to draw younger people in
• involvement through attendance rather than volunteering might be achieved by getting the teen generation to attend events specifically for them (issues come from that, e.g. sex, alcohol, drugs)
• teen dance could be offered with the entertainment being local talent
• amateur sheep showing for junior children -4-H exhibitors allow them to use their sheep
• volunteer family night –sign up sheets pairing up families (parents and children) to do certain jobs around fair
• Junior Board for younger people to make decisions (age 10-21)
• appreciation needed at a younger age –they need to feel appreciated so that they come back at an older age to volunteer and become involved
• create a Fair Club to learn skills like baking or jam making
• offer clubs to come and run gates

New Fair Board Member Orientation
• having a list of jobs
• volunteer co-ordinator
• list of all the committees leading up to the fair –planning process
• binders with written job descriptions
• list of committees that are involved during the fair
• timeline of what and when things have to be done

Agricultural Fair in Urban settings
Issues
• parking/ traffic flow
• Urban setting –impacts
• Property ownership- Municipal or Private
• Development of Partnership with Municipality shared use and restrictions
• Lack of room for expansion
• Engagement of community
• Development pressures- land value
• Diversity and sharing Agricultural experience
• School- work to rule impacts- busing
• Municipal by-laws prohibiting exotic animals
• Indoor vs outdoor events- weather conditions
• Positive
• Population to draw from- walking distance
• schools- educational aspect
• Community sponsorship
• Local support
• Services- water/ hydro
• Great education opportunity- learning experience

What is a Commercial/Professional Exhibitor?
• professional baker allowed to enter? (school teacher puts in 100 items in that fair)
• quilters selling their own work –professional
• registered business is a professional
• should you just wait for a complaint?
• can the judge pick up on any of the professionals
• rule: entries within a certain distance allowed
• professional photography –selling their work and exhibiting also; should stating for amateurs only
• apple orchards vs tree in backyard
• classes for professionals: flowers, quilts
• classes for children –it is doubtful that a child produced the final product
• in photography there is a note “no professional photography”
• honey and maple syrup producers –if professionals weren’t allowed there probably wouldn’t be a show
• more for the glory than the award money
• some crafters sell their products but not as a full time job –more of an amateur professional
• need to be mindful that exhibitor numbers could decline even more

Maintaining and Updating Your Website
• Ride All Day Pass promo prior to fair
• businesses sponsor Ride All Day Passes ($50)
• we do 6 weeks worth of ride passes prior
• volunteer seem to have more of a vested interest in running websites (under 30s)
• need to be updated constantly work alongside Facebook, twitter, instgram
• like website to your Facebook page so that it keeps website in forefront of people’s minds
• secretaries/volunteers update websites
• if you have a sponsor make sure you thank them
• train new people to update –very easy
• make sure you use Facebook
• try to get high school students to apprentice
• have a social media person
• ask local businesses to sponsor
• benefits of Facebook/website/twitter –most used Facebook
• differences: events are transmitted more by Facebook; use website for longer messages
• using a company is more reliable for spreading message
• timely update daily before any important “mail” is sent out
• post on social media then website
• post prize lists but also mail
• stress special events & people will look forward to checking on your website
• ask Secretary what the most “asked” questions he/she receives
• post directions to your fair or the website
• advertise & ask for vendors by using Facebook and website (post pictures from previous fair)
• challenge getting more Board members to help keep the updates
• have someone designed to photograph events to use on Facebook/website
• make sure special events, e.g. anniversaries are on site well in advance of the event
• outside companies need to be monitored to make sure your messages are posted in “acceptable” time frame
• some have midways that work the web free
• everything posted immediately especially special events should be posted on Facebook
• problem is updating so news is current

Year Round Homecraft Duties
• submit budget for board approval
• 3 meetings/year: 1. Prepare book, 2. Month prior to fair, 3. Post fair
• some meet year round
• prepare food for volunteer meals during the fair
• garage sales two times a year; sell table space
• sell 4-5” pies, not 9”

What is the Ag Society’s Responsibility to the Community?
• supply wholes entertainment for all ages (baby shows, card games)
• opportunities to learn about agriculture (bus kids to fair for activities)
• support community awareness programs, e.g. water festival
• draw community together to celebrate agriculture
• event that fosters a sense of family or homecoming
• involve yourselves with other organizations and clubs within the community
• invite other clubs and organizations for booths
• education
• another question might be “What is the Community’s Responsibility to the Ag Society?”
• everything is based on the rural community
• non-profit organization spends what it makes
• educate the community
• surprised at how many kids don’t know where their food comes from
• other clubs are important to get involved
• treat your volunteers well
• build a building for the community
• good relations with the politicians
• public relations is good
• groups involved (as many as possible)

Orientation for New Directors, Committee Chairs, and Volunteers
• have orientation night
• welcome mentioning them
• having a go to person to get assigned jobs and job description
• send out information to them
• have fun to engage them

How To Get Volunteers
• Incentives
• volunteer hours for high school students
• Online Connections
• Post in appropriate Facebook groups ( e.g. Lions club)
• Asking members of the community to participate in your fair
• Allow to participate in conversations offering suggestions and ideas
• Food tickets
• Kids are given passes if help out
• Give ride tickets to younger helpers
• Need younger person to go into high schools to encourage hours- go to schools at lunch hour.

Changing Up Your Prize Book? How?
• change design
• put pictures in from past year
• online
• get sponsor to help pay for book
• put in a nice ad. Use business card
• change font to one can read better
• put books in library and post office
• put books in schools
• put out preliminary book
• pay for ads a year ahead
• category to design cover for prize book
• Canning “One of Our Own” –put in a certain recipe and a category is made
• some auction off a certain category
• pick up books at convenience stores or online
• try 2 year books
• nail art –paint your nails and take picture then display the picture
• computer generated picture for all grades
• for photos go to dentist to sponsor for a smile an electric toothbrush
• adult colour page
• be aware of ethnic groups moving into area and add categories
• make sure there are men’s categories (put in recipes for them)
• just bring a piece of pie
• font size –think about aging demographics
• book printed in newspaper
• go through your mailing list to see who should be added or deleted
• centre fold in colour from appreciation night
• ask “Can we email your fair book?”
• box space –shade behind
• paper weight drop makes difference in mailing; saves on printing; book closes better
• deliver most books
• seminar suggestion: fair book critique
• Access information on other Websites
• Advertise on your Website
• colour vs. black and white
• Port Perry print gets ads & keeps the dollars raised
• Scugog Standard with ads and giving the colour prize book
• Online entries with Pay Pal- West Niagara
• Sell ads in the prize book to cover the cost of the book.

Great Ways to Market Your Fair
• Facebook page for fair; can see who is looking at your page
• contest: if you like and share the fair’s Facebook page, you are entered in a contest for free tickets
• local newspaper; pre fair advertising; after fair picture; results of competitions
• local radio and talk shows
• Facebook photo of a lamb: guess the weight of the lamb and win free passes to fair
• local cable TV –take examples of exhibits: homecraft, mini horses in the studio, or Belgians in the Cable TV parking lot
• know your market to direct your message
• problem with midway hurt fair; don’t focus on it but look at other aspects
• get online to pre sell tickets
• getting to mid twenties/thirties group –interested in old ways, preserving, canning knitting
• urban agricultural focus –where is your food grown?
• very popular –teaching sessions encourage entries at fair time
• social media has to be maintained at all times not just during fair time –key is to keep Positive once per week during year
• do posters work? It is just for very local business. Buttons? As long as you have them in advance.
• twitter, timbler, Facebook, pintrest –key to get young people involved and take ownership
• Tag and Brag –during fair team went around grounds and took pictures that were tagged on social media sites
• tray mats at restaurants –very good in smaller towns
• “TV” ads with restaurants, Service Ontario, etc.
• media connections –try to get local papers and TV/radio stations partnered with you.
• Some fairs have been able to get paper to print their prize book.
• seminar suggestion: Media Relations: Hoe to Get Connections & How to Talk to Them.......
• Facebook, social media, Instagram
• Electronic billboard
• 4 signs one each direction of town
• Website
• Posters- everywhere
• Colouring pictures distributed to schools – Students get in free
• Wendy’s MacDonald’s- tray liners
• Mascot
• School tours
• Free passes to schools
• Free event advertise on radio, TV
• Tourism Bureaus- with a rack card
• Dress up calves and kids Holstein show, beef show

What Do you Do Throughout The Year ?
• Fundraising- bingo, BBQ, 4H banquet, winter storage, Farmer’s Market, Dinner Theatre
• Ladies Night – dinner , silent auction, Yuk Yuk’s or musician- best dressed theme
• Santa Claus Parade
• horse track
• facilities rental- weddings, retirement parties, soccer fields
• jamboree, dinner – monthly
• Fiddle and step dance
• scholarship for school
• funds for Ambassador
• Home and Garden show
• pumpkin Festival
• Volunteer appreciation night
• Winter carnival- family fun, ice sculptures, wagon ride
• work with Community food bank
• chocolate bar bingo ( Acton fair)
• Arts & crafts festival
• vintage snowmobile ride
• Octoberfest
• Truck pull- show& shine
• Trivial contest – in May
• fashion show
• quilting- squares made to be judged at fair- quilt committee constructs for next year’s raffle
• Flea Market
• Car bingo
• Euchre and card games
• Men’s night- cater, speaker
• Comic book display
• Video dance
• Western weekend
• Car draw- sell tickets- elimination draw
• Whole community yard sale in barns
• Haunted house (labour intensive)
• Battle of the bands
• Bring on spring- go to schools plant beans

How To Keep Agriculture Alive In Small Fairs
• Get into schools- develop contact
• Use 4-H
• Displays
• Get old Farmers to sit and chat
• Students for volunteer hours and groom them into the programs

Making Big Changes To The Fairs’s Traditional Schedule Of Events
• Putting a budget in place
• What makes money vs. what doesn’t make money?
• No admission for children under 12
• Social media
• Involve youth groups
• Open Mic for inexpensive entertainment

How to Keep Agriculture Alive at Small Fairs
• declining livestock numbers at the fairs
• fair (Dryden) moved locations to add a demolition truck/tractor pull which draws the crowds
• incorporate Ag information into the local classrooms
• work as much as possible with local Ag Community
• 4-H can use facilities at no charge and have a “slaughter sale”
• different experiences around the table, some have great cattle numbers, not great heavy horse numbers
• have to diversify within livestock categories and increase prize money
• it is the extra entertainment –demo derby, etc. –that draws people in so they can explore the Ag component
• use petting zoos
• sheep shearing demonstration –touchy feely type of exhibit brings the kids in
• straw maze
• focus on bringing young families –teens aren’t as interested in the Ag component
• 4-H northfest (Lakefield) preach day –free to come in
• let them use buildings at no charge
• ag awareness (egg farmers/dairy) go to bigger fairs
• bigger fairs get more attention
• corporate sponsors want bigger fairs
• smaller fairs feel like they aren’t included in many events (even convention topics include large events)

Volunteer Appreciation: What Keeps Them Coming Back
• feed the volunteers
• show respect for what they do
• reward them for the volunteer work
• Director appreciation only
• activity driven
• social events
• social activities
• freeing up money to help them go to Convention
• reward
• respect
• support members at Convention
• volunteer appreciation night prior to the fair during the week (volunteers and sponsors) by invitation to previous volunteers
• At the fair meals (sandwiches etc. to snack on)
• Stratford has no admission
• all bar tips go to upkeep of fair
• Volunteer Appreciation Day- card games, kid’s games and caterer
• meal tickets worth $3.oo off meal
• Hospitality room-snacks etc. (4 meal tickets for 4 days)
• Food vouchers that must be used at the fair board food booth