1) HOW TO INCREASE EXHIBITORS’ KNOWLEDGE FOR SHOWING
- Hold an exhibitor education session / workshop for showing – include information regarding rules; step-by-step directions on how to exhibit; encourage directors to attend
- Include in prize book AND on website – "Tips for Showing" and a sample "completed" tag
- Marking system – include it in prize book and/or on posters in exhibit hall
- Use OAAS and OHA (Horticultural) Judging Standards Books and make them available to exhibitors
- Pre-release a mini-fair book – ensure that information for specific sections that need work ahead are available well in advance --- can be put on the web
- Include specific rules for classes – clear concise descriptions (i.e. use of mini loaves)
- Spell everything out in the prize book – i.e. detail all rules
- Mail out prize lists to exhibitors
- Post prize list on website – also have available in libraries, banks, feed stores, grocery stores, schools
- For juniors, work with school staff to get prize lists to children
- For summer fairs, get information into schools in the spring
- Advertise – market / invite "first time" exhibitors
- Mentor new exhibitors – ask experienced exhibitors if they would mentor one or a group of new exhibitors
- Put out a press release in local papers advising how/ where to get prize books
- Make new directors aware of policies and rules
- Have exhibitors' tags available at various locations
- Collect e-mail addresses to send out advice on how to exhibit
- Ask judges to write comments and instructions on entry tags ***this was voted most desirable point

2) ENTERTAINMENT IDEAS ON A SMALL BUDGET: ADDING VALUE BUT NOT EXPENSE
- "The cheapest entertainment is usually the best!"
- Trampolines (keep safety in mind)
- Hot air inflatables
- Spelling bee
- Toddler theme
- "Drop Zone" – dropping things for people to pick-up
- Farmers? Olympics – farm related chores and timed events
- Bicycle ramps / skate board ramps
- Teddy Bear contents – youngest / oldest showing a bear
- Magicians and clowns
- Batman / superman (superhero) costume dress-ups
- Trivia contest – entry fees used to pay prize money
- Wii / Karaoke / Guitar Hero competitions – tournament
- Lawn mower races
- White elephant tent – giant yard sale with donates goods from community
- Mutton busting – timed riding on sheep
- Cakewalk – musical chairs with winner receiving a cake
- Rooster calling
- Comedy night / Dinner theatre / Deal or No Deal
- Bubble bouncing for younger children
- Survey the community or town – what would you like for entertainment
- Sometimes local talent doesn't hold the crowd
- Fireworks donated
- Profit sharing
- Use themes
- Shriners for children's entertainment
- Air band competition using DJ from local radio station
- Idol contest / Rising star competition (with sponsored prizes)
- Fireman competition
- Tractor pull
- Pie auction
- Fashion show using children to model
- Baseball throw with police or other local EMS
- Loonie in the straw – make sure you have an age limit for participants
- Wading pool filled with shelled corn
- Round bale filed with 100 loonies donated by the bank (use popsicle sticks and redeem them for loonies)
- Square dancing / Cloggers
- Use high school bands and choirs
- Share big talent with another fair – split afternoon and evening shows
- Have a second stage with local entertainment
- Partner with different groups – event sponsorship
- Donut eat contest
- Chilli cook-off – people's choice
- Obstacle course with golf carts – driver is blindfolded and the passenger gives instructions on where to go/turn
- OPP roll over demonstration
- MADD – anti-drinking and driving programs
- Dog obedience club shows
- Wet clothesline contest (see who can hang up the most clothes first)
- Attend at the schools and give free seeds etc. – sunflower, zucchini
- Pedal tractor pull
- Penny auction for children
- Silent auction

3) SETTING GATE ADMISSIONS AND WEEKEND PASSES
- Arthur - Took donations in lieu of admission – some paid with coins, $5, $20
- Grand Valley – Adults, high school $6, 12 & under free
- Chesterville – Use wristbands – Friday (Grandstand) $8-$10 / Sat-Sun $5, under 5 free; Family pass includes midway - available on website
- Woodstock - $6 admission; free parking; 12 & under free; weekend pass $15; free passes – problem with entertainment
- Williamstown - $7 admission; $20 weekend (3 days); 12 & under free; passes – highland dancers, concessions/vendors; volunteers do not get passes; 30 directors – passes
- Orangeville - $5 Friday; daily $8; high school $5; elementary $2; pre-school free; $20 weekend pass; exhibitors free; livestock exhibitors free; vendors 2-day pass free; radio – gate to chair to okay
- Caledonia - $8; $2 school age; pre-school free; $15 family pass Sunday (2 adults/2 kids); Thurs $5 donation to wristband; Sun senior free; volunteers 1 pass per day – turned in at gate; exhibitors entry deducted off prize; parking $3 (limited)
- Erin (Thanksgiving) - $8 adult $3 kids; $25 weekend 4-day, $20 weekend 3-day; no parking on grounds
- Marmora – Sat, Sun $5; Mon $2; derby $5, all but driver & mechanic; horse show, driver & handler; limited parking; Sat, Mon car show – driver/requester inside entry fee; kids must be accompanied by parents
- Roseneath - $8 gate admission; $12 2-day pass ($8 can be upgraded by secretary for additional day) $8 membership (gets you in for 2 days); free parking
- Brampton - $9 adults; 4-day pass $20 (cards are punched); $7 students & seniors; 4-day pass $15; $2 kids 5-12; 4-day pass $10; membership $5 – no admission included
- Harrow - $7 admission; $15 4-day pass (use card for pass)
- Clinton - $4 Sat / Sun; $10 Fri for derby; Sat Family Day $6 for family (have to police)
- Arnprior – 2½ day fair – $8 admission, under 12 free; membership $5 (no entry included)
- Ilderton - $6 admission; $5 membership; free parking; high school and children down free (ID required); gates manned from early A.M.
- Picton - $7 admission; $6 seniors; 12 & under free; $20 weekend pass (covers vendors); parking on grounds; $7 membership (exhibitors privileges) - Everyone pays – including the president
- Brigden - $6 admission; elementary school children free; $15 weekend pass/ membership
- Use of wristbands
- Loonie / Twoonie day + $10 barn dance
- Concessions – 1 pass per footage
- Take pass away on entry so it can't be passed on to someone else

4) CREATING AND UPDATING YOUR PRIZE LIST
- Keep up with the times
- Keep rules simple
- Have committee aware of what's going on at schools
- Prize money update
- Keep up with the crafts
- Computerize your prize list – publish it on the web
- Keep up with breed changes
- Have sponsors dedicate a class
- Drop prize money – ribbons only
- After pies & cakes are judged, leave slice of pie/cake in show case – give reminder to be sold by bake table by the slice with a drink – money can go to help defray prize money
- Have one specific person as a sponsorship person to bring in prize money for your fair
- Educational demos for people to take part in – junior, intermediate, senior – list in prize book
- Selling ads – get a marketing person - place mats
- Publish a number of prize books in large print for older exhibitors
- Getting changes from committees on-time is a challenge
- Sometimes have to get permission from school board to put books out through schools
- Photo winner on prize book
- Make poster competition to be theme of next year's fair
- Change Prize Book / List to Fair Book
- Checking list of members from previous year and revising classes accordingly
- Survey sheets from exhibitors suggesting book changes
- Have a working meeting to revise classes – bring other fair prize books to review
- Update prize money regularly – use sponsors to help augment prize payouts
- Get rid of ads in prize lists – they cost too much to print and mail
- Sponsors are so important
- Judges for wine classes are difficult to find

5) DEALING WITH HEALTH ISSUES; RABIES, LIVESTOCK GUIDELINES, PET SHOWS AND PETTING ZOOS
- Rabies – issue in certain parts of Ontario – some municipal health units require rabies vaccines for all animals – must show vaccine certificates
- Main problems seem to be with pets – was felt that most farms showing would have their animals vaccinated – problems may also be where fairs have their own petting zoos
- On-call vets – some fairs have vets on call – some vets are fair board members
- Petting Zoos – ensure hand washing stations are available
- Some fairs hire someone to do petting zoo, some do their own
- Issues with people putting children in pens with animals
- Improve fencing and have fair members staff the area
- Pet shows – some do not allow dogs due to fighting
- Proof of insurance – at livestock shows – ensure it is on registration / entry form
- Health inspectors – enforcing regulations – sometimes different regulations in different municipalities (eg. Hot water hand washing stations versus cold water stations!)
- Do your due diligence – ensure facilities available are signed properly

6) SECURITY: FENCE JUMPERS, OPEN DRINKING, INAPPROPRIATE BEHAVIOUR
- Use security to police perimeters – ensure they are accessible, ie cut trees/brush down
- If someone is seen or caught – have them pay on the spot or escort them out
- Balance problem between lost admission and spending money on grounds
- Demo derby – drinking out of area – license area, provide adequate security; search and seizure for private property – may put up sign "may search", but don't do it
- Police cannot do bag checks
- Discussion of security guards and new law regarding licensing (August 2008) – must have at least 1 licensed supervisor
- Concern regarding people entering grounds drunk --- turn them away
- Ensure a limited timeline in beer garden – issues after events
- Excessive drinking on grounds
- Pre-event walk-through with security and police – important to meet with everyone before the event regarding security, health issues, and policing
- Liquor control inspectors are required to identify themselves
- Question of security for non-fair functions (i.e. stag & does) etc.
- Some fairs have strict dry policy and avoid issues of drinking
- But is it better to have an area
- Volunteers/ staff need to be properly identified, i.e. shirts, badges, ID
- Hire a licensed security company (ISM, Tag, Gforce)
- Issue of excessive OPP presence
- OPP officers and auxiliary saves money
- Ensure there is a "dead zone" between fencing and second caution area
- 2-way radios for sit
- Concern regarding municipal by-laws that limit events and require excessive security
- Efficient entry – multiple gates; check bags, attach wrist bands; limit in/out privileges
- Write-up in paper re beer bottles and fence jumping to get into grounds – liquor shut down at 6
- Vandalism on barns – paintball
- Dog dirt – nobody picks it up
- Security checks – not policed
- Use of permanent marker on hands
- Use of fence with barb-wire on top – insurance and police okay
- Fairs switch security-members - interchange with another local fair to help each other out with security, a weekend apart
- Fencing is a great deterrent – use of temporary fence (i.e. Fast Fence) if grounds not fenced adequately
- Having local groups on gates gives continuity of enforcement
- To decrease chances of swarming (kids use texting and cell phones to congregate) --- deterrents web cameras and increased lighting
- No re-entry after 7 pm – posted… can pay again to come back in, but no in/out privileges
- Ensure your security company and police are event-savvy – they know what they're dealing with

7) FOOD SAFETY AT YOUR FAIR (FOOD BOOTHS)
- To reduce bees and wasps – brown paper bags filed with air were hung by concessions
- To reduce flies – fly strips hung away from food
- Health boards check for – cutting boards, gloves, thermometers – ovens, fridges & freezers
- Check food service certifications – proper handling
- Food handling course can be done on-line – 15 modules, written test at the health unit
- Important to have good relationship and work with local municipal health unit
- Fire department check on propane licence
- Check extension and electrical hook-ups
- Safe food temperatures – fridge under 4C, chicken (cooked 78C), beef (cooked 74C)
- Danger zone – 4C to 60C
- Store raw food separate from cooked
- At the end of the day – all creamers, butter, relishes should be thrown out --- Do not put food back in large containers – better to be safe than sorry
- Pies – no cream pies – need to know where the pies came from
- Pie judging – retainer pies – check with health unit for rules regarding selling – donating
- Pie auction – is this allowed
- Pies on pie racks must be covered – cardboard cannot be used
- How do you best handle facilities to make sure the kitchen is clean, i.e. when you are renting the fair grounds

8) NEW MARKETING TOOLS: WEBSITES, TEXT MESSAGING, FACEBOOK
- What to put on website: admission map, schedule hours, prize book
- Keep navigation simple – too many pages are too difficult to go through
- Keep track of statistics – how many "hits" on the site
- Using PDF?s on website – can be google searched
- Websites need to kept up-to-date … ALL information needs to be checked
- Create more mailboxes
- Set up PayPal
- Ensure site is linked to county or town and other related organizations (i.e. OAAS, homecraft clubs, 4-H, livestock organizations)
- Advertise sponsors – provide web link to sponsors
- Should have more than one person familiar with updating website
- FaceBook / Twitter – great to invite people and provide info
- Good way to have people to fair
- User friendly
- Form of free advertising
- Blog on website
- Check privacy regulations
- Texting – not relevant for fairs – use for personal use
- Use the medium that the generation you are trying to reach is using

9) KEEPING YOUR BOARD MEETINGS INTERESTING
- Keep them short or a reasonable time length – who is responsible for time keeping
- Meetings should last no more than 1½ to 2 hours
- Social time should be after meeting – no redundant discussions
- What about meetings of the cliques? Should come – needs to be dealt with individually
- Everyone should have an opportunity to have a say
- Have committees discuss specific issues and bring back to general meeting
- Have committees submit written reports prior to meeting if possible
- Keep meeting on track or on agenda i.e. focused – the chairman should have control
- Beating something to death – chairman should call the meeting to order and note
- Keep meeting on topic – no side meetings
- Executive should set agenda before meeting and distribute to all members
- Let secretary know you want item on the agenda
- Distribute minutes of last meeting well before meeting and include "to do" list at the end of the minutes
- If someone is late – should you review things that have already been discussed
- How many meetings should you have per year – some have general meetings every month
- Create committees to table hard to get done topics and bring the information back to the main board
- Try setting agendas and minutes to each topic (Major agenda: must get done / Minor agenda: if there is time)
- Must have tools at each meeting – Constitution & By-laws for new directors – have them sign something so they can't say they didn't know about them
- Motions that cause a lot of discussion needs to be table until end of meeting and if there is time to bring it back; otherwise put on agenda for next meeting
- Some meetings can be used as "brain storming" sessions instead of focused agenda
- Bring in relevant speakers - schedule time for them to speak, leaving enough time to cover meeting topics
- Go round the table at end of meeting for last comments and concerns
- Have executive meeting prior to board meeting

10) VANDALISM: HOW TO PREVENT IT AND HOW TO DEAL WITH IT WHEN IT HAPPENS
- Increase lighting
- Install security system, i.e. cameras – security alarms on buildings
- Have citizens or members on patrol when grounds not being used – "neighbourhood watch"- If you have continuing trouble, call police and let them know so they can be more vigilant as well
- Don't give people a place to "gather"- There is a new product by 3-M to spray on building – they someone spray paints, it can be cleaned off more easily
- Remove graffiti as soon after as it happens

11) ENCOURAGING SCHOOLS TO EXHIBIT AT YOUR FAIR
- Banners – have each school design their own using plastic table cloths / paper
- Have fair ambassador visit schools – talk about his/her experiences and the ag society
- Decorated burlap bags
- Took suggestion cards into schools in spring to ask what they would like to see at the fair
- Education director goes to schools and gets them to make poster
- Be sure to include curriculum-related categories
- Be persistent – bug, bug, bug
- For fairs in summer or September, have schools do work and hand in in June
- Don't forget the home schoolers
- Pumpkin seeds donated and given to schools – categories in fair book geared to showing the pumpkins that are grown
- Each week a section of the fair book is published in the local paper
- Teenagers – ensure you have categories for 10 to 12 and for boys and girls… keep changing classes
- Keep categories interesting (pet rocks, party hats, farm activities, pictures, duct tape, lego, milk posters, marshmallow castles, design CD cover, G8 summit, Olympics)
- Events at fair – corn pool (be careful of allergies) / loonies in the hay
- Have school displays instead of competitions
- Have sections for both displays and competitions
- Have cover design competition
- Contact high school art teachers
- Colouring contest – set out; different age categories; enter into draw for prizes or fair passes
- Competition on YouTube to promote fair
- Presentation to parent council
- Donation money to schools or individual classes for entering ($50 - $100) for library etc.
- Ask teachers to attend event before fair to get them excited or interested
- Invite schools to participate in parade
- Have a dinner meeting with representatives / teachers from every school (parents, council, teachers)
- Advertise at local library to reach home schooled children
- Don't forget daycares
- Provide bus to bring kids in – Ag awareness days / Ag Education tent
- Project pizza – all farms that grow items that go on pizza – at the end of day, the kids get a slice of pizza
- School trophy – competition where points accumulate and trophy awarded to school with highest points
- Individual trophies – "School Champ"

12) AG AWARENESS – WHO IS YOUR TARGET AND WHAT DO THEY NEED
[ I had NO summary sheets for this topic !!! where did they disappear to ???]

13) RECRUITING AND KEEPING YOUNG VOLUNTEERS AND DIRECTORS
- Most volunteers come from family involvement
- Recruit from schools – 40 hour requirement for high school graduation; contact high school guidance office
- Put notices in papers, signs, advertising
- Assign to a junior director
- Assign new volunteers to program or section that they like or are interested in
- Keep them busy or involved throughout the year – e-mail chain
- Helping out in catering etc. – taking care of games – helping with parade – children's activity centre (10 kids per shift to run)
- Encouragement – listening to their ideas
- Offer volunteers food, tickets, rides or entrance passes as a "thank you" – postcard to win something; bring it back as incentive
- Host an appreciation night for volunteers and exhibitors
- Have a membership committee – include youth directors to help
- Have a list of committees needing help
- Maintain a list of volunteers to keep contact and bring back – have an "application" asking for their section choices, interests, time available
- Host a volunteer orientation pre-fair
- Keep ambassador coming with title "liaison director" to tie the youth with the senior directors
- Boomer group – give details of what?s needed; give job descriptions
- Paisley taking on new look – younger blood needed; has a bunch of 11 year olds want to form committee
- Embro – very young executive; baby show is their biggest event; brings in young families and school participation
- Dynamic of having younger executive – keep to meeting time limits; different problem solving techniques; has to do with different post-secondary backgrounds
- Some fairs have younger people around to help do the work, but don't necessarily want to be on the board
- Issue with post-secondary kids not around – gone off to school – how to get them back
- Issues with 30 year olds – young families, careers; commitment is a problem, demands of everyday life
- Most younger members involved have come through 4-H
- Have to keep up with modern times
- Create role descriptions
- Young people have connections for sponsorship
- Takes about 2 years to make change in roles, make sure people are aware of what's expected of them
- Seek out assistance or volunteers through guides /scout groups, teachers, guidance departments
- Need to fully develop your idea – who / what – don't involve directors
- Tell stories of the fair – support from older members – encourage them to ask for advice
- Volunteer award for most outstanding young volunteer

14) RECOGNITION AND REWARDS FOR VOLUNTEERS
- One day after the fair, pot luck
- Family skating party / Christmas dinner / Pig roast / catered dinner
- Appreciation day for members and kids
- Keep track of years of service and have recognition night; recognition awards given out at the opening of the fair
- Service pins from government for 5, 10 years etc.; OAAS service awards
- Student volunteers – require a minimum amount of hours to receive meal ticket
- Director of the year award
- Community awards – for family – for individual – for couple – most exhibit points and volunteerism
- Certificate of appreciation signed by president or committee chair – economical way of recognizing volunteers
- Present youth volunteer award at the school: i.e. in front of peers – may inspire more to help
- Recognizing the higher level members may give incentive to others coming up
- Pay volunteer's initial membership
- Weekend or day passes, ride passes for midway
- Provide lunch during event / hospitality suite for members and volunteers
- Post pictures of the board or a sign with a list of all the members & volunteers
- Permanent plaque listing recognition awards (ie 5 year, 10 year etc)
- Identify volunteers during event – i.e. ribbons, shirts (could be donated or sponsored)
- Saying thank you to all volunteers personally and asking for their in-put / ideas
- Post-event e-mail to everyone – can't say thank you enough! – thank you cards
- Give guidance and instruction
- Have a volunteer coordinator to oversee volunteers
- Be aware of how volunteers are treated and not pulled in 500 different ways
- Watch for the volunteer who is always in the background working – sometimes just by asking, they will take a position on the board
- Having open meetings to the general membership – gets more people out and new directors coming up – business plus social – have small snacks at the end of the meeting

15) ADAPTING YOUR FAIR TO BE MULTICULTURAL
- Baking and culinary classes to include ethnic categories
- Go to their meeting places
- Send letters, fair books to churches and through schools
- Put notices up in specialty grocery stores
- Ask community members to sit on board
- Demonstrations, dancing
- Farming around the world exhibit as part of agricultural awareness / education
- Promote fair at other ethnic events – take part in their festivals
- Makes groups feel more comfortable at your event – more inclusive
- Discounted passes
- Multicultural tent / event
- Realize that all ethnic backgrounds eat and therefore are using agriculture
- Contact ethnic schools early and arrange for school day – give kids pass so they bring parents

16) KIDZ ZONE – EDUCATING AND ENTERTAINING AT THE SAME TIME
- Bicycle parade / races / pedal tractors
- Pet show
- Games of chance – grades 7/8 run games (paid)
- Spelling bee
- Maple the Cow (3 available in Ontario) – milk demonstrations
- Flower arranging – set up table for children to make arrangements
2009 OAAS Convention Round Table Summaries Page 13
- Cake or cupcake decorating
- Partner with Rona or Home Depot to do kids activities / interactive
- Scouts / Guides – crafts
- Colouring contests – Kindergarten to grade 5 – kids must be present to win
- Scarecrow contest as a youth class – then use the entries to decorate youth display area
- Have a designated Kids area – ensure it is child proof – have controlled access - supervised
- Hay maze / straw fort / corn bin
- Potato stamping
- Mini putt
- Family theatre
- Frog jumping
- Bee keeping demonstrations
- Pig mobile (Pork Producers) / Chicken mobile (Egg Marketing Board)
- Educational – hand out posters – use government agencies – OAFE !
- Magic shows – training session – learn to do magic tricks
- Balloon man – teach children how to do
- For parents – child identity registration program – safe kids information
- Use youth to decorate the area
- Place foot prints on the floor to guide kids to the kids area
- Scavenger hunt using passports
- Grab bags / participation gifts
- School programs
- Jr. Ambassador – Mini Prince / Princess
- Have kids area sponsored

17) HOMECRAFT – HOW TO HAVE A SUCCESSFUL JUDGING DAY IN THE HALL – WHAT INFORMATION SHOULD YOUR JUDGES BE GIVEN
- be on time
- be prepared – bring own equipment
- dress appropriately (lab coat)
- judging school book and fair book
- send books to judges ahead of time
- use judging contracts – sets out expectations of fair and remuneration as well as information regarding dates and times etc.
- ahead of event (i.e. day or week before), confirm that judge is coming
- greet your judges and ask if they need anything before judging begins – offer refreshments
- ask for judges' feedback [re book] – helps trim your fair book
- comments should be written on tags by judge only
- committee should know their section (area) too – same as judge
- ensure sections / areas are ready to be judged
- ask judge to do a 2nd class if you need help or if a lot of entries in a class

18) HOMECRAFT – NEW IDEAS FOR DEMONSTRATIONS AT YOUR FAIR
- spinners & weavers
- rope - children participate making twisted rope (from plastic baler twine)
- baking demonstrations - cake decorating / pastry making
- flower arranging
- timed celebrity contests – cake decorating / shaking / auction off cake items
- button-sewing contest – on education day or as demonstration
- old-time classroom / school talks – very popular
- important to have good signage and/or menu of events – good visibility important
- teddy-bear making
- antique roadshow
- scrapbooking
- bath salts
- demo ideas found on internet
- marketing boards
- competition making sundaes
- sheep shearing : shearing to spinning
- blacksmith (Parks Canada)
- caning chairs
- carving
- pottery
- homemade jewellery
- knitting / tatting / embroidery – hands-on
- horticultural
- have cut out wooden shapes for children to paint and take home for a nominal cost
- Home Depot / Rona – come in with small wood projects
- jello-dip – large bucket with jello – hide 20 keys in jello – kids dig their hands in and bring out a key and try in prize box – only one key will open box
- dream catchers
- towel / napkin folding
- first response – bring fire truck, take blood pressure, let kids climb on truck
- what to do with your gardens in the fall
- have judges on hand to answer questions
- mini-quilt – people could do some quilting on it
- agri-museum – do butter making / ice cream

19) HOMECRAFT – FUND RAISING IDEAS; WHAT WORKS, WHAT DOESN’T
- Auction pies at fair "Country Pie Auction" (Thorndale) - Could pay up to $400 per pie!
- Also auction other desserts, i.e. cakes
- Quilt auction or draw: could be a quilt block challenge – idea – give 3 tickets as a “thank you” to each person who make a block
- Cookbooks - $10 each – profit approximately $5 per book
- Fashion Show - raised $5000 – Brampton: used fairgrounds building so almost no expense; $20 per ticket – serve cheese & crackers on table; bar – buy wine, pop, water; Runway – from rental and sponsor; Decorations – landscape sponsor
- Garden Tour - 10 gardens $10 per person; Thank you wine & hors d'ouevres for volunteers and garden owners
- Garage Sale - $15 per table or 8 foot space could be "Mom to Mom" sale, maybe at back to school time; sell coffee, snacks
- Craft Sale – Christmastime: rent space $25-$75 charge; kitchen – sell lunch, snacks, raffle
- Luncheon – euchre after
- Dinners – Catering e.g. Thorndale “Men's Night” - $20 per ticket – entertainment from Yuk Yuks; "Ladies Night" – murder mystery, yuk yuks – men cater! - $30 per person – includes 2 drink tickets
- Basket draw – have volunteers donate items and then auction off
- Teddy bears donated and raffled off
- Sponsors for specific classes
- Dance to raise money for ambassador
- Invite marketing boards to do demonstrations

Ontario Association of Agricultural Societies

Proud Heritage-Promising Future

February 2010

Round Table Results

Topic 1: Combining Ag Education with Junior Exhibits

• Use cd's, DVD's and posters from OMAFRA
• Use Maple the Cow
• Stage Farmers' Olympics
• Promote fair in the area schools
• Ambassador to visit schools
• Copy Junior Division section and send it home with the June report cards
• Use school curriculum to revamp junior section
• Use bicycles for prizes
• Have Junior Farmers do demonstrations
• Use celebrity judges
• Ask juniors for suggestions
• Include junior categories for students with special needs
• Have schools design prize list cover / thank you cards
• Have classes for the entire family-build a scarecrow
• Have a community garden on the fair grounds

Topic 2: Using Displays to Promote Livestock, Roots and Vegetables

• Each building named on a map given to patrons at the gate
• Permanent directional posts
• Give each child $15 to enter calves which will promote entries
• Question and answer sessions in the barn setting
• Have a sheet telling how the show is judged
• Increase prize money to encourage entries
• Farm safety displays
• Display different seeds
• Zucchini races
• Junior gardens on site
• Make animals out of thistles
• Make life size board paintings of vegetables with holes cut in them for people to put their head through for photos
• Have judging schools for livestock
• Make colourful displays

 
Topic 3: How to keep Fairs informed about the OAAS

• Fair Secretary MUST distribute and inform members of all correspondence
• Most information on the website is password protected and some boards do not share the password with their members
• Make website user friendly
• District Directors need to be able to be contacted by telephone and email
• Boards need to invite OAAS directors to their Annual Meetings
• Fairs need to send people to the District meetings
• Send an email to all fairs when the Gazette is posted to the site
• Send out Ambassador information earlier
• Promote job descriptions for District Directors

Topic 4: What can OAAS do to promote your fair

• Regular informative letters to the fairs from the District Directors
• Promote the Ambassador program
• Set up a question and answer section on the website
• Promote the fairs in the farm related papers
• Promote the home craft division
• More visibility of District Directors
• More promotion from OAAS about the organization
• Prepare list of frequently asked questions
• Would like to see District Directors involved at the fairs
• Provide more brochures and prize books
  

Topic 5: Educate and Encouraging Hand Washing

• Demonstrations using germ simulations and black light for children
• Show DVD's on proper hand washing
• Hand out samples of sanitizers
• Set up stations near food venders, gates and barns
• Signage
• Target your audience-promote washing with funny songs for children
• Promote in your fair advertising
• Get sponsorships for washing stations
  

Topic 6: How to Revamp the Convention

• Rotate seminar topics
• Use more controversial topics
• Allow for daily registrations
• Allow for more networking time
• Send AGM resolutions out to fairs so grass roots can participate
• Record seminars and theme speakers for DVD use
• Do we need the craft room?
• Allow time on Thursday for Districts to meet
• Have a regional meeting with several Districts
• Put photography section on-line
• Have a dress code for the Directors- this is a business
• Don't use balloons to decorate-people have latex allergies
• Take fair attendance at AGM
• If the fee goes up, more services should be provided
• Start later on Saturday morning
• Keep all of the information in the program together by the day-do have different subject sections
• Have sign in lobby direction delegates to the Convention Floor
• Put directional signage at the elevators on the MM floor directing people to the rooms. This floor is confusing.
• Presidents' reception was 200% better this year
• Too much being held on Friday-not enough time if AGM speaker is to talk so long again
• Use Canadian theme speakers!
• Use bigger rooms for "hot topic" presentations on Friday
  

Topic 6: How to Revamp the Convention-continued

• Ambassador program was better on Thursday as they had a chance to mingle. Fantastic!
• Bring back a continental breakfast
• Ensure home craft is not lost at the convention
• Some of the round table topics would be good seminar topics next year
• Post room numbers at registration desk for hospitality rooms
• Should notify delegates in advance of any potential problems-parking was not good because of the movie shoot
• AGM speaker was too long-many people left before the Secretary's award
• Move Secretary's award to the beginning of the AGM so people will be there so see it.
• Do we really need a speaker at the AGM
• Need tables back on Thursday night
• Offer more at the Showcase than just singing
• Pod casting sessions should be explored
• Younger presidents at the fair level do not understand the important link to OAAS
• Craft room needs to be open longer
• Not enough time to see and do everything
• Realign the budget to reduce delegate costs
• Guest pass for family of award winning Secretary
• Offer a youth program-not just an Ambassador
• Security issue-who was filming the Ambassadors on Friday night
• Need a single day registration fee
• Offer food at the reception
• Keep content relevant and appropriate for all people
• Ambassador ice breaker too long / same thing every year / no changes since 2001
• Improve Ambassador seminars-current issues should be covered instead of telling them how to walk / sit
• Allow Ambassadors to provide feedback. If they did, the program would change
• Seek out more sponsorship –ask other provincial conventions how they do it?
• Sound systems were better this year
  

Topic 7: How to Respond to Animal Rights Groups

• Educate public- don't force opinions on visitors
• Make sure visitors see that animals are cared for properly
• Education is the key to proper attitude
• Use OFAC to educate boards / directors on how to handle rights groups
• Prepare an emergency kit for animal displacement
• Don't confront activities
• Have them removed if they create a scene
• Spray paint over their graffiti
• Meet with activists to explain show rules
• Research activist groups ahead of time
• Watch for paid protestors
• Educate volunteers / staff
• Have one person designated to speak to media
• More urban problems than rural
• Document all activities, take pictures for defense support
• Prepare notice of trespass letters
• Video record the protest
• Ensure local vet and animal owners are on-site
• Exercise "Do Diligence"
• Have two way radios available
• Include protests in the fair emergency plan
  

Topic 8: Demonstrations that Add Interest to the Fair

• Sheep shearing
• Baking pies
• Sewing machines for home craft displays
• Pampered Chef
• Local history talks
• Pottery
• Milking a cow / goat
• Honey bee frames
• Maple syrup judging
• Knitting, sewing and quilting
• Wood carving / wood burning
• Master gardener
• 4-H Achievement days
• Invite schools to the fair before it opens to the public
• Blacksmithing
• Calligraphy
• Cosmetics
• Spelling bee
• Highland dancing
• Pioneer antique show
• Horticultural-how to grow flowers / how to display flowers
• Judging school for entrants-allow them to taste the winners
• Making ice cream
• Soft food demonstration / making apple cider
• Shoeing and harnessing horses
• Auto extrication displays by fire departments
• Egg display
• RCMP Musical Ride
• OPP Golden Helmets
• Model railroad
• Ontario Power Generation
• Hand made jewelry
• Loom weaving
• Rug hookers
• 100 mile diet
• Children's colouring contest
• Blindfolded musical chairs
• Scrap booking
• Potato digging-6 varieties-match to pictures
• Guitar hero
• Air bands
• Skateboard tricks
• Scavenger hunts
• Farmer's Market

Topic 9: Junior Directors-Responsibilities and Recognition

• Use them where they are interested
• Need to be encouraged and mentored, not baby sat
• Have junior achievement day
• Give them ribbons to acknowledge support
• Have 4-H club dedicated to the fair
• Under 18 years of age
• Nothing financial
• Count time for community service
• List names in prize list
• Physical labour support
• Office help
• Monitor home craft halls
• Pizza party recognition
• Awards dinner recognition
• Give them midway tickets

Topic 10: Concerns of small fairs (smaller than $2000 gates)

• Share resources between neighbouring fairs
• Lack of midway support
• Problems drawing urban support
• Lack of support from government
• Use animal shows and local acts instead of midways
• Remind local people about the fair
• How to get exhibitors, visitors and volunteers
• Use inflatables instead of midways
• Have bed races and bike races
• Have a volleyball tournament
• Sponsor a chess contest
• Oreo cookie stacking contest
• Have a blind folded husband driving a lawn mower and his wife directing him

Topic 11: What to Do when Hiring Children's Entertainment

• Get references
• Do they have a criminal check?

Topic 12: Fair Websites-what does and does not work

• OAAS should create a 'step by step' guide sheet
• Don't make the prize list too long for PDF form
• Use links to municipality and Parks Canada
• Do not use a lot of graphics
• Get sponsors for website
• Have high school students build it
• People still use dial up so don't make it too long
• Sites must be kept current
• Keep information in sections
• Promote the web address
• Vendor applications, entry forms and surveys could be printed off earlier
• Incorporate a face book link
• Post prize list earlier (3-4 months)

Topic 13: What Makes A Successful Fair

• Organization
• Good leadership
• Clear lines of communication
• Follow through on all issues
• Openness between Ag and Home craft groups
• Motivational speaker to address the Board if the older directors are reluctant to allow younger directors to say anything
• One person speaks at a time
• Use 'Roberts Rules of Order'
• Lots of Volunteers
• Continuity
• New attractions
• Restrict length for term of office
• Print an agenda
• Limit time on meetings
• Everyone has an equal voice
• Don't let Secretary control issues
• Listen, listen, and listen some more
• Be respectful
• Don't be afraid of change
• Give new ideas time to grow
• Meet regularly
• Create a director's handbook
• Directors must be willing to become Executives
• Celebrate and thank volunteers
• Ensure that Directors who do not attend meetings do not stay on as Directors
• Advertise for new members

Topic 14: How to Embrace & Benefit from Ethnic Diversity

• Approach schools of ethnic diversity for artwork
• Schools of Dance
• Ask for parade participants
• Add classes for native displays, jewelry, crafts and baking
• Have ethnic food booths and venders
• Use ethnic entertainers-Northern Lights Steel band from Sundridge
• Google different ethnic ideas

Topic 15: What is 'fair' remuneration?

• Some have honorariums, contracts and stipends
• No set formula
• Many are under valued
• Depends on what the Board can afford
• Each position needs a job description which must be reviewed annually
• Ensure staff keeps up with technology
• Letters of employment should be used
• Mileage should be paid
• Some pay Home craft Judges $10 per hour or $50 per class plus mileage
• Some pay livestock judges $250 per show plus mileage
• Secretary and Treasurer must be bonded

Topic 16: Free fun, Novelty Events and Special Attractions

• Demonstrations by local businesses
• Children's corn sandbox
• Bubble gum blowing
• Cake decorating
• Water melon seed spitting contest
• Haunted house
• Wheel barrow races
• Paint an old junk car
• Frog jumping contests
• Shoe scramble
• Best dressed sheep
• Pet show
• Farmers' Olympics
• Frozen t-shirts: put on a froze rolled up t-shirt
• Talent shows
• Cookie stacking
• Spaghetti eating contest
• Greased pig contest where the participant's hands are greased and not the pig
• Log sawing
• Apple pealing
• Building model airplanes
• Fireman's games
• Church services
• Wii
• Story time-reading children's stories
• Face painting
• Teddy bear picnic
• Fashion show
• Mazes and Needle in the haystack
• Mini tractor pedal pull
• Throwing hay bales
• Treasure hunt
• Pie in the face
• Egg drop-it is election year!
• Wagon rides
• Lawn bowling
• Nail driving
• Beard growing
• Scare crow building
• "Mom" calling contest
• Mutton busting contest

Topic 17: How to Start an Antique Tractor Pull

• Go to local clubs to see what kind of prizes are given out
• Make sure prizes are useful to farmers
• Go to other shows and pass out pamphlets
• Promote as any other fair event
• It will take 3-5 years to take off
• Check for insurance coverage
• Approach farm dealerships for sponsorships
• Have a tent available for tractor display area as well
• Have a modified show as well
• Go to other fairs to see what they do

Topic 18: How to Make Your Fair Environmentally Friendly

• Bio-degradable plates and cutlery
• Monitor waste
• Recycle
• Put pictures on the recycle / garbage cans-not words
• Recycle paper
• Plant trees on the grounds
• Hand out sapling trees to people at the gate as they leave the fair
• Install solar panels
• Have contest called litter bug: put your name on the garbage and have draws from the garbage can
• Use recycled paper for prize book
• Green crafts challenge for kids
• Use green composting units
• Set up sorting stations
• Use souvenir cups instead of Styrofoam
• Use water bottles that can be refilled
• Use blue boxes from the municipality
• Discourage extra wrapping on food products

Topic 19: Where Do We Find Funding?

• Fund raising events-dances, bingos, dinners, bake sales, raffles, derbies
• Fund raising events-Ladies Night, Dinner Theatre, truck & ATV pull, teen video dance, lawn mower races
• Trillium Grants
• Celebrate Ontario tourism grants
• Canadian heritage Grants for Cultural Events
• Grounds rental
• Partnerships
• Hydro plans
• Check Government websites
• Festivals Ontario
• Casino sponsorships
• A lot of paperwork needed to get grants

Topic 20: Updating Prize lists

• Collect prize books from other fairs to seek out new ideas
• Give advanced lists to other fairs
• Update prize list on-line
• Keep prize money compatible with other fairs
• Use points per section instead of 1st, 2nd and 3rd
• Kids get a prize instead of money
• Need to stay current
• Update and distribute list early
• Committee must update the list-not just the Secretary
• Pick theme two years ahead of time
• Split classes to allow for more categories

Release: The comments expressed below are not the opinion of the Ontario Association of Agricultural Societies but rather are comments expressed by delegates during the round table sessions held at the Convention.

Topic 1: Parking and Security

• Use free on-grounds parking as a drawing card for your fair
• Determine what space can be used for parking in your community ahead of time and promote those areas. Determine how you are going to move people to and from the fair grounds.
• Understand the liabilities of using non-owned properties and fair owned properties for fair parking
• Police costs continue to rise; use private companies where possible
• Ensure you have adequate security when operating a beer tent

Topic 2: Redesigning the Prize Book

• Some Societies contract out the design as a business project where both the company completing the work and the society benefit financially
• Print a prize book which can be used for multiple years to reduce printing costs; a special flyer features special classes related to the annual theme
• Competitions are held to design the cover page
• Use prize winning photos from photography classes on the cover
• Many societies are posting the prize list to the website instead of using paper
• Committees should complete reservations; this should not be the job of the Secretary
• Entry form is the centrefold which can be removed
• Use Office Publisher instead of Office Word; improved applications
• Remember to use a font size which can be easily read
• Include photos from previous years instead of clip art
• Make a separate book for junior entries
• Promote theme throughout the book

Topic 3: How to Make the Public More Aware of the OAAS

• Perhaps we should be asking ourselves if we should be making our membership more aware of the OAAS as they represent us to the public
• Important that public/exhibitors know that the OAAS prepares judging standards and trains judges
• Include OAAS logo on printed materials prepared by Fairs
• Invite District Directors/ OAAS Executive to Fair openings, annual meetings and other special events
• Perhaps the OAAS could prepare pamphlets about itself with space for Fairs to add their own promotional information
• Fairs should ensure that current promotional material from OAAS is displayed where public can see it and get it
• OAAS Directors should make their presence known (in a positive way) when visiting fairs and attending special events.
• Include info about the OAAS activities in press reports issued by fair
• Include link to OAAS website on Fair website
• Does the Public need to be aware? If Yes then why?
• Knowing that the OAAS prepares judging standards and oversees the training of judges gives reassurance to the public and to exhibitors that high standards are being maintained
• If yes, then how can this be accomplished?
• Perhaps materials could be made available outlining the work of the OAAS

Topic 4: Mentoring New Volunteers

• Encourage members; not criticize
• Don't be afraid to ask for help
• Never assume knowledge; match their skills and likes
• Ensure students completing their community service hours are enjoying themselves
• Post jobs
• Create a master list of volunteers and jobs
• Ensure tasks for youth are specific and have a purpose
• Include new volunteers in the planning stages of the event; not just as workers
• Take volunteers to neighbouring fairs to see how other fairs operate and to gather new ideas
• Encourage 4-H programs and Ambassador programs
• Consider having co-chairpersons; job shadow
• Sponsor a volunteer night at which the roles are explained to new volunteers
• Ensure that the volunteers are thanked for their efforts
• Honorariums could be given to community groups like scouts, soccer teams, etc.
• Have a volunteer appreciation luncheon

Topic 5: How to Encourage Urban Visitors to Exhibit at the Fair

• Distribute prize books at the Welcome Wagon
• Hand books out at sidewalk sales
• Advertise for free in the "Coming Events" section of the newspapers
• Take colouring contests into the schools
• Host a New Exhibitor's Information Day
• Distribute prize books at Feed Stores and Craft Stores
• Sponsor food/health related classes promoting foods using diabetic ,celiac and lactose free diets
• Work with community interests such as ceramics, quilting, scrapbooking, pottery and wine producing
• Offer good prize money and advertise in urban papers
• Offer admission discounts to target groups (military families)
• Promote the prize book to urban users
• Encourage community college students to exhibit
• Take the suggestions people give you to change your program!
• Pass out a survey at the fair to find out who attends and who exhibits. If they don't find out why not!
• Invite quilters guides to participate
• Have a School Spirit Award: $250 for the school with the most participation
• Build connections with the local high schools; have students work on the grounds
• Have parents of youth directors act as liaisons to the school

Topic 6: Farmer's Markets at Your Fair

• Need to find grants to start the markets
• Partnerships are needed between the Fairs and the Market Association
• Make connections with Tourism Office and OMAFRA
• Vendors should be part of the planning
• Make sure vendors have insurance
• Use local produce whenever possible; 100 mile market
• Speak with your local "Farm Gate" Producers
• Great new experience for the fair goer
• Fair admission should include market admission
• Don't schedule market for the entire day
• Friday Schedule: 1p.m.-7p.m. / Saturday 8a.m.-1p.m.
• Market vendors want to arrive early and leave at noon
• Advertise well to encourage people to come
• Need to work with vendors; ensure that they make a commitment
• Provide a map showing the locations of the vendors
• Have demos
• Contact Health Unit to determine what extra requirements may be needed
• Commercial inspections may be needed
• Use coupons / draws to bring people back
• Need to have a market manager; point person
• People want more than just produce
• Fees vary from $20 per spot to $200 per season depending on length of season
• Have green bins available
• Sell individual pieces of fruit (50 cent apples)
• Vendors must give out samples; people looking for healthy snacks
• Decorate the area like a Country General Store/aprons/wooden barrels
• Could have pie auction or chili cook off at the market
• Contact Norfolk County Fair for suggestions

Topic 7: How to Remove Seasoned Directors / Judges with Dignity

• Who is young and who is old?
• Younger people do not want to deal with older directors
• Judges have not kept up with their training and don't want to leave
• Older directors make the fair their life
• Give older directors a special project to work on so that they will not feel left out
• Perhaps next year, this session could be entitled  "How to Gracefully Decommission Problem Directors and/or Judges"
• No new bodies so no new ideas are presented resulting in no change of thought and inhibits the fair from expanding and growing
• Length of term of office should not be forever; have a 3 year term
• Use a nominating committee to select members
• Attach a new member to an experienced director and ask them to train the new person
• Develop a criteria for directors to follow
• Don't invite problem judges back to your fair; inform your District
• Judge's criteria is too stringent; too long of a time commitment to learn how to judge
• There is no incentive for young people to become a judge
• Have more judging schools; drop the two year shadow judging
• Society is changing faster than fairs can react to this new mantra. With the help of agencies and government, fairs will change but it will take time, new members and new ideas.

Topic 8: How Do You Use Round Table Information?

• Compare results to your home fair. Discuss at Committee meetings. Don't be afraid of change.
• New ideas are hard to implement
• Post results to the website so that everyone can review them
• Distribute results at the District meetings

Topic 9: Understanding Entertainment Contracts

• Ensure that all performers have clearance or are responsible for obtaining clearance for music rights
• Clarify expectations
• Do not give in to unreasonable demands; e.g., smarties, power demands, stage demands
• Have different people read the contract in advance. Different people see different things.
• Ensure performance expectations are clear: 1 x 90 minute show vs. 2 x 45 minute shows
• Determine when payment will be made
• Clearly define expectations of weather-rain or shine performance or is a covered stage needed?
• Work with the midway; be friendly
• Rotate entertainers; don't use the same one two years in a row
• Ensure the budget is followed
• Review safety expectations for acts
• Partner with neighbouring fairs on the same date to share entertainers to reduce costs
• Watch for riders that include extra passes, food, liquor, rooms and special requirements
• Make sure person signing contract has the Board's approval

Topic 10: Improving Morale and Increasing Enthusiasm

• Look for upbeat and enthusiastic directors
• Recognize volunteers at a dinner, at a Bd mtg, at the fair or send a card. Saying thanks means so much!
• Check on volunteers at the fair to ensure they are all right
• Keep volunteers posted throughout the year with emails
• Start meetings on time and keep them short.
• Introduce new members properly at a function
• New members don't like long meetings. Have ice breakers at the meetings
• Take new members to the convention
• OAAS needs to do more advertising of how they can help the fairs
• Share volunteers with other groups-"You help with our event and we will help at yours"
• Have motivational speakers
• Don't focus on small issues
• Demonstrate calmness; don't get into a panic
• We are volunteers-ENJOY IT!
• Demonstrate caring for each other
• Be sure to feed your volunteers at an event
• Fellowship is number one!
• Talk up positives
• Partner low skilled or low morale people with high spirited ones to help change their attitude
• Make fun out of the problems such as "When is it going to rain?"
• Recognize your volunteers during national volunteer week
• Submit volunteer names for the provincial pin / certificate to recognize milestones!
• Embrace your new volunteers. They will breath higher morale into your fair if you do it right!
• Praise committees; give people jobs that they like!
• Morale and Enthusiasm comes from the top down
• Executive should meet prior to Board meetings to ensure that all are organized

Topic 11: No results available
Topic 12: Admission Prices-how to decide / implications of HST

• Gross income of $30,000 must take HST off
• Sell season gate passes
• All contracts should show the HST
• Are membership fees taxable?
• Are parking fees taxable?
• Auditors are not clear as to what is taxable and what is not!
• Daily rates vary from $5/day to $10/day with discounts for seniors
• Weekend rates vary from $20 to $30
• Some fairs collect non-perishable food items at the gate for the local food bank
• Some fairs have a twoonie night
• Admissions are two staged: daytime price and then extra price for evening entertainment
• OAAS should lobby the government on behalf of the Agricultural Societies to be exempt from the tax-even if it is for a portion!

Topic 13: Effective Marketing Tools on a Limited Budget

• Use twitter, Facebook and websites
• Contact local High School to have a website designed
• Insert a newsletter into the municipal tax bill / newsletter
• Put floats in parades in other towns
• Promote the fair through the Chamber of Commerce
• Use press releases
• Include photos with the press releases
• Send letters to the Editor
• Networking at business luncheons
• Business cards for directors / chairpersons
• Direct target mailings
• Bulk mailing through Canada Post
• Put fliers on the cars at the mall
• Send pamphlets to stores, Doctor's Offices and Libraries
• Have a contest to design the prize book cover
• Restaurant place mats
• Invite TV to broadcast from the fair
• Billboards and road signs
• Signs on hay wagons
• Decorated bales of hay along the road promoting the fair
• Have a tent at other community events
• Arena signage so people are reminded about your event year round
• Store front window decorations
• Have a Marketable theme!

Topic 14: Starting a Website

• It is best to have one person responsible for the website
• Security is foremost. Post as a PDF
• Determine in advance what information is to be posted
• Should have a Director involved in updating the site in case students become unavailable. Students could design a website as a class project or as part of their 40 hours community service
• Some are thinking about adding VISA to the website for prepaying tickets
• Make sure the ad space or logos are being properly charged to the sponsor
• Use pay per click for managing online ads
• Use a Twitter campaign to promote prizes on the grounds if you can find the person doing the tweets, according to the clues. Use vendors to sponsor the prize. Midway provider sponsored free ride tickets
• Put photos online after the fair
• Fair web traffic dies down after the fair
• Job posting on the website
• There is grant money for web development
• Put your www address on all off-line advertising
• Have a page for your directors/members to access agendas and minutes. A discussion board would be a bonus
• Link fair website to the District site and to other fairs
• Ensure there is a counter for the number of visitors. Is it being used?
• Use Twitter and Facebook pages to attract attention to the official site
• Registration forms should be posted to the site
• OMAFRA, OAFE and TEMPP may have grants available to assist with this project
• Sponsorships should be listed on website
• Ensure email addresses of fair staff are listed on the site with links

Topic 15: How to Encourage New Exhibitors

• New classes encourage new exhibitors and diversity
• Hold workshops on how to exhibit
• Redesign the layout of the prize list and the display area so it is not the same old stuff year after year
• Ask teachers how to reach their students and what students are interested in
• Have Fair Ambassador visit the schools encouraging participation
• Organize media days for the press to promote the fair in advance: Learn how to participate
• Track the number of entries-if the class is stagnant, dump it!
• Use a lot of signage to recognize sponsors of classes
• Involve parks and recreation summer programs for kids
• Listen to your new exhibitors! New ideas are important.
• Have prizes for new exhibitors
• Prepare an advanced list
• Promote classes at hooking clubs, sewing circles and guitar classes
• Prepare a special booklet for distribution to students that includes just kid's classes and events
• Promote the OAAS Judging Standards Booklet
• Ask craft stores what the current trends are
• Mail out prize list to home school families
• Keep classes open-too many restrictions
• Increase the prize money to make it worthwhile
• Improve the display area. People are not going to enter if they can't see their item
• Blow your own horn!

Topic 16: Keep Going Green

• Recycle bottles and cans at the fair
• Encourage groups to help with the recycling efforts
• Municipalities may loan extra blue boxes
• Make vendors take away their own garbage
• School environmental classes may help with programs
• Remove the manure within 12 hours
• Investigate grants through Evergreen.ca
• Arrange for help in sorting garbage
• Advertise sponsorship of boxes and recycling program
• Identify areas on grounds maps where recycling is available

Topic 17: No results available
Topic 18: Becoming a Judge-how to survive the process

• Why is the OAAS making it so difficult to become a judge? Two schools and three apprenticeships…..too many judges do not want to mentor apprentices. They refuse. It should be mandatory to do that.
• Is there a protocol to become a grain, seed or vegetable judge?

Topic 19: How to Improve Displays

• Tiered stands for some exhibits
• Need places to hang quilts and afghans. Use appropriate rods
• Use sheets of Styrofoam to provide vertical displays
• Make sure first prize winners are displayed above the others
• Create a display at the entrance of the area. Should be welcoming!
• Put winning photo displays in frames
• Decorate the display area with materials related to the theme
• Rona-Bird Houses, Home Depot-School Bus Pencil Holders
• Arts and Crafts-limit space for displays
• Hats and Mittens-with a wooden base, place a hanger in the wood allowing for upper display area
• Baking-risers
• Use pegboard with hooks
• Store unused materials under stands
• Use old materials for displays: e.g.-old fridge and table could be setting for farm scene Kodak moment. A mural of a kitchen should be used on the wall behind.

Topic 20: What are You Doing to Empower Junior Directors?

• Must have Junior Director program to ensure survival
• Junior Director workshops are needed
• Senior directors must realize that the youth are the future of our fairs
• Old Directors = Old Ideas
• We need to listen to our Youth!
• They need to have their own structure
• Let them try new ideas and we need to support them so they will succeed
• Mentoring should be part of the program
• Connections should be made with the schools
• Use the Volunteer Program as a starting point
• Award scholarships at the schools to show faith in our future
• Insights: Give them goals
• Give them activities
• Ask for their opinion
• Let Junior Directors research new activities at other fairs (books/website)
• Let them run more stuff
• Let Juniors attend the meetings before and after the fair
• Link 4-H and Jr Farmer clubs to the fair board
• Keep Ambassador Runner Up Contestants involved at the fair

Topic: Homecraft Session-Setting up Displays

• Blocks of wood, drill hole & put hanger in hole, change shape to suit article
• Pop bottle or water bottle, fill it for weight put socks or mittens on bottle or baby booties
• Fishing line clothes line
• Use chairs on tables to drape afghans or quilts etc.
• Use movable room dividers
• Turn up corner to show back of quilt
• Digital photo display for all photo entries, 1st, 2nd, 3rd displayed
• Chicken wire, use clothes pins
• Baby crib side rails on their side & display towels, hang baby outfits
• Bales of straw
• Shoe boxes wrapped in plastic
• Portable drying rack for clothes
• Fabric table covers instead of plastic covers
• Use saw horses & sheets of plywood to make tables, cover with fabric
• Plate stand or small easels to hold scrapbooking
• Dollar store has lots of things for extra decorating
• Fabric stores may donate skirting fabric
• Corkboard, for pictures
• Baskets, display dolls, stuffed animals
• Bleachers for plants & flowers
• Baking, have display of old plates, old knife, antique tea pots
• Use ladder with boards to display breads
• Use boxes & cover to set displays on giving a more 3-D appearance
• Use canning fabric or wallpaper for shelving
• Invite local flower shops to come & decorate your entrance into the Homecraft area

Topic: Homecraft Session- Homecraft of the Future

• If there is one president at fair, will there be "Homecraft"?
• Homecraft will disappear if it becomes stagnant
• Have to keep current with new ideas
• Add exhibits that "young" will do - bread kneaded by machine or dough hook, quilts machine quilted on any and all machines, purchased shirt decorated
• New ideas e.g. Painting on maple leaf
• Make junior fair larger-they are the future for Homecraft
• Get high school students involved- crops, animals and volunteer hours
• Junior directors will encourage others in high school
• President shouldn't do everything-invite others to participate
• Have demonstrations at fair-pie crust, quilting, tying quilts, kid's cooking clubs
• Digital photography, enhanced photography, scrapbooking
• More and better displays- not just quilts
• "If you always do what you always did, you'll always get what you always got"
• Classes for current knitting and crafts e.g. lace shawl
• Get Mary Maxim catalogue for ideas
• Visit local knitting shop
• Listen to exhibitor's suggestions
• Make categories generic  e.g. "shirt", not man's shirt or ladies blouse
• Leave classes in book at least 2 years
• Multiculturalism- get kids involved, have displays of their special holidays, origami, advertise in their language in their newspapers
• Classes for impaired or special needs if you have a school in your community-go to school to plan classes, items are shown and judged but not in fair book, like "school work " classes at the fair, bring kids to fair to see their crafts displayed, if adults, usually not judged.
• Emphasize family dinners, eating healthy, homemade from scratch
• "Mommy and Me"- submit photo and baking item
• "Twice the Fun"- enter 2 pies made by 2 family members-these are judged, refrigerated and then auctioned that day-whoever purchases, signs a waiver!
• Milk bag crocheted blankets, purses, etc.
• Motivate new people to join-encourage them to exhibit first, then they may join
• Those who help on fair day only-how do you get them to do more?
• New ideas- wine classes -red and white from kits as well as red and white from scratch-they have to be opened in a private place away from the public----you can't display open wine, only empty bottles

Topic: Early Bird Session-Paid Security vs. Volunteers

• Volunteers: People know the gate volunteers and try to take advantage of them
• Service Clubs from the area can work the gates for a donation
• Security costs will drive up the gate rates
• OPP are very expensive
• Make sure that the paid staff are clear of their responsibilities

Topic: Early Bird Session-Unique Entertainment Ideas

• Open mike entertainment-play or sing
• Touch a truck or photo in a truck-fire truck, ambulance, tractor, combine, race car
• Video dance
• Trade show / home show
• Local talent search
• Garden show

Topic: Early Bird Session-Fund Raising Ideas

• Mystery Dinner Theatre
• Partner with Zellers or Walmart to sell hotdogs
• Selling signage space at the fair
• Car bingo
• Pie Auction
• Men's Baking Contest
• Cow Chip Bingo
• Catering during the shoulder seasons
• Tractor Pulls
• Silent Auction
• Cake Walk
• Work gates at other fairs for a donation
• Jamboree of local talent with a meal
• Trivia Night
• Ladies Night
• Quilt Raffle
• Haunted House at Halloween
• Rodeo
• Chicken Barbeque
• Elvis Night
• Earth Day-using local foods
• Grants if you can find them!

TOPIC #1: TEN WAYS TO IMPROVE YOUR FAIR

• Signage is very important (x4) eg on roads leading into grounds-2.5 miles away and main highways – include in city: directional (permanent)
• Utilize your ambassador-on fairgrounds
• Advance sales, midway online
• Website is crucial (x2)
• Facebook- good avenue (x4) draw for passes; announce/remind deadlines
• Displays – in showcases
• Admittance increase for special attractions
• Thursday evening Ag Dinner- BBQ, Spaghetti, etc
• Talent Showcase – local kids free participation
• Sunday Family entertainment –separate admission
• For kids- greasy pig (prize for all) pre-register
• New attractions every 2-3 years ie highland games competition, "taste of oxford"
• Judges – explain while doing job (reasons) to viewers or ongoing commentary
• Have a midway!
• Advertise- roadside bale display; community events; kijiji
• Moving displays- create a new look
• Schools- bring in displays – finish and hang in building – youth groups
• Change your dates
• Change your schedule (x2)
• Expand programs – add programs
• Ambassador/Junior Ambassador
• Talent Show/Fair Idol/Variety Show
• Create network at local fairs/festivals
• Get media to broadcast from site
• TV and radio station marketing (x2) – weather reports specific to fair names; running contests or promotions with coupons or admission tickets
• Camping on grounds
• Kids scavenger hunt (eg to find the ambassador)
• Parade
• Sponsorship- prizes
• Diamonds and Denim- ladies night event. (Glencoe) Women want a night one- men serve, comedians present; mens fashions show.
• Cut long programs short- revamp schedule
• Kid friendly program available
• Change classes (or drop some) try new
• Sponsorship: organize levels- name days – guarantee publicity – give something in return
• Look at fair with "new eyes" evaluate – visit other fairs with a checklist to share later
• "Whats on today" at the gate- good event signage- daily updates!
• Rearrange buildings- give new look
• Consult with youth ie: if we took out the midway what would you like?
• "School Challenge" – unusual games & challenges – school vs school- happens on first night of fair
• Involve people in entertainment ie DJ with learn to line dance
• Focus on creative programming!
• Promotions
• Tourism boards- calendar events
• Make sections of your fair to other ethnic cultures
• Add farmers market
• Use more events at your fairgrounds
• Big name entertainment – grant
• Demolition derby
• Qualifying horse event
• Beer tent/dance/bands
• Kids tent- stuff for them to do- a little down time and no cost- colouring books face painter etc

TOPIC #2: HOW TO ATTRACT OTHER CULTURES TO YOUR FAIR

• Add categories for beadwork, dream catchers etc
• Tap into special Olympics
• Demos of quill work, basket weaving etc
• A display of exotic vegetables using labels and how to use it
• A display of different eggs (auracana) lays coloured eggs
• Contact group homes for possible additions to the fair (special needs section)
• Special education within the school system
• Have a display of another culture of their customs
• Find the correct label for this section
• Specific classes (ie aboriginal, first nations etc), traditional paintings
• Create a piece of art that closely depicts your heritage
• Include an entry or tap into the Chinese new year

TOPIC #3: CHANGING YOUR EXHIBIT AREA

• Controlling the removal homecraft early pickup took staffing at exit
• Most keep the baked goods out on shelves and dispose- end of event
• Managing storage
• Controlling theft by keeping
• Quilt revival- how to display- steel posts with pvs pipe- made for quilt show- rope off for security
• Photography display: zig zag dividers- pin on or sheets of lattice with bulldog clips- take up considerable space
• People expect to see things in same place each year- don't like change
• Make change! Same old isn't always good
• Do change for just 1 year- see what happens
• Bring in other materials-wagons, bales, fencing
• Utilize different heights, tiered

TOPIC #4: FAIRS WORKING ON A SHOESTRING BUDGET

• Need sponsors
• Trying to recorporate old ideas- bingo
• Running events throughout the year
• Biggest problem recruiting volunteers
• Volunteers know each others jobs
• Service groups give a specific task- give them a donation for helping out
• Get community involved
• If student has 300-400 hours volunteered can get gratuities of $500
• Get students involved
• Hang sign up "students- get your volunteer hours at the fair"
• Seniors- love to help at fair- gets them back involved
• Need younger people to explain how to do facebook-social media
• Young people are shut down by those who have been on board a long time
• Successful junior program- fair board decides something that they can give up and junior members run it
• Something happened 20 years ago can't let it
• Use ambassadors- all contestants are involved
• Need bigger network for getting recruits
• Go everywhere for sponsors
• Pet show run by pet store or vet who then become judge
• Community events- run by service group
• Fairbook- do the corrections and changes yourself (cuts cost)
• Encourage vendors to give our samples
• Fairs working on a shoestring budget- 60% in that position
• Arthur a donation fair
• Encourage directors to bring in events throughout year
• Fading due to lack of volunteers
• Grounds owned by Ag. Society chews up a lot of budget for maintenance
• Look for prizes everywhere
• Biggest shoestring savings are the volunteers
• Ask for donations wherever. Only 2 answers, yes or no!
• Find a ticket into school- find a student who will get in
• Orono- about 30% needs to be run by volunteers
• Parking
• Make own table cloths- not use plastic- green
• Go to a store-sponsor 1 event- find the help- can advertise their business- takes pressure off directors for finding volunteers
• Entertainment is usually expensive, DJ not work. Talent show worked- 3 categories: supply keyboard, drums
• Focused on getting people to come back- Fun Factory- old fair games, simple- now have 26 games, 50 cents a game, trade chips for toy
• Website- countdown clock
• Fair/prize book- online for all but those with no computers
• No midway (man died) – bouncy castles
• Nixon program cut costs- data base programme- export to website
• Fair book on municipality website
• Garden tractor pull for kids- 2 age categories
• 4-H club runs dance for kids- snack food only cost
• Need lots of people to man door
• Celebrity dessert auction- no cost, made +$2,000 last year, Volunteer auctioneer- while ambassadors decision being made (went to businesses-2 days got 40- now have to limit entries)
• Drive in bingo
• Combine events that mesh
• Agracadabra- not too expensive
• Local talent (x2)
• Tom Bishop Wild West Show. 3,500-self contained (3/4 paid through sponsorship
• RCMP ride. Too expensive unless close to city, travel cost (but Bayfield getting for free- horses fed and stabled)
• Opening ceremonies- competition for dignitaries
• Fairs on same weekend- share entertainers
• Commodity groups- fairs combine to buy signage
• Local country talent 7pm, Battle of the Bands 9pm- prize: a recording with Tragically Hip (local to fair)
• Farmers Olympics-
• Out house race, zucchini race (Maberley)
• As many volunteers as can
• Really advertise what can see for your gate fee
• Have musical ride- its free- have to be prepared for crowds
• Canada Day games- to advertise and community service
• Battle of the Schools changed to Minute it Win It (google) fun activities ie empty a Kleenex box
• Fair Factor- Similar to Fear Factor
• Family Rodeo
• As sponsorship- grocery stores- discount for food for volunteers etc (tea, coffee, cookies, squares)
• Do own food booths
• Kids games
• -Arm Wrestling; everyone throws a loonie in a pot . winner gets the pot.

TOPIC #5: INEXPENSIVE ENTERTAINMENT FOR ALL AGES

• 3 legged race (x2)
• Treasure hunt through fair
• Money hunt in soil, bale of straw or shavings (x2)
• Hay ring toss
• Water balloon toss
• Egg relay on spoon
• Large bale races, with wheel barrows
• Stay on bale of hay
• Rope horns on square bale/lariat roping (x2)
• Team rolling of large bales 4-6 youth on team
• Tug of war (x2)
• Trail maze using large bales-watch playing on top
• Pedal tractor pull (x4)
• Pedal tractor maze – through maze of haybales
• Log sawing (x2)
• Nail hammering (x2)
• Baby shows (x3) (category suggestions: chip off the old block; look alike)
• Male clothes hanging contest (x2)- 1 minute timed, see how many clothes can be hung on line in time period (and stay on line) – celebrities
• Bale toss
• Watching the youth and their talents ie singing and dancing
• Zucchini race-design ahead of time (with wheels etc) then race the zucchinis
• Teddy bear parade (dress the teddy bear up to theme) for kids under 5
• Guessing contest for amounts of candy-any age. Use large pickle jars- different variety each year
• Have big pails (ice cream are best) clipped together then have youth pitch beach ball to pail when lands on pail youth get prize in pail
• Fashion show watching youth model clothes
• Music from local schools-use music teacher to help organize (x2)
• Sponsor a pie- then auction off pies. Prize $100.00 for best pie- turn it into a fundraiser.
• Sell off the pies that have been put into competition-entertainment of the auction
• "Got Talent" contest- pay entry fee, prizes
• Folk Clubs-come and bring entertainment- only cost to fair is passes to performers
• Fold out stage- tractor/wagon
• Local talent combined with ambassador contest
• Home depot- free craft activities for children
• Fiddle/step dance contest- full day activity at Collingwood
• Pet shows (x4) (chip off the old block; look alike competition) (local vet or pet store to judge) any kind of pet goes
• Demos-sheep shearing, cow milking
• Arm wrestling
• Antique machinery demo- threshing machines etc
• Lawn mower races (x2)- old lawn mowers, no deck- ages 10-16
• Horse pull
• Field tractor pull
• Turkey chase with dignitaries – on stage
• Local entertainment- up and coming bands
• Give the stage to talent show winner
• Talent show/search (x5)
• Rotate performers every year or two
• Set up kids zone
• Kiddie corral- partner with Early Years Centre
• Partner with organizations
• Provide interactive exhibits
• Pork chop scrabble
• Incorporate Ag Awareness interactive with animals
• Local dance school perform
• Mini tractor pull for the kids
• Balloon catapult competition
• Duck bingo/bossy bingo
• Duck races
• Ice cream sundae decorating contest (x2)
• Bale decorating contest
• Scarecrow decorating contest
• Battle of the bands for the teens- sponsored with local radio
• Kids tent-free for participants
• Fairboard sponsored car in demo derby- set up in kids tent-could sign
• Balloon artist
• Face painting (x2)
• Crayons and picture to colour
• Grain tables with farm toys
• Petting zoo (x3) with animals bought fair volunteers or locals
• Cookie decorating
• Craft make and take
• Food demonstrations- Judy and Scott Weldon judyfoodie.ca
• Commodity groups-demos
• Euchre tournament- on seniors day. Pay to play- prizes
• Education day- schedule with schools- various stations= cow milking, sheep shearing
• High school cheerleaders
• Square dance clubs
• Dance groups-demos
• Toilet bowl races (porcelain pony)
• Game shows: deal or no deal, minute to win it – pay to participate- prizes given
• Hillbilly race
• Sewing demonstrations
• Ag awareness
• Set a theme and go with it
• Harness Olympics (age 12 and under) bale toss, water bucket carry
• Kids tent- all activities and play area at back of tent and entertainment
• Musical chairs (x2)
• Karate showcase
• Tractor pull
• Arrow shoot-bales and brick building for safety backdrop
• Singing competition
• Penny sale- only cost involved is ticket printing (x2)
• Wheel of cake - $2 per spin winner gets free cake (cakes are donated)
• Racing- 4 wheel racer- kids push with plunger
• Kick the shoe- get in to tractor tire
• Outhouse races – look online for requirements (x3)
• young karaoke contest- divide into 2 age groups (younger youth and older youth)
• Tent with music
• Maple syrup making relay
• Feeding/milk of cow relay
• Sponsors (eg McDonalds) for youth prizes
• Family area
• Sandbox (filled with corn) donate things to play in corn
• Wiggle cars in roped off area
• Use local kids to paint scenes to have pictures taken with
• Farmer Olympics
• Bubble gum spit contest – tissue to youth to pick up gum
• Have a farmer bale a large hay bale with popsicle sticks then at fair have the youth find them, then they get money for the stick
• Cow pie bingo
• Cake walk- roulette wheel- if lands on square then you pick the cake-members bring in the cakes-spin when all the squares are picked
• Theme basket sale- sell tickets on children and adult themed baskets. Sell tickets ahead of time 3 for $5
• Little ticket draws- have tickets near displays. Youth then sign name after looking at display and then they have a draw and youth gets small prize.
• Big tires set up in area- play around them
• Arms and bodies wrapped in duct tape (backwards) the youth roll in candy – candy sticks to duct tape
• Rabbit petting- get to sit and hold a rabbit to pet
• Picture taking with animals
• Jungle cat world- bring exotic animals- show it then let kids touch (get sponsors for this)
• Give time for youth to perform (showcase)
• IDOL contest
• Horses-putting on horse shoes
• Sheep shearing
• Bed races- local teams race beds. Stick to theme (during fair) decorated beds. Timed and length
• Mom calling contest- youth calling for mom
• Rooster crowing contest- adults and youth
• Celebrity milking contest
• Kids perform and are given a ribbon and a twoonie ( or ride ticket)

TOPIC #6: HOW TO SET UP A FARMERS MARKET

• at fair time
• still have to pay for entrance to fair
• "at farm gate" vendors
• local municipality put out maps of at farm gate vendors
• have to check by-laws- all areas are different
• yearly rental of space
• cooperative venture- market open for the special events held on the fairgrounds
• open the same hours for the a) home and garden show and b) fall into winter show
• market closed during the fair-space problems
• problem: how to restrict the market to farm produce- small businesses trying to sell jewelry etc
• watch out for competitors. E.g. same producers are at most markets.
• Think of the traffic flow
• Watch day of week; traffic flow e.g. home from work/on the way to cottage country; at fairs on the way out so they don't carry it
• Fee for season or commission space charge
• "flea market" vs farmers market- try to include both?
• Include artists
• In an arena- some feel it needs to be visual so the arena was difficult
• Farmers market- every second week of summer
• Flyers around town
• Concerns: health inspectors for food to be eaten at the event
• Have space where vendors can leave supplies, equipment
• If meat is frozen, can come to market- fresh meat presents a whole different issue.
• In Niagara, one "work station" per building, connecting with health and food
• Organic –specialty – showcasing- put into publicity
• Vehicle to spot so they can unload/pull out of back
• Esthetics is very important- people will walk away if it looks junky
• People don't "dig" like hey used to- set it up so it is shiny eg apples
• Close to parking
• Hwy frontage
• June to September
• Paid weekly or for whole season
• Health and safety check?
• Lot of fairs want to start market just at fair time
• Certified kitchens
• Constant vendors
• Signage- well before market so people can plan to shop
• Letters to farmers or anyone who sells produce to create a market
• Tourist draw- people on way to cottage
• Vendors licences
• Everyone pays same rental
• Vendors need to come prepared for weather
• 10 x 10 space
• some charge by square foot
• honey/flowers
• maple syrup
• eggs
• fresh vegetables
• coolers/refrigeration

TOPIC #7: MAKING OPENING CEREMONIES EXCITING

• Em cee- radio personality; ambassador
• Em cee – ad lib
• Em cee- play to the crowd
• Time for opening ceremonies (length)
• Must change both arrangement of activities
• Ambassador program- part of ceremony (x2)
• Donors- part of ceremony
• Band
• Separate evening- social- invite local fairs
• Limit time of ceremony
• Limit of who comes (students only)
• Draws
• Location of ceremony
• Parade-important
• Alumni- award or speech
• Ambassadors/presidents (x2)
• Ambassador competition-surprise grab bag of questions
• After 'treats' – social
• Local talent
• Generations attend
• Local celebrity
• Auction off the 1st place baking
• Mayors challenge after official opening – sack race etc
• Lipsync during ambassador competition- showcase not judged (x2)
• Past ambassador/dignitary in community – prethank/done faster
• Connects with theme of fair
• Be creative
• Turkey chase-live/live goat milking
• Follow parade
• Announce
• Chilli cook-off
• IDOL entertainment
• Past presidents
• Celebrity
• Talent show
• Bursary award- come to open/passed away volunteer
• Arrange around event
• Auction off pies
• Tug of war
• New culture showcase
• Youth involved
• School choir
• Parade- school aged children
• Antique tractor parade
• Entertainment
• "fun" beauty contest (males dress up) voted
• pipers
• introduce dignitaries from the floor
• Cake decorating
• Pie auction- knowledgeable auctioneer- knows crowd
• Good MC- helps to keep things moving; hired entertainer; radio station announcer; get fairboard member
• Presidents message- announces new activities
• In advertising- unexpected visitor/guest
• Set the mood for fun
• Screen with video- local entertainment
• Celebrity marshall (ie Brantford- Walter Gretsky)
• TOPIC#8: PARTNERING WITH OTHER FAIRS
• Sharing equipment(x2)
• Advertising – radio
• Tri-country calendar
• Database of equipment (mini tractors)
• Applying for grants (computer program)
• Training-judging schools, execute workshops (x2)
• Share fair beer garden volunteers
• Small boards need to work together
• Lots of sharing of manpower, supplies
• Sometimes hard at first- live in a cocoon
• Fairs go together for grants etc (x2)
• Sharing of entertainers (x2)
• For government funding
• Understand each others frustrations
• Don't have to "train" them
• Extra-fundraisers- steal ideas
• Truck and tractor pull and go to other fairs and help out at other fairs
• Ag awareness
• Harmonize entering
• Pizza days at schools and assist
• Challenge of helping out at other fairs due to farming
• Develop resource base
• Give tickets to other fairs when kids win first prize when they enter
• Communication- clear
• Leadership training
• Recreation department help with garbage and gates, town truck
• Parks and recreation- face painting etc child find
• Soccer, baseball, 4-H, snowmobile clubs
• Farmers markets
• Flyers, fair books and sponsorship
• Paper placemats done ahead for advertising sold ahead of time

TOPIC #9: MAKING DISTRICT MEETINGS WORTHWHILE

• Use of door prizes
• Use of silent auctions
• Use of speakers
• Use of luncheon to make at all day
• Use of workshops
• Use of different topics for guest speakers i.e HST, LCBO, related to fairs
• Use round table topics/multiple
• Use of ambassadors/mini workshops for them
• Make communication between fairs easier to release positive and negative aspects/ be more open instead of keeping all trade secrets private within 'your own fair'
• Take survey from district delegates to ask them what delegates are looking for in guest speaker topics
• Review and update district constitution
• Send out survey after meeting to get results on fall/spring meeting
• Fair reports prepare ahead of time and put into booklet, released to take back to your own fair
• Need good guest speaker
• One district has entertainment at noon
• Venting session for some
• Local speakers are good
• Ambassador program – district 13 – etiquette – make them interesting
• How to get people out for meeting
• Whoever is running the meeting should be organized
• Good pre-planning meetings
• Send letter to fairs ahead of time for concerns etc. 2 months ahead
• Plan a small tour after lunch to a quilting store, or farm to wake up everyone and revitalize the meeting
• One district (12) has district meeting in morning, then has lunch and after lunch does a judging school. Anyone who is not interested in being a judge is free to go. Some stay just for the interest
• Sometimes we have done a craft for about an hour after lunch to wake everyone up. Plan a small craft that can be completed in one hour.

TOPIC #10: SIGNAGE ON THE WAY TO THE FAIR

• "welcome to my town" signs- ask municipality to put up as people enter your town
• many regulations/costs to put up on highway
• Make a big sign, put on wheels and put in someone's field (less regulations)
• Haybale signs in fields – good but lots of work
• Nail 24x24" to fence posts
• Sandwich boards in the village
• Paint on side of buildings – up all year
• Say "weekend after labour day" "first weekend of June" instead of changing dates (x2)
• Plaster your town like election time
• Keep info on signs basic so they can be reused
• Lawn and garden decorating contest
• Light post signs
• Try to find an option that is year round, not just two weeks before- need a mix
• At fair- a frame sign by office, gate pamphlet, big map on coreplast, pocket sized cards that fit in pocket
• Brochures- exhibitors, gate brochure, kids/school book (11" x 17")
• Add website address to signs
• Billboard – try applying for a grant
• Try having a contest (lawn display of fairs theme, judged by local fair members)
• Flyers around area
• Lawn signs around town and area
• Large sign on fairgrounds building
• Signs around fairgrounds
• Event sheet handed out to people as they come in (have major sponsors on it) this can be done in house or by printer
• Make up flyer to be handed out to school children listing events of interest to them
• Ask people as they enter where they heard about the fair
• Use Jack Lynch to advertise on TV. This is free. He also puts your info on websites and radio for free. This email address is being protected from spambots. You need JavaScript enabled to view it.
• Put in local paper for weeks before in coming events
• Round bale at different corners with signs to the fairs
• Sign competition with agricultural prod.
• Scarecrows put up to fair weekends
• Signs inside with fence rails
• Corplast signage easy to work with
• Signage may have to be bilingual
• Sign companies may upkeep signs at a rate
• Check with MTO and County regulations
• A-Frame signs
• Banners for homecraft disciplines
• Local sign shops sometimes will give a discount
• Keep colour uniform
• Some companies will do signage at a general rate
• Link with other festivals
• Mobile signage about same price point as newspaper ads
• Signage 1 month before fair (and 1 month after to get them all removed)
• Partner with your city of commerce
• Signage- be prepared for them to be removed by municipality (grass cutting) or just theft/vandalism
• Celebrate Ontario Grant (available to include signage)
• Pocket signs
• Signs with changeable dates
• Signs on farm fence
• Competition to decorate your yard
• Store fronts
• Make it a town event
• Maps to make finding events
• Road signs
• Colour bright/large letter
• Barrels in horse ring with website info
• Road banner promoting the fair
• Theme as your advertising
• Sandwich board directions

TOPIC #11: ENCOURAGING PAST EXHIBITORS TO RETURN

• Have your database. Keep track of previous exhibitors and in what section. Send them a letter/contact them (x2)
• Get them as volunteers
• Emailing the sections
• Get their opinions on categories
• Special categories for past exhibitors
• Exhibitor workshops
• Have committees phone past exhibitors
• Exhibitors are allowed to attend judging school.
• Ask past exhibitors to make items for judging school
• BBQ inviting past exhibitors
• Ask to join committee
• Giving supplies to exhibitors to work with
• Send out prize list to current and 1 year past
• Print names of winners past- they might see name from years past
• Be welcoming- take care of items entered
• Appreciate with ribbons
• Advance list
• Put in flyers
• Put on municipal website
• Ambassador
• Get into schools
• Column in paper
• Volunteers get passes
• Recognized by volunteer
• Why did they leave? What can we do to get you back?
• Change list to fit their needs
• Gather information through suggestion box
• Draw for exhibitors
• Change how you display
• Up prize list
• Encourage new exhibitors
• Mail prize list to past exhibitors
• Put out prize list early
• Put in classes for guides, scouts etc
• Contact home school
• Collect email address to advise when prize lists are ready
• Personnel contact phone
• Website for breed group- send list
• Put prize list in craft stores, feed stores
• Go through other fair list
• Prize list online
• Coffee pot early in the morning for livestock
• After fair, pot luck thank you dinner
• Prize list for new exhibitor
• Talk to exhibitor about what they would like to see
• Have church service at fair to expose people that do not know what the fair is

TOPIC #12: LEARNING ABOUT NEW CRAFTS

• New crafts- whats new category
• Suggestion box
• Internet
• Craft stores, quilting stores, yarn stores- sponsor new class for new ideas only
• Pair adult and youth for same thing eg. Paper bag vest – individual and pair prizes
• Guilds- workshops and demos at fair
• They can see their stuff
• Craftideas.info craftgossip.com familyfun.go.com
• Example: workshop at 2pm, judging at 3pm. Local merchants to sponsor. Quick make and take.
• Listen to your exhibitors!
• Either attach to exhibitors item or give to them at end of fair- a form to fill out to request any new crafts that they might like to see
• In your fair book- have an item that is "any new craft, not previously listed"- could have many entries to judge that are different – next book pick some of the popular items to create classes
• Go to Google "Pintrest" or "craft ideas" to get new
• Type of craft "pet sweater"
• Category " fun stuff" – mom and tot craft
• Pick a "wearable art" craft and have a fashion show at 3pm at the fair- paper vest, duct tape creation
• Do a kite, lampshade
• Felting, raw edge appliqué
• Thread painting

TOPIC #13: HOW TO KEEP HAND QUILTING ALIVE

• Quilt in frame at fair- anyone can drop and put stitches in
• Teach terminology
• Prize list has quilt tops
• Categories for church groups and other groups
• Regular classes
• Approach quilting guilds (x2)
• Local quilter club give info at fair
• Fairboard- buys materials- give blocks to people to quilt and bring back to fair to judge. Then someone puts blocks together. Sell tickets for quilt next year
• Quilting workshop to teach how to quilt
• Workshop on what prize list means
• Mystery top class prize- ie pickles, quilting, pies etc
• Demonstrations- start on small project
• Quilt blocks- beginner, intermediate and expert
• Display quilts attractively
• Get prize money up so worthwhile
• Get sponsors
• Use small frame so don't overwhelm new to quilting
• Co-ordinate quilting guild rules and fair- OAAS rules (x2)
• Don't put emphasis colour coordination
• Get 4-H involvement (x2)
• Bring in collapsible frames
• Quilting school- with that the quilt is done to sell tickets at the fair (community quilt)
• Encourage a quilters guild to have a competition (x2)
• Encourage junior fair to quilt a block for a competition (x2)
• Advertise quilting lessons
• Have a quilting fair display
• Encourage as a judge to your exhibitors what they could do to make a "first place winner" on the back of exhibitors entry card
• Add new sections- especially smaller articles- placemats, pot holders
• Change OAAS rules for smaller quilts ie crib
• Get back to being practical- cost, time- just show pieces no done for family members only-risk of damage
• March break- quilt day/craft day
• Get part of fair books out to fabric stores/quilt shops

TOPIC #14: MANAGING PETS AT YOUR FAIR

• Responsibility/liability for pets
• Pet owners need to understand their pets' behaviour and reactions- there is a lot of stimuli at fairs- people, other animals, noise, machinery
• Signage- no people read signs/take responsibility for cleaning up after their pets
• People with allergies should be aware of their own limits and be prepared to deal with their reactions
• Charge for pets
• Muzzle dogs (x2)
• Animals showing (calf) are insured- pets are not
• Direct people with pets to gate after pet show
• Advertise well in advance no pets allowed
• Cochrane- pet show Friday night; Saturday morning livestock comes in and many pets around not on leash
• Remedies- rules state all dogs and pets must be on leash
• District 10- all pets MUST be on leash. No pets allowed unless working dogs and must leave after show. Pet show-arrange later in the day- approx. 2 hours children tired after and want to go home.
• District 2- problem with dogs urinating on kids area- hay bale maze- made rule "no dogs allowed" but want to have dog show
• District 10- problem with working dog- feeling they have the right to take dog right up to cow with calf and cow almost jumping gate to protect
• Dogs taking part should have a ribbon or something to identify them
• Program – all animals (including house bold pets) must be leashed
• "please use common sense"
• owners are responsible for all actions of their pets
• Problem: neighbours bringing their dogs for walks or free ranging- plus pet show dogs getting loose
• For clean up signage "children play here-please clean up"
• Dogs tied up, jumping on people
• Suggestion- $5 admission for dogs
• Tried no pets, but some midway people, exhibitors bring dogs
• Restrict dogs in certain buildings/barns
• Dogs "part of the family"
• Grounds are walking area for community
• Dogs needs to be under control at all times
• Incident- Doberman tied to fence, growling at people, security called, owner asked to leave
• Dogs left in car at fair
• Pet show day: some people aren't taking the dog home afterwards
• Cancelled pet show
• Bags are checked for knives and pets
• After pet show all pets leave grounds
• Horses are banned if not in show or competitions

TOPIC #15: FREE AG EDUCATION/ACTIVITY IDEAS FOR KIDS

• Petting zoo (x2)
• Colouring pages
• Crafts
• Machinery, threshing machine, corn being ground
• Pony rides
• 6'x6' box with beans or corn and little tractors for kids to play with (x3)
• Someone is in the area watching
• Home depot supplies craft materials (x2)
• Wood carving group came with carved cones and kids painted them
• Lowes, Rona will also supply materials(x2)- boy scouts helped kids make items
• Get high school kids who need community hours to help
• Farmers Olympics- bale tossing, wheelbarrow race, wash tub hang up clothes)-timed activity, nail driving, cow milking, cow patty bingo
• Barnyard Olympics ages 8-12, teenage group
• Mini tractor pull
• 3 compartment box- kids put their hand in and guess what is in it related to agriculture
• spinning wheel (crown and anchor type) with categories-questions on cards according to age- they can win a little prize
• baby chicks being hatched
• rabbits
• mini horses
• Signs with animals & their babies, painted, very eye catching
• Passports- go to each area and get a sticker
• Dress up area (dress up as a farmer) (x2)
• Plant potatoes
• Pick apples (wooden apple tree, plastic apples)
• Picking up eggs in a basket
• Bags of grains (guess what they are)
• Things in boxes (guess what they are)
• Farm tour
• Farm gate to your plate
• Lumberyard scrap wood- make birdhouse
• Approach guilds to do demonstrations
• Local aboriginal – talk to elders to come & do beading, working with leather
• Add aboriginal component- help with grants
• Oprah and Andy- tractor drive around (x2)
• Dairy board display
• Chicken farmers of Ontario
• Kiddie Corner- colour table, playdough, different activities
• Work with early years centre to help with you children programs (x2)
• Button machine- partner with local ag society
• Education day for kids at fair- education encouraged by school board, all day Friday eg. Pizza project
• Separate area for kids
• Separate ag education day with stations explaining agriculture
• Do demonstrations- make necklaces "how does a seed grow"
• Tool displays- 100 mile radius of what is grown
• Children love to touch
• Hear bugs "eat"
• Ag awareness program available
• Use 4-H as resources/volunteers
• Peoples choice pet show for farm animals
• Primary division (0-6) elementary (7-12)
• New activities could be based on fair theme
• Approach colleges for early childhood education students as volunteers
• Interactive displays for younger children
• Rabbit show- each child gets $1 for bringing it
• Use ambassador
• Water trough full of barley, easter eggs with paper and prizes
• Pizza project
• Partnering with the schools