1. Ideas for Celebrating Fair Milestones:

• Planning should begin a least two years before milestone
• Put together a time frame to work with
• Heritage component important to keep in mind
• Use of period customs
• History book on fair
• Bring back former presidents, ambassadors, board members
• Fashion show using wedding dresses of the time period
• Homecoming weekend
• Special music
• Theme
• RCMP musical ride
• Use local journalism to assist with getting out stories relating to history of fair
• Coincide with other community celebrations
• Archives - open them to public viewing
• Booth at fair with local memorabilia of fair's history
• Apply for special grants to assist with celebrating of the history
• Fireworks
• Beard growing competition
• Floats in locals events
• Barn dance and New Years Dance to kick-off celebration
• Brainstorming meeting with various groups that are connected to history
• Fundraising particular to celebration
• Pick a specific project on grounds to do (i.e. front gates, building re-dedication
• Cookbook
• Have memorabilia to give away
• Bigger name entertainment
• Cake to give to participants
• Use local school children to help with celebrations
• Tie in with other community events, plowing match
• Marketing fair and milestone for community
• Birthday bash for community
• BBQ with involvement from community including youth
• Oldest resident of community to be invited for opening and other events for the fair
• Bagpipe in fair ambassadors/Executive
• Refurbish fair gates and sell placards to place in gate entrance
• Antique display
• Thrashing display using Heritage Associations
• Volunteers are an important part of celebrations
• Use the milestone as a fundraising tool selling plaques on a special trophy
• Raise Awareness early

2. How can OAAS help to promote your fair:

• Website is a great tool but presently it is not up-to-date and information is old or incorrect. As website is an OAAS tool it is important that they see the importance and need to put it as a priority for up keep.
• Directory - great tool again needs to be accurate (more needed for local areas as it is a great promotion)
• Flyer is ok but not as good as full directory
• Need for good flow of information OAAS and it's members and vice versa
• Connections needed between fair and OAAS and various other links
• A link needs to be established between OAAS and Ontario Tourism market
• Provincial Campaign needs to be established with leadership from the OAAS but buy in from local fairs. Local fairs will need to commit with time, power and financial backing.
• Establish communication between OAAS and other government agencies.
• Work with local municipalities on the Economic Growth that the fairs brings to the community. OAAS could provide tools to local fairs that will assist them with this task
• Promote through various Heritage agencies
• Some form of traveling show that could go between fairs and be set up and left. (large trailer of some sort)

3. Working with and instructing judges:

• Each section to look after own judges
• Homecraft secretary should be in charge of details regarding getting judges
• Pay a flat rate to judges for cattle, sheep and other livestock
• Have refreshments available for judges
• Judge appreciation night
• Make sure to inform judges what you want from them (letter prior to fair outlining this is a great idea)
• Make sure that volunteers working with judges understand their role
• Make sure judges know the field that they are judging
• Keep area closed while judging is happening
• Judging schools in district often
• Make sure judges can not identify the person who has made crafts
• Speak and ask questions to judges before they began there work
• Book and prize list need to be accurate for judging
• Judges should comment if needed on the entry tag
• Make sure that contract with judge contains all necessary information regarding time of arrival, compensation etc
• Rules have to be followed as you have presented them
• How long can a judge be used? Is there a need for a max 2 years mentioned by most fairs

4. Attracting new exhibitors:

• Prize lists out early
• Revamping of classes and increase prize money
• Utilize local fabric stores and craft stores as a place to locate new exhibitors
• Send preliminary lists to feed stores
• Get into schools early and had out youth specific lists
• Word of mouth still number one way to get information out
• Award night with pot-luck dinner for exhibitors and use time to give money out
• Adding classes for those with special needs
• Public awareness is important
• Use businesses to get information out
• BIA
• Sponsors
• Forms out early
• Listen to exhibitors and use information from them
• Suggestion box
• Pay out prizes quickly
• Appreciation of individuals is important
• Getting information out to new families in the area
• Use mail outs
• Send out information for 3-5 years before removing from mailing lists

5. Baby Shows:

• Make sure you have enough sections; longest toes, eyelashes, most hair, least hair, curliest hair; red cheeks etc
• Have age and sex categories
• Make sure that every baby is given a gift
• Have Teddy Bear Clinic and parade as part of baby or the lead up to the baby show
• Play area for children along with a good and clean baby changing area
• Baby show can become very large with having between 50 and 100 babies
• Avoid using language such as "best baby"
• Prizes are often donated when prize is given, recipient is given an addressed stamped thank you card to send to the gift donor
• Baby show to be held on Family or Children's Day
• Gifts for babies is an excellent idea
• Remember to get permission from care givers before taxing

6. Parking Solutions - what to do when your fair is landlocked:

• Have township provide signs that are needed for no parking, street closed etc
• Have an area for over-sized vehicles
• If individuals have parking passes make sure staff on gates are aware of all passes in use
• Easier to ask for forgiveness
• Have an officer to help sort out problems
• Encourage people to walk
• Neighbor charges for parking
• Have a location for bus parking
• Shuttles are a good idea
• Hay wagon for transportation also has some insurance issues
• Parking needs to be supervised
• Beer tent can have an impact on parking issues - have clear guidelines for parking attendants regarding drinking and driving
• Purchasing of rail lines or other land for parking needs to be looked at for various fairs
• Parking restrictions need to be carried due to emergency access
• Encourage local individuals to use vacant land for parking
• Good communication within parking lot so that parking is fast and safe
• Handicap parking on grounds is important

7. Trillium Grants for Fairs:

• Lot's of paper work
• Only for inside changes of a building not building a new one
• Deadlines March/July/November of each year
• Visit website
• Important that fair is actively fundraising
• Farm Credit - Agri-Spirit Grant
• Eligibility non-profit
• Apply to local office
• Writing guidelines on web
• Use their language
• Get to know staff and build relationship
• Volunteers hours are important and need to be recorded
• Before you apply contact office to see if your request would even be considered
• Trillium may even play for cost of painting bleachers/stands
• A lot of Creative Writing
• Must be registered as charity or incorporated as non-profit Two-levels; up to $15,000 and over $15,000
• www.trilliumfoundation.org - good tips and examples
• Fit into their priorities;
  1. enhance success of students,
  2. enhance healthier/physically active Ontario,
  3. enhance employment for families,
  4. provide be more effective for volunteers that are engaged in the community
• Areas to Target;
  1. Arts and Culture,
  2. Environment i.e. green program and recycling,
  3. Human and Social Services,
  4. Sports and Recreation i.e. healthier
• Ontario Granting Priorities;
  1. Enhancement to community spaces,
  2. Energy efficiency,
  3. Greening Initiatives,
  4. InnovativeTechnology
• Grants can be spread over a 5 year period
• Capital projects only 1 year

8. Creating a workable emergency plan for your fair:

• Have an emergency response team that will take the lead in an emergency
• Co-ordinate with community and county response team
• Evacuation plan for major emergency
• Talk about plans with all members
• Signage is important
• Lost child shut done gate
• Have one spot were lost children should come to
• Involve all community emergency organizations
• Have an proactive plan in place
• Talk plan over with all individuals with fair
• Radio's are important for plan
• Good connection with emergency services in your area are important.
• Make sure emergency vehicles had direct routes to events on grounds
• Make sure all directors know how to use fire extinguishers
• 911 marked in clear spots
• First aid kits marked well and placed in central area

9. Fair Themes: How do you use your Fair Theme?

• Decorating contests for local home and businesses
• Scare crow contest
• All green as a theme
• Make advertisements specific to themes
• Use the theme through all programs and classes
• Environment theme can be crossed over to various community events
• On grounds specific to theme i.e. decorating large hay bale
• Have contests to pick theme
• Have junior directors pick it
• Make sure books has theme ideas throughout it
• Before end of school year work with them on theme specific education
• Logo contest
• Base it on other community events
• Mascot
• Bee at the fair
• Theme as cover of material coming out of the fair
• Decorate all building to match theme
• Catch phrase relating to theme
• Parade should incorporate theme in floats
• Gift bags decorated with theme
• Get 4-H involved
• Advertisement to match theme
• Game show using theme
• Photography to utilize theme
• Demonstrations relating to theme activities

10. Low cost activities for youth at your fair:

• Greased Pig contest by Junior Farmers
• Lawn tractor pull of teenager drivers
• Blindfolded lawn tractor slalom - two person team, driver
• blindfolded, partner using microphone from sidelines
• Bike racers - categories divided by age or weight
• Dropping labeled beanbags from a height (pole, cherry picker)
• into held dollar store buckets - prizes donated by local dollar store
• Bouncy rides - inflatable
• Bale roll, several coloured popsicle sticks, numbered are inserted into round bale of straw, prizes donated by dollar store
• set out on table (or loonies) number of prizes controlled - roll out bale partially, kids can come back and prizes remaining - try again-roll out bale further
• Log sawing contest, bale throwing, nail hammering, farmer Olympics, do you have it in you to be a farmer?
• Army obstacle run (ask local contingent to set up)
• Junior contests in homecraft. Special teen section, with one or two sections from each class (baking, sewing, crafts) taken from their sections but open to teens only
• Complementary pass to fair for volunteers assistance at outside or/and fundraising activities of the fair
• Twoonie night more affordable for youth, include with price for unlimited rides at midway
• Battle of the bands
• Races and other youth activities-potato sack race, 4 people on a plank, egg and spoon, toothpick and lifesaver
• Invite rural children to sponsor and work with calves (other animals as well - 4-H on local farms-animals is property of farmer but cared for by child)
• Tug of war for teens (age separation?)
• "Fear Factor" Jell-O, mud etc
• Air band competition
• Family dance - split so underage cannot get booze
• Get youth on the fair board
• Value ideas, no matter how wild. "If you shoot it down it will never fly"
• Junior fair board members responsible for and put on one event
• "Survivor" farm edition
• Reptiles
• Events for Junior Ambassador at convention
• Allow youth to think up their own activities
• One day/night where one amount allows unlimited access to rides (Conklin yes, others no)
• Car stereo competition - use decibel reader
• Remote control car races
• Stilt race
• Go-cart race
• Informational display of cow varieties, sheep, etc (not enough farmers for competition in the area)
• Friday high school parade competitions between schools (rooms, grades)
• Hay bale race
• Sack race
• Duck tank for teachers
• Scholarship based on volunteers hours at fair and fair related activities
• From a young representative let the kids make up their own activities and run them - with an adult overseer
• Wll games local electronics or software shop sponsoring
• Pedal pull, bag races, one legged
• Sumo wrestlers
• Scavenger hunt

11. Recording and calculating volunteer hours:

• Have individuals sheets that directors are given at each AGM and then asked to keep track of hours and return when full to secretary
• Volunteers hours kept in office and directors are asked to fill when in office with volunteer hours
• Committee chairs keep track of hours and submit them monthly
• Secretary keeps track of hours
• At each board meeting secretary ask for estimate of hours from each board member
• Email hours weekly to fair office

12. Something New that worked for you:

• Celebrated sports teams at fair and other special events
• Themes
• Community harvest (not market)
• Fireworks
• Rooster crowing
• Sunflower seed spitting
• Place cards about fair at restaurants
• Idol contests (good MC needed)
• Demolition Derby (big)
• Home depot looked after bird kits
• Send ambassador to school classes
• 700 pea plants given out to schools , 50 returned by students that had not been part of fair prior to this
• Bicycle draws

13. Developing a Junior Ambassador Program:

• Junior ambassadors who come to convention are like a fish out of water
• If enough junior ambassadors perhaps could a workshop just for them
• Ages discussed 13 - 15 and 9 - 12
• Judging tell a story about yourself and interview
• Must have chaperone with them at all times
• Find out what fairs have a junior ambassador and encourage them to attend convention
• Make sure junior ambassadors have specific responsibilities
• Tiara should be smaller to not take away from Senior
• Ambassador
• One fair has junior ambassador promote a specific event at the fair
• Have separate pageant for junior so their friends can support it
• Go into schools to research and promote program
• Promote the program to teachers
• Have Sr. ambassador visit and promote to schools
• Suggested instead of ages could use grades as criteria
• Could create a display board on yourself or a scrapbook
• Could have meeting prior to judging to prepare maybe hold a carwash to promote program
• Must be utilized at the fair (promoting the fair and community)
• Have junior ambassador speak at public schools
• Have Sr. ambassador speak to future junior ambassadors
• Incorporate 4-H and other young clubs in order to pick a Junior Ambassador
• Recruitment look for youth outside of immediate community - bigger number of contestants
• Speak to schools and explore opportunities for this to work
• Junior ambassadors encourage them to become senior ambassadors - more comfortable and outgoing.
• Always have a chaperone with junior ambassadors as young children need guidance, safety and support
• Less rules and regulations will increase involvement of youth
• Scholarship program for youth
• Question to look at - does junior program deter from senior program
• Encourage fun
• Ambassador program encourages life skills learning and personal development
• Form specific committee than devote time to this program as support is so important for it to work and continue
• Again encourage both males and females
• Maintain separation from junior and senior program in all areas including what prizes are given out
• Maybe have junior competition more casual for two reasons;
  1. if fun more likely to take part in senior program,
  2. because we are rural fairs

14. How to encourage youth to join your fair board:

• Have meetings fun
• Freedom to organize events
• Willing to take risks
• Want to educate agriculture awareness
• Up dated web site is needed to attract youth
• Face book meetings
• Liaison with main meetings
• Need own budget
• Problem that can make this difficult; fair timing all headed off to school or summer jobs, voting age, transportation issues to meetings etc
• Implement junior board meeting using a link to main meetings
• Support needed from all involved with fair
• Advertise specific responsibilities for youth
• Join with other students groups and make links
• Work with schools and put programs together
• Have connection with executive and a youth rep
• Advertise in schools for youth
• Mentoring program for youth
• Youth have their own meetings
• Have youth staff a information booth they could decorate and work on interacting with those coming to the fair
• Youth day at fair
• BMX competition
• Sometimes board members must realize we need fresh ideas and let the youth be in change of an event to change with new ideas
• Reading your way to the fair involve youth
• Do not give them grunt jobs make sure you give them important work
• 4-H involvement very important
• Entertainment should attract youth
• Make them feel comfortable
• Affirm the youth and the work they do for you
• Don't overwhelm them give them time to learn the ropes of the fair

15. Keeping your prize book current;

• Make sure direction of committee is clear
• Separate committee for prize book
• Advertising as part of book
• Committee changes need to come from chair of various committee with sign offs before book goes to print
• Binding?
• Advertising revenue can pay for book
• Make it look professional
• Create and maintain image so you look credible
• Print separate one for children that can be given out at schools
• No theme in book so it can used again with very little changes
• Mail out of prize is important
• Schools are becoming less committed to assisting some local fairs with getting information out to students will need to look at other options
• No entries in an class remove it from book and put in a new class
• Be willing to make changes as they are needed and suggested by others

16. Ontario Fairs - "A snapshot in Time"

• Past presidents used this time to sell book.

17. OAAS sponsored competitions (cookies, quilts etc):

• Machine quilt instruction not specific - 48" x 48"
• Measure perimeter 48"? 192 clarified by attendee - rules ok
• Posters, prize money should be for local fair and district
• Quilts not right size should not go to district
• Bread recipe must accompany for proof of 60%
• New competition rules should be mailed out to judges as well
• Double the competition rules pages and label one set to be given to homecraft department
• Suggestion different competitions might be better eg. Change to fruit cake because of freshness of bread or cookies when they get here
• "new rules" for machine quilts competition should have been red flagged so fairs would be aware
• New Rules should be announced at fall and spring meetings so this can go to district meetings
• District director's needs to keep judges list updated. Making sure judges are qualified to judge. Have they had any updating?

18. Does your fair have a grievance policy for exhibitors?

• Have the fairs at the table had a policy some did not know
• Policy should be written in book and then placed in hall
• Have a specific committee that would look at procedure
• Make sure that procedure is clear
• Written grievance within 2 weeks of fair with a $25.00 deposit to the secretary
• Written grievance to board with 72 hours of fair closing

19. What changes are impacting homecraft at your fair:

• Long arm quilting making sure that classes are included in fairs
• Culinary arts
• Need to make changes yearly so that this will attract new exhibitors
• Need to be willing to change to attract new ethnic groups
• Take a chance and bring in new groups with new ideas
• Change with times
• Have a entire section on environmental or recycled items in your fair book
• Continuous demo going on during fair i.e. scrap booking, cooking, clay work etc
• Cooking for children
• More additions to include diabetic cooking, low fat, non-gluten etc
• Quilting 3 categories; long arm, machine, hand
• Advance list is important and should be out 6 months before fair
• Create a measuring tape on the back of your book
• Cost of ingredients continue to increase so prizes need to change