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