North Florida Fair Department 210 Co-Chair

North Florida Fair Department 210 Co-Chair

Job Description

Purpose: Work with the chair and district agents to plan and coordinate the check-in, judging, and display of 4-H Exhibits. Work with chair and other 4-H department chairs to plan, implement, and evaluate 4-H Day at the North Florida Fair.

Responsibilities:

General Duties

§  Attend 4-H Department meetings and take minutes of the meetings

§  Attend Chairpersons meetings as scheduled by Fair Office

For Check-in of Exhibits

§  Arrive early and help chair set up plenty of tables around the building to place exhibits on. Attach signs to tables indicating the class name and junior/senior divisions with poster putty so volunteers will know where to place an exhibit once it’s been checked in.

§  Help chair set up a long table for the check-in desk. As counties or individual members bring in exhibits, check them off of your sheets and make any necessary corrections. Be sure that entry tags are firmly attached and completely filled out. It is also helpful if Agents or volunteers write the county name on the back of the tags.

For Judging of Exhibits

§  From the lists of judges’ names and addresses that district agents provide (you may need to remind agents to send them to you), develop a database for your form letters.

§  Mail letters to judges (see form letter on disk) with event date, time, and location information. Also include a copy of Judges’ Responsibilities, Map and Directions to Fair Grounds, and Judging Guides/ Score sheets for their class. All of these documents are located on the disk under the file “Judge’s Correspondence.” Be sure to CC at copy of the letter to the judge’s county agent.

§  Make up nametags for the judges and recorders.

§  Arrive early and help set up refreshments for judges.

§  Remind chair to pick up the sheets to record ribbon colors from the Fair Office. The sheets should have the class name (Junior or Senior) and all of the tag numbers for that class. Recorders for each class will record the ribbon color (determined by judges) for each exhibit. These sheets will then be turned back into the Fair Office and entered into the computer so that members can get paid.

§  Pick up the ribbons (the Fair Office will let you know where they are stored and may need to unlock the door for you). You will need plenty of Blue, Red, White, and a few green (participation) ribbons. Also, don’t forget the rosettes for Award of Merit.

§  Distribute nametags to the judges and recorders.

§  Work with Kay and the chair to conduct the judges/recorders orientation (refer to the orientation checklist for help). Suggested start time is 9:15AM. You will need 30-45 minutes for orientation, and at least 2-2 ½ hours for judging.

§  Help chair distribute clipboards, pencils, and judging sheets to recorders, and help distribute judge’s packet to judges.

§  After judging, help chair look over judging sheets to make sure that each tag number has a ribbon color recorded.

§  Remind/help chair to turn in judging sheets to Fair Office.

§  Help chair arrange exhibits for display in an attractive manner.

§  Send thank you letters to judges. Be sure to CC a copy to the judge’s county agent.

For 4-H Day at the Fair

§  The Co-chair is in charge of the awards ceremony.

§  A few weeks before, contact the District Council Advisor to set up a time to meet with District Council Officers to set up for the awards ceremony.

§  Bring a copy of the awards script for the officers (print out a copy from the disk).

§  That morning, distribute the announcing sheets to each contest coordinator (Consumer Choices, Horticulture Judging, Ag Judging, and Share-the-Fun). Remind chairs to return the sheet to you in plenty of time for the awards ceremony.

§  Meet with the District Council Officers and distribute the script. Have them help you carry the trophies, ribbons, and rosettes to the stage (the Fair Office can tell you where they are stored and may need to unlock the door for you).

§  Supervise the officers to set up tables and arrange the awards in the order they will be presented.

For Check-Out of Exhibits

§  Remind/ help chair get check out sheets from fair office

§  Set up a long table to use for the check out desk

§  As agents/volunteers bring exhibits to desk, have one person call out tag # and ribbon color. Another person checks the sheets to make sure that the ribbon color has been properly recorded. Be sure to highlight any changes/corrections.

§  Remind/ help chair turn in corrected sheets to Fair Office.