MARION COUNTY FAIR STRATEGIC PLAN TASKS BY MONTH

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1 - Fair Board ONGOING TASKS Description Resp. Party No Particular Start Date: Accounting for sponsorship MC,, Treas Marketing consultant will maintain regular communication with Fair Board, board designee, sponsorship consultant and event coordinator MC On-going training- Oregon Fair Association conferences; August regional fair meeting at fairgrounds, Monthly: Monitor and coordinate tasks, getting an early start on key tasks in all areas of the fair EC, Present a Treasurer s Report Regularly Treas. Periodic: Participate in community events such as booth at AgFest, Awesome 3000, etc. As Needed: Provide orientation and member notebook, Update member directory From October On: Maximize use of free media (press releases, radio promotions, etc) in addition to traditional print, radio, and television advertisements MC From January On: Further develop state fair/mc fair cooperation- more effective layout; communication of needs; fencing, better signage,, EC Increase communication around gates, parking, camping, and tickets, EC.1.2 Work with Event Coordinator on potential entertainment as a draw for fair attendance, EC.7.1 Work with Youth Impact and other youth groups to build on teen day EC G:\Administration\Fair\Strategic Plan\Tasks by Month_12 1

2 - Fair Board From February On: Schedule opportunities for fair board members to increase public awareness through presentations, promotions at service clubs, chambers and other public meetings Increase public participation in Open Class events, 2.2. Explore other venues- library/mall displays, chamber press outlets, Saturday Market, First Wednesday, Iris Festival 2.2.b Target Chamber newsletter articles Create activities that draw cross-cultural participants EC From April On: Maintain two information booth notebooks, Vol. Coord..1.1 Send press release seeking entertainers; respond to requests for participation that come in through the fair office.7 Senior Plan, 1 Build on previous year s senior activities (demonstrations, acts, games, booths, etc.) BOC staff, EC, OC Point Per. TASKS BY MONTH Mo. Number Description Resp. Party # Per Mo. Aug Hold an August fair recap meeting to address the positive and negative, EC, components of the most recent fair.6.7 Members to submit their attendance numbers at August recap meeting if have not already done so., EC, Sept Select a marketing/sponsorship coord. as needed Submit sign/banner application to City of Salem (9/15 applications accepted) Hold Volunteer Appreciation Night, EC,.1.3 Discuss whether the fair should feature a "big name act", EC,..6 Hold open class superintendents' post fair meeting OC Point Per., G:\Administration\Fair\Strategic Plan\Tasks by Month_12 2

3 - Fair Board Oct Maximize use of "free media" (press releases, radio promotions, etc.) in MC addition to traditional print, radio, and TV ads Select an Event Coordinator as needed.2.1 Identify Talent Show Coordinator Schedule/attend work session with BOC for annual report; prepare docs., EC, Update Strategic Plan, Nov Analyze ticket prices, promotions, fees, ribbons for open class, and passes, for impacts on revenues 1.2. Analyze expenditures to determine where efficiencies can be gained, or costs can be borne by a sponsor Determine fair hours Determine ticket prices Develop press release topics and timelines EC,, MC, BOC Seek "Zero Waste" proposals (deadline no later than mid-november) EC, Treasurer, 3.1. Identify the responsible person for exhibit hall logistics, stage and commercial vendors Election of Officers Dec Board members set indv. goals to recruit new vendors/sponsors to the fair Have a discussion re: vision development Reminder to pick fair theme in January, Identify carnival vendor as needed (next RFP 2011), County process 3.2. Identify security/ticket taking agency (next RFP 2013), PW G:\Administration\Fair\Strategic Plan\Tasks by Month_12 3

4 - Fair Board Dec Make work session presentation Review Bylaws and communication/conflict resolution docs Review Management Agree. every 5 yrs. (next Dec. 2012) Update Business Plan every 3 yrs. (next Dec. 2012) Jan Review pricing structure for vendors P. Zielinski,, EC Review special days (Sr./Teen Day) ticket pricing Build on broad-based marketing approach (TV, radio, internet/social networking, newspaper ads, yard/field signs, banners, etc.), MC 2.1.6a Vote on fair theme in board meeting, Update flow chart of board members' responsibilities including backups Identify ground crews to do set-up and takedown EC.1.2 Work with event coordinator on potential entertainment as a draw for fair attendance EC,.2.2 Contract with sound and lights contractor.6.5 Discuss continuing the beer garden, Pretty Baby contest, GSS, Oregon's Best contests, State Grill-Off, etc..7.1 (Teen Plan) Work with youth organizations to build on teen day activities EC.7.1 (Family Plan) Contact Boys & Girls club and other family organizations re: the children's area.7.2 (Family Plan) Work with Marketing Coordinator to get sponsors for additional children's activities and pony rides Member, EC, MC Feb Adopt financial controls to authorize expenditures and stay within the budget Treasurer Adopt marketing budget G:\Administration\Fair\Strategic Plan\Tasks by Month_12

5 - Fair Board Feb Present new fair theme logo to board MC 2.2. Explore other venues (library/mall displays, chamber press outlets, Saturday Market, First Wednesday, Iris Festival, etc.) 2.2.a Target chamber newsletter articles Create activities that draw cross-cultural participants 3.2.1b Schedule event coordination/role definition meeting Present fair layout (including booths) to fair board EC,..5 Place open class application and information on web site BOC, Open Class Point Person, Mar Negotiate agreements with State Fair on parking and fairgrounds rental Board chair,, Treasurer Schedule opportunities for members to increase public awareness through presentations, promotions at service clubs, chambers and other public meetings Negotiate the use of state fairgrounds for the fair activities and events EC Identify process for data collection by end of fair (post fair report),..1 Inventory ribbons, order exhibit tags, update dept. classes per superintendents' requests OC Point Per.,.5. Vendor issues- complaints; hand holding sales (sell booth); vendor/fair expectations; improved inside layout; change outside layout; re-look at food vendors' contract re: deposit EC, P. Zielinski (CV), Member (FV), April Send press release seeking entertainers; respond to requests to participate that come into the fair office BOC, EC,..2 Get sponsors; work with Marketing Coordinator EC, MC,..3 Organize activities for exhibit hall stage EC, OC Point Per. G:\Administration\Fair\Strategic Plan\Tasks by Month_12 5

6 - Fair Board April.. Hold superintendents' meeting; assure superintendent positions are filled OC Point Per..6.1 Coordinate dog related activities EC.6.2 Incorporate Petting Zoo S. Gubbels,.6.3 Organize and develop other activities EC.6. Organize farm equipment displays EC.7.1 (Senior Plan) Build on previous year's senior acitivities (demonstrations, acts, games, booths, etc.) EC, OC Point Per. May Interface with other state fairgrounds events occurrring at the same time as county fair MC, Fair Chair, State Fair, Increase public participation in Open Class events, Further develop state fair/mc fair cooperation- more effective layout; communication of needs; fencing; better signage., EC, Develop Grange log cabin agreement 3.3. Increase clarity of process with security personnel- who does what; informational (print, signs, etc.) Provide event listing information for program publication to Event Coordinator.3.1 Create detailed work orders S. Gubbels, EC,, H/FFA.3.2 Hold meeting with State Fair to address logistics, parking, work orders, barns and other issues,, H/FFA.3.3 Discuss any needed changes for H/FFA,, H/FFA.3. Develop MOU with open class animal groups (pygmy goats, llamas) S. Gubbels,.7.2 (Senior Plan) Coordinate veteran's uniform display with Mac MacDonald (pre-fair), OC Point Per. (on-site) G:\Administration\Fair\Strategic Plan\Tasks by Month_12 6

7 - Fair Board June Create activities schedule to help with public awareness and insure coordination. (Working schedule master list of specials, daily printout.) EC, Confirm garbage and clean-up is handled by an organization; coordinate any H/FFA specifics with them EC, H/FFA Maintain two information booth notebooks D. Dolby, Improve "signage" throughout fairgrounds; include posting prices at ticket booths EC Increase communication around gates, parking, camping, and tickets Review Emergency Plan EC,,.5.1 Maximize commercial space in exhibit hall and outside EC.5.2 Commercial vendor coordination, P. Zielinski, D. Dolby.5.3 Food vendor coordination, N. Leao Update PowerPoint presentation for chair to present Fair Highlights to BOC Updated 2/9/12 G:\Administration\Fair\Strategic Plan\Tasks by Month_12 7