2013 Final Wisconsin Farm Technology Days Report
Barron County
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Committee Overview
Describe your committee’s responsibilities (big picture).
Example: Merchandise Committee: Ordering and selling apparel before and during Farm Technology Days…
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Committee Responsibilities
List your Committee’s duties and the primary tasks.
Example: Commemorative Tractor Committee:
· Select a model Commemorative Tractor for the 2013 WI Farm Technology Days
· Select a manufacturer to produce Commemorative Tractor and negotiate a contract…
· Develop a sales campaign …
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Committee Structure
Describe how your committee was structured along with a description of the responsibilities of the committee members.
Example: Food Committee
Committee Chair and Co-chair
· Recruit committee members (why did you select the people that you did select?)
· Organize the committee into sub-committees and describe the role of each sub-committee
· Recruit volunteers to serve food
· Describe the responsibilities of the various volunteers (Tent Coordinators, etc.)
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Budget
Outline the amount of money allocated to your committee and a general description of how the funds were spent. Provide as much detail as you can, keeping in mind the things that you wish previous host counties had shared with you.
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Timeline
Include a timeline of major activities of your committee and a brief description of each activity listed in the Timeline.
Example:
· Three years prior to event
o Appoint committee chair and co-chair
o Recruit committee members
· Two years prior to event
o Select sub-committee chairs
o Attend WIFTD training meeting in Plover
· One year prior to event
o Monthly committee meetings to plan…
o Attend previous county FTD show
· Six months prior to event
o Submit tent request to Tent City Committee
o Safety training for volunteers
· Four to Six weeks before the event
o Final training of volunteers
o Set up at the show
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At the Show
Set Up: Describe when set up took place, individuals needed for set up, the amount of time required and any other set up concerns. Describe your committee’s cooperation and interaction with other committees.
Example: Grounds committee was on site four weeks prior to the show. The Grounds trailer was placed three weeks prior to the show opening and was staffed with five volunteers from 8:00 a.m. to 5:00 p.m. each day, Monday through Friday. Worked closely with the Tent City Committee regarding the use of utility vehicles and usage.
During the show:
Example: List as many measurable items as possible…cars parked per hour, brats served between 11:00 a.m. and 12:00 noon, number of visitors passing through admission gates from 9:00 – 10:00 a.m., etc.
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Equipment Needed
Use this section to outline the items used at the show. This should include items requested from other committees. You may wish to provide a very brief description of how each item was used. Include your plan for disposal/sale or use of surplus supplies, merchandise, or food to decrease or eliminate loss of revenue.
Example:
o All-purpose vehicles (include the number of units and the number of seats per unit)
o Golf carts (number of units…)
o Radios
o Tele-handlers, skid steers, tractors, tables and chairs, etc.
o Try to list as many numbers as possible and be as specific as possible
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Volunteers
Explain how your committee recruited volunteers, the time for recruiting and when they were needed (before, during, and after the show). Include methods of communication with volunteers to keep them updated. How many volunteers worked in your area and how many were assigned to each job or task?
Example:
o Volunteer Job Descriptions (as well as the number of volunteers for each job)
o Volunteer shifts/schedules – explain how the shifts were distributed during the show and why
o Training – List trainings that were required for volunteers (committee specific, APV and golf cart safety training, tram driver training, etc.) List how much training was held, when, who led the trainings, topics covered and what training material you used.
o Tracking volunteers – how did your committee record track volunteers for training and insurance purposes?
o What provisions did your committee need to make for last minute training sessions for volunteers enlisted just before the show?
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Additional thoughts for a successful Farm Technology Days show
Please list any ideas/tips/thoughts that would be helpful to know for future FTD volunteer leaders.
Example:
o Knowing what you know now, what would you do differently?
o What plans did you change prior to the show and why?
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