2015 Final Wisconsin Farm Technology Days Report
Dane County
Sign Committee
Committee Overview
The Sign Committee is responsible for transporting, storage, maintenance and organizing signs that are used from show to show. Upgrading signs, ordering new, then distribution and installation/take down of signs in common areas and as needed by other committees.
Committee Responsibilities
1. Arrangement of transporting the sign trailer and twelve trams from previous show and storing them.
2. Obtain inventory list from previous show and distribute copies to the committee chairs.
3. If possible, unload sign trailer months prior to show and organize the signs by committees.
4. A budget must be completed and submitted to the Executive Committee.
5. Work with all committees to assist in creating new signs that are needed.
6. Responsible for processing and monitoring sign orders for all committees.
7. Work with sign vendor to create all signs including large signs identifying host farm and Farm Technology Days site.
8. Responsible for putting up and taking down signs in common areas and assist all committees with installs and take down as needed. Note: Traffic committee works with the County Highway Dept. to put up and take down highway signs due to specific regulations of the DOT.
9. Responsible for putting up and taking down flag pole at FTD Headquarters
Committee Structure
1. Executive Committee – ( 1)
2. Sign Committee – (2) Co-Chairs
The Co-Chairs work with the other committee Co-Chairs to determine sign needs.
3. 16 volunteers were recruited for sign installation and take down, but not used all at the same time. Need volunteers prior to show and after show.
Budget
Chair creates budget using the 3 year average of Sign Committee expenses and adds 20%.
When the sign can be used for future shows, the cost is put to the Sign Committee, along with general signs created which are not specific to the other committees. Further discussion is needed with Executive Committee how signage will be accounted for and how each committee should budget.
Timeline
· One year prior to event
o Attend previous show and meet with Sign Committee Co-Chairs
· Seven to Eight months before the event
o Co-Chairs attend county meeting of previous and future shows
· Six months prior to event
o Co-Chairs meet to discuss timelines, how to recruit volunteers and an overall sign request plan
· Four months prior to event
o Unload sign trailer and placed all signs in a facility offered by the host family.
(Needed to move them by foot, 12 people for 2 hours)
o Moved all highway signs to facility; Traffic Committee needs to see these at least 4 months prior. (3 people for 4 hours)
· Three months prior to event
o Organized signs by committee (2 people for 2 hours)
o Confirmed inventory list, distributed list to all other committees along with photos of the area where they’ve been sorted.
o Confirm UTV and equipment needs with Grounds Committee
· Two months prior to event
o Worked with Media committee for their sign needs for Media Day, sponsor banner created
o Media Day road signs installed (2 people for 2.5 hours)
o Attended Media Day and manned the Sign Committee table (no media visited)
o Removed Media Day road signs (2 people for 1 hour)
· One month prior to event
o Attend Safety Training for golf cart and UTV’s, required to be able to use
o Receive requests from various committees for new signs
o Notified volunteers of timeline for sign installations
· Three weeks prior to event
o Loading Dock signs installed and extras needed on roads to easily direct semi traffic
o Tent city maps enlarged and put up at Grounds trailer and on site at entrances
o Street signs assembled (2 people for 2 hours)
o Once tent city is staked out, street signs can be installed, or use temporary signs if streets are narrow and actual street signs may get hit and damaged.
For metal street sign installation; Small auger used on skid steer, attach street signs to poles (metal poles are on tram), set pole in and pack dirt around to secure in place, ( 6 people for 4 hours).
o Install Grounds, Headquarters and Media Trailer signs as soon as trailers are on site (New “Headquarters” sign needs to be made for 2016 show, discarded old damaged wood sign, photo will be furnished)
· Saturday prior to event
o Installed 20 signs that need posts; Beef, Agribusiness, and Youth tents, Field Demos and miscellaneous - used skid steer with auger (4 people for 4 hours)
o Met with various committees on site
· Monday prior to event
o Zip tied signs to street sign poles; arrows to Restrooms, First Aid, Food and ATM
o Assisted various committees with sign installs, mostly the Gate Admission areas
o 8 volunteers for 2 hours, 2 volunteers working with the 2 Co-Chairs for the entire day
At the Show
· Two Co-Chairs were on duty throughout the show to maintain signs and make any necessary changes or repairs. Windy previous day of show, needed to straighten posts and signs before show started on first day.
· Co-chairs attended all committee meeting Tuesday and Wednesday evenings.
· Assisted the Parking committee Tuesday evening with additional signs that were needed.
· Able to help out other committees during the show.
· Thursday one hour before the show ends; Take down Admission gates as instructed by Headquarters for Exhibitor exit plan (2 people)
After the Show
· Thursday - take down signs where able, based on traffic
· Friday - take down signs, inventory all signs and organize in sign trailer (6 people for 6 hours)
· Weekend after show; remove any road and on-site signs that remain, take down and take apart street signs (6 people for 3 hours)
Equipment Needed
· A pair of two-way radios for Co-Chairs during the show
· Skid Steer with auger to drill holes for posts
· 4 UTV’s used prior and after the show, 2 UTV’s during the show
· Assortment of tools; cordless drills, levels, tape measures, hammers, shovels, tamping stick, screws /washers, zip ties, 4mm hex key for street sign assembly
· Pickup trucks are helpful
Volunteers
The sign committee needs volunteers to install and remove signs. We had 16 volunteers working various times. Recruit more volunteers than you will need, as work schedules are always challenging to work around.
Additional thoughts for a successful Farm Technology Days show
· Reach out to the other committees if you do not hear from them at least one month prior or sooner depending on the sign vendor being used for their sign needs and make a deadline for sign orders.
· Extra signage would be nice on more sides of the Food tents to identify them better
· Work with the Parking Committee on a good marking system to help attendees find their vehicles
· Have more signs posted as to where the Field Demo and Farm Tours are located
· Post signs where exhibitors and attendees are not permitted for safety of all
· Reminder: There is not a “Headquarters” sign for their trailer. This will be needed at least two weeks prior to the 2016 show.