DUTIES OF THE 4-H CLARK COUNTY FAIR SUPERINTENDENT

DUTIES OF THE 4-H CLARK COUNTY FAIR SUPERINTENDENT (Please contact the WSU Clark County Extension 4-H Office for a formal Superintendent Job Description & the spreadsheet entitled A 4-H Superintendent s Year by Tasks. An additional project-specific spreadsheet is available for 4-H Horse Superintendents.) You are an important part of the Clark County Fair and the Washington State University Clark County Extension 4-H Youth Development Program. The Fair Board and the 4-H Program appreciate that you are a volunteer. They count on you to represent both 4-H and the Fair in your community as well as help conduct the activities of the Fair to benefit the fair-going public and 4-H youth exhibitors. Remember that for many 4-Hers, the Clark County Fair is the culminating event of a year-long, hands-on learning experience with their projects during which they receive recognition for their achievements. Under the coordinated direction of the Fair Manager and the WSU Extension 4- H Youth Development Program faculty, 4-H superintendents have full charge of the department to which he or she has been elected and approved. Exhibitors must follow the Superintendent s orders related to all matters related to exhibiting, including placing and showing exhibits. BEFORE THE FAIR Become familiar with eligibility rules and entry processes. Only 4-H members who are enrolled by the last business day of March of the current 4-H year are eligible to exhibit at the Clark County Fair. Encourage fair entries from 4-H youth, and urge 4-H parents and leaders to do the same, since it is a wonderful opportunity for youth to continue their learning and be recognized for their achievements of the past 4-H year. There are four types of entry forms specific to 4-H: dog, horse, other animals, and 4-H activities. 4-H exhibitors in Still projects use standard Clark County Fair entry forms. All entry forms are available on line at HYPERLINK "http://www.clarkcofair.com" www.clarkcofair.com and HYPERLINK "http://clark.wsu.edu" http:// clark.wsu.edu. 4-H entry forms are also available in hard copy from the WSU Clark County Extension Office. A 4-Her s exhibit number is made up of her/his club number and member number (separated by a dash). These numbers are available from club leaders and the WSU Clark County Extension 4-H Office; they are also available on the fairgrounds during the fair at the 4-H Office located in the Still Exhibit Area. Identify and prepare your exhibit area. Identify the space that has been set aside for your department; this information is usually made available during the pre-fair meetings for superintendents hosted by the Fair Manager and Fair Premiums and Awards Committee. These meetings typically occur in May; please plan to attend. Animal Superintendents and the Still Exhibit Area Coordinator should make appointments with Clark County Fair Facilities up to

two (2) weeks before Fair for any special needs related to set up in their exhibit buildings and/or areas. Superintendents of Still Exhibit projects should contact the Coordinator of the 4-H Still Exhibits Area for specific space assignments; the Coordinator s name and contact information are available from the WSU Clark County Extension 4-H Office. In other words, Superintendents of 4- H Activities and Still Exhibit Projects need NOT make appointments with Clark County Fair Facilities, since the 4-H Still Exhibit Area Coordinator will does so on their behalf. The Saturday prior to fair has been reserved with Facilities as final set up day for exhibits and cleaning in the Still Exhibit Buildings. All Superintendents and Assistants, or designated replacements are expected to be present and assisting with these important tasks. If you cannot be present, make alternate arrangements with the 4-H Still Exhibits Area Coordinator in advance of that Saturday. Please bring your own tools. Except for skirting material (which is available directly from Fair), 4-H Superintendents should submit requests for Ribbons, Supplies, Maintenance, Sound Equipment and Signs by completing Request Forms for these items and submitting them directly to the WSU Clark County Extension 4-H Office by their due dates. Except for Ribbon Order Forms (which Superintendents will receive from the WSU Clark County Extension 4-H Office), order forms are available in this packet, and online at HYPERLINK "http://www.clarkcofair.com" www.clarkcofair.com and HYPERLINK "http://clark.wsu.edu" http://clark.wsu.edu. Please note that it may not be possible to honor Request Forms turned into the 4-H Office after the due dates. Thank you in advance for planning ahead. Arrange for Judges. While it is the Superintendent s responsibility to make arrangements for obtaining judges, the 4-H Youth Development Program encourages Superintendents to work closely with project leaders to choose judges that reflect the project s educational activities and goals. Once you have selected judges please complete a Judges Request Form (available in this packet and online at HYPERLINK "http://www.clarkcofair.com" www.clarkcofair.com and http://clark.wsu.edu) and return by the due date to the WSU Clark County Extension 4-H Office (usually April 1 of the Fair year). Any judge requiring overnight accommodations must be pre-approved by the Fair Manager if the cost of those accommodations is to be paid by Fair. All judges must have a signed Letter of Intent and W-9 on file before the judge s packet (including gate and fair pass) can be sent to the judge by the Fair office. If entries are to be judged on the Thursday prior to Fair and you anticipate that judging will go beyond 11 pm, you must coordinate with the Premiums and Awards office prior to the Monday before Fair to ensure adequate building access and security. Plan early to get the best judges.

AT THE FAIR: You must follow the rules and regulations of a) the Clark County Fair (available online at HYPERLINK "http://www.clarkcofair.com" www.clarkcofair.com under Exhibitor Information), b) the Washington State Extension 4-H Youth Development Program Policy (EM0758e, available on line at HYPERLINK "http://4h.wsu.edu" http://4h.wsu.edu or at the WSU Clark County Extension 4-H Office), and c) any project-specific or county 4-H rules. Keep your Fair rules and 4-H State Program Policy handy as references to answer questions about membership, eligibility, animal ownership and management, and safety). In the event you cannot solve a problem involving 4-H, contact the WSU Clark County Extension 4-H Office, which is located on the fairgrounds in the 4-H Still Exhibit area during the 10 days of Fair. You may also consult with your 4-H Executive Board project liaison and the 4-H Representative to the Fair Board (the WSU Clark County 4-H Extension Office has their names and contact information). In addition, the 4-H Executive Board and 4-H Faculty welcome you to their daily noon meeting during fair for consultation and troubleshooting (for meeting location check in at the 4-H Office on the fairgrounds). For urgent issues related to facilities contact Fair Management (see the Hazard Report Form in this packet) and notify 4-H staff, as well. Direct the calling of classes. Animal Superintendents direct the call of classes for showing, in accordance with the printed schedule to the degree that is possible. Judges time sheets need to be filled in completely. The number of exhibits, 4-H exhibitors, date, time in, time out, and hours worked must be included. The sheets must be signed by both the superintendent and the judge prior to being turned into the 4-H Office on the fairgrounds. Please turn them in as soon as possible following the completion of judging for your department so that the 4-H Office can forward them to the Fair s Premiums and Awards Office in a timely manner. Statistical data from these forms is maintained for each department and used to apply for State funds for next year s fair. Receiving exhibits. Exhibits must be accompanied by entry forms. Animal and 4-H activity exhibitors fill out entry forms prior to fair and must submit them to the WSU Clark County Extension 4-H Office by the last business day of June; once copied, these entries are available to Superintendents. Superintendents of 4-H Activities are responsible for scheduling exhibitors for their activities and communicating the scheduled dates and times to the members. If the assistance of Extension Office staff is needed to accomplish this, please be sure to ask and make arrangements in advance. Still exhibit entry forms (including Educational Displays) are filled out at the fairgrounds by the exhibitor on Entry Day using standard fair entry

forms. Still exhibitors also complete a two-part entry tag, half of which is returned to the exhibitor to serve as an exhibit claim ticket after Fair. It is the responsibility of the Superintendent to accept or reject exhibits; in particular, the Superintendent must make sure the exhibit meets department requirements, including member enrollment in the required 4-H project(s). It is the duty of the Superintendent to make corrections, as she/he deems necessary, if an animal or article is entered in a division or class in which it does not belong; judges may also do so. Superintendents are responsible for managing entries in their respective departments within the space allocated. Superintendents are charged with ensuring that exhibitors do not hold or occupy stables or stalls until their stock has arrived on the grounds, been entered on the books of the department, and passed the required animal health inspections. Exhibits or exhibitors for the first half of fair must be in place by 8 am on the opening day of Fair, or at 8 am on Wednesday for those in the second half of Fair. Late entries are accepted at the discretion of the Superintendent. Plan a space for judging. This will often call for a table and chair, which you must request using the Maintenance Needs Form (in this packet, and online at HYPERLINK "http://www.clarkcofair.com" www.clarkcofair.com and http:// clark.wsu.edu). If necessary, acquaint the judge with the Danish system of judging used in 4-H. Arrange entries in a way that is convenient for judging. Enter awards on the entry forms. It is the duty of the Superintendent to record and double check winning and point totals on each entry form; incomplete forms will be returned to you. Return completed entry forms to the WSU Clark County Extension 4-H Office on the fairgrounds (in the 4-H Still Exhibit area) as soon after judging as possible. Please DO NOT take entry forms off the fairgrounds! Get ribbons from the WSU Clark County Extension 4-H Office on the fairgrounds (in the 4-H Exhibit area). Return unused ribbons to the same location as soon as the judging is completed. Please do not take ribbons off the fairgrounds at any time. Plan to be or provide a clerk for the judge; a senior 4-H or other adult volunteer may be willing to help. Fill out a Press Release Form (included in this packet) with the names of 4-Hers winning blue ribbons or better and return it to the WSU Clark County Extension 4-H Office on the fairgrounds immediately after judging. Arrange exhibits after judging is completed. The Fair is an important opportunity for recognizing youth, and the fair-going public likes to see names as they go through the exhibits. Youth safety, however, is our first priority. To ensure recognition of youth while protecting their identities, only names and 4-H level are used on exhibit tags; ages, addresses or other contact information

should not appear anywhere on these tags. Superintendents in the Still Exhibit projects should provide a list of 4-H exhibitors names with their 4-H levels to the Area Coordinator, who will arrange to have entry tags printed with exhibitors name and 4-H level only. These tags are then returned to Superintendents, who attach the printed tags to the exhibits for display. In the case of animal exhibits, display entry tags ( stall cards) on appropriate stalls, pens or cages. Plan some method to display the exhibits after judging so both the name and ribbon will show. A department looks better when you use the same system throughout the area. Plan security for exhibits. Be sure entry tags and ribbons are securely fastened to each exhibit. Use scotch tape, pins, rubber bands, nails or whatever is necessary. The Superintendent should not, under any circumstances, permit any exhibitor access to display cases or space where exhibits are shown. While 4-Hers should be available to meet the public and answer questions while performing herdsmanship for animal exhibits and stewardship for still exhibits, someone will be needed to watch over exhibits in the evening when contests and herdsmanship duties have been concluded but the fair is still open. (Someone must also be available at the close of Fair (10-11 pm) and Monday morning following Fair for exhibitor pick-up 9 a.m. to noon.) Superintendents in the 4-H Still Exhibit area should inform 4-H exhibitors parents that they are required to sign up for a two hour block of stewardship to help cover security needs; direct them to the Area Coordinator to do so. Please maintain good housekeeping procedures and safety procedures. Report accidents and hazards. If you witness an accident you must complete both Fair Incident Report with name, phone number, addresses of the accident victim and witnesses, as well as description of the incident with Who, What, Where, When, How and Why. Take the information to the Administration Office or the Premiums and Awards Office. If the incident involves a 4-H member, you must notify a 4-H staff person as soon as possible and submit a completed Washington State 4-H Incident Report Form, available at and returnable to the WSU Clark County Extension 4-H Office on the fairgrounds in the Still Exhibits area. Fair Management and 4-H Staff should also be notified of hazards; please complete a Hazard Report Form, available in this packet or online at HYPERLINK "http://www.clarkcofair.com" www.clarkcofair.com and HYPERLINK "http://clark.wsu.edu" http://clark.wsu.edu. Facilitate Participation at State Fair by Qualified 4-Hers. Based on their performances at Clark County Fair, some 4-H members will be eligible to exhibit at the Western Washington State Fair in Puyallup ( State Fair ) that takes place in September. Superintendents should notify those 4-Hers in their project areas who qualify for State Fair (posters eligible for State Fair should have a blue ribbon sticker placed on the back of the poster). Animal Superintendents should plan to post lists of qualifying members in public barn locations, and arrange for a project State Fair Coordinator; the Coordinator will meet with

eligible 4-Hers to help them fill out member and animal State Fair entry forms and turn into 4-H Office for review by the State Fair Animal Coordinator before being mailed to the State Fair. Still Exhibit Superintendent should notify 4-Hers of their eligibility when they pick up their exhibits at the end of County Fair, provide them with State Fair member and exhibit entry forms, and instruct them to give completed forms and exhibits to the State Fair Still Exhibit Superintendent. Superintendents may pick up State Fair forms (member and animal exhibit entry forms; parking, dormitory, hotel information; rules) at the 4- H Office at Fair as part of their ribbon packets; these forms are also available on line via a link on the State 4-H website ( HYPERLINK "http://4h.wsu.edu" http:// 4h.wsu.edu) to the Western Washington State Fair. AFTER THE FAIR Check out exhibits after Fair. Still exhibits are released the last Sunday of Fair from 10 p.m. to 11 p.m. Remaining entries can be picked up Monday morning 9 a.m. to noon. Plan in advance to have as much help as necessary present at the close of Fair to help check out exhibits. Ask for exhibitor matching claim tags to identify ownership of exhibits as you check them out. Any exhibits that haven t been claimed by Monday noon should be gathered together at that time in Exhibition Hall A. Still Exhibit Superintendents are asked to assist on Monday in preparing display cases for storage. This includes protecting glass edges with cardboard and wrapping cases with plastic wrap to prepare the cases for placement on the pallets. Animal Superintendents will follow specific directions from the Fair s Livestock Barn Superintendent (or, in the case of the Horse Department, the Fair s Horse Arena Manager) regarding release of tack, equipment and exhibits. The actual timeline may vary somewhat each year, based on activities and events on the fairgrounds each year. Changes for next year s fair. As you think of changes you would like to see made for next year, make notes, including ideas brought to you by assistants, leaders, parents and youth in your area. Needs and ideas related to Fair facilities and processes that are under the authority of the Fair Manager can be addressed in the post-fair critique meetings hosted by the Fair Manager and Fair Board (watch for dates the second full week following Fair). Changes specifically related to the 4-H project areas should be brought to the attention of the project leadership and your project s 4-H Executive Board liaison following key leader and superintendent elections in October. (Please contact WSU Clark County Extension 4-H Office if you are unsure of your liaison s name and contact information). Most changes require the approval of the Clark County Leaders Association Executive Board and the 4-H faculty person. To seek approval, project areas must complete a Premium Book Modification and Justification Form (available from the WSU Clark County Extension 4-H Office and online at http://clark.wsu.edu) no later than April 1 of the year following the most recent fair. Approved changes will be implemented at the beginning of the following 4-H year in October, allowing sufficient time to communicate and meaningfully incorporate the changes into the 4-H club experience. Thus,

because Fair takes place late in the 4-H year, approved changes based on this year s Fair will be incorporated into the Fair that occurs approximately two years from now. (For example, changes submitted for approval before April 1, 2011 will, if approved, be enacted at Fair 2012.) 11104 NE 149 ST, C-100 Brush Prairie WA 98606 phone 360-397-6060 fax 360-397-6122 Extension programs and employment are available to all without discrimination. Evidence of noncompliance may be reported through your local Extension office. If you require special accommodation, call WSU/Clark County Extension at 360-397-6060 two weeks prior to the event.