2017 Final Wiscnsin Farm Technlgy Days Reprt Kewaunee Cunty Admissins Cmmittee Cmmittee Overview The Admissins Cmmittee s main jb is t staff all f the gates f entry t Tent City and t cllect mney. T make sure all attendees pay, r have tickets r passes t enter the grunds, including exhibitrs and vlunteers. Attendees are equally dispersed frm the parking area t all gates with a gal t mve peple in as quickly as pssible and prvide a warm welcme t the shw. Cmmittee Respnsibilities Primary Duties. Determine hw many vlunteers will be needed fr each gate and recruit them. Wrk clsely with the Treasurer t crdinate the transprt f cash t and frm gates and tally daily attendance by cunting all pre paid and vlunteer tickets, cash and exhibitrs with passes. Wrk with Tent City t determine the size f tents and number f tables and stls needed at each gate. We used 20 X 20 tents. Wrk with Prmtin Cmmittee & Sign Cmmittee t determine spnsrs signage and entrance signage ate each gate. Wrk with Fd Cmmittee t crdinate cash, credit card machines, and mney transprting during the shw. Set up vlunteer wrk schedules and shifts fr gates and mney curiers. Develp a unifrm prcedures and prvide vlunteer training. Cllect mney and tickets frm gates and wrk with treasurer t reprt daily attendance. Make sure all gates have a supply f FTD Prgrams. Chair and C Chair tk that respnsibility during the shw.
Cmmittee Structure Our Admissins Cmmittee cnsisted f five members in additin t the Treasurer wh was the liaisn t the Executive Cmmittee. Three f these members were Bankers r retired Bankers as the largest respnsibility was handling and cunting mney at the shw. We als had trusted Bankers and retired Bankers as Mney Curiers that attended ur cmmittee meetings. We held several meetings in the near mnths leading up t the shw that included the Executive Chair, Sign Cmmittee Chair as well as the Vlunteer Crdinatr. Budget Our Cmmittee reviewed the previus Cunty s budget and referenced thse numbers t estimate ur budget. Admissins Cmmittee desn t have a lt f expenses beside ffice supplies, ATM machine rental and renting mney cunters if nt dnated. Tickets, stamps r wristbands used at gates usually have spnsrs that pay them. Als, tents, chairs, tables are Tent City Cmmittee csts and signage ges thrugh the Sign Cmmittee r Prmtins Cmmittee expenses. Prpsed 2017 Admissins Budget: Actual Admissins Budget: Admissin Receipts $150,000 Admissins at gates $109,210 In Kind 0 Exhibitr Spnsr tickets reimbursed $1,872 Ttal $150,000 Exhibitr passes and presld tickets $28,700 Uncategrized Incme: Resld cash bxes $120 Ttal $139,902 Expenses Expenses 50% paid back WFTD $75,000 50% paid back t State WFTD $69,891 Tickets, stamps, bands $1,000 Office Supplies $41.92 Office supplies $500 Rent Equipment ATM $275 Supplies & Equip. cash bxes $189.84 Ttal $76,500 Ttal $70,397.76 Timeline Three years prir t event Appint cmmittee chair and c chair. Recruit cmmittee members. Tw years prir t event Attend WFTD in ther Cunty t bserve hw admissins are handled. One year prir t event Attend WFTD in ther Cunty t bserve hw gates are set up and take pictures f these gates fr reference. Observe the Admissins crew inside the Headquarters trailer t see hw it is set up and hw they are handling and cunting cash. Talk with their members f Admissins Cmmittee
In January f the year yu will hst, start having mnthly admissins cmmittee meetings t crdinate with treasurer hw mney will be handled and cunted. Recruit vlunteers frm lcal banks and retired bankers t be gate Captains. Six mnths prir t event Submit tent, chairs and table requests t Tent City Cmmittee Chairpersn Start filling ut vlunteer gate schedules with names and btain their email address and phne numbers Fur t Six weeks befre the event Send ut Admissins Vlunteer Letter t all scheduled t vlunteer with Admissins. This letter will explain hurs f peratin fr the event and ther needed inf including a training date t meet n lcatin and be trained. Our training cnsisted f ging ver the Admissins Gate Vlunteer Guidelines. Everyne was handed a cpy f these guidelines alng with a clred map f tent City and a bag with their vlunteer t shirt, vlunteer tickets t enter the event and sme fd vuchers. Yu culd als walk ut t tent City t view in persn. I had the guidelines and the clred map up n a vide screen during the training using my cmputer and a prjectr. This made the meeting a lt easier fr a large grup f peple. See attached. The mney curiers that will be driving ATVs r Glf carts all had t take safety training in rder t receive a license card. Yu culd nt get a cart key withut ne. One week befre Event Make sure gates are set up with tables and chairs in rws t allw easy entrance f visitrs. We fund the higher bar tables and bar stls wrked better. We had ne express lane fr pre paid ticket hlders and exhibitrs with passes and tw cash lanes. NO CREDIT CARDS. Day befre event Final walk thrugh At the Shw Set Up: Abut 2 days befre the shw, we made sure all gates had the tables and chairs under the tents, if nt we cntacted the Tent City Chair t get it crrect. Gatrs and glf carts culd be checked ut befre the shw which helped carry things needed. The Prgrams were als brught t the gate tents a day befre the shw pened. Supplies and mney cunting machines were als brught t the headquarters trailer the day befre. Start Cash is needed the day befre the shw and is brught in by the Treasurer. The cash needed fr each fd tent was put in a bag and marked with the fd tent number and the cash bxes we used (2 fr each gates) were filled the day befre, s they were ready t be brught ut early mrning. Because sme exhibitrs may nt have passes, they are charged at the gate, s ur tw persn early shift started at 6 am. We had seven peple scheduled fr the first shift and three peple fr the secnd shift. We had fur main gates and fur exhibitr gates next t the main gates which were clsed at 8:45. Our Beef gate was left pen as ne f the vendr gates and manned by tw peple with mney aprns the entire day. See ur gate Schedule attached. The first mrning yu will have a rush f exhibitrs driving in and they have until 8:45 t get their vehicle back ut befre the 9 am public pening. Our intentins were t cunt everyne that entered thrugh any gate by clicking a hand cunter, hwever, we had sme peple that turned the knb by mistake that turned the cunters by 1,000, s we tried t crrect but went back t cunting tickets, cash, exhibitrs, ur 1,800 vlunteers, and ur Yuth area had a cunt f kids that entered their area. Cunts ended up
very clse n bth, 26,405 n ur clickers and 26,200 using a cnservative estimate n ttal exhibitrs attending. Equipment Needed Use this sectin t utline the items used at the shw. This shuld include items requested frm ther cmmittees. Yu may wish t prvide a very brief descriptin f hw each item was used. Include yur plan fr dispsal/sale r use f surplus supplies, merchandise, r fd t decrease r eliminate lss f revenue. Order at least 5 ATVs r glf carts. Yu will need ne fr the Treasurer, ne fr the Chair and ne fr the C Chair f the Admissins cmmittee, and tw fr the curiers. We had fur Curiers scheduled all day, s tw glf carts with tw Curiers in each. One t handle tw gates n the East side and ne cart t handle the tw gates n the west side. Order a radi fr each gate and assign t the Gate Captain. We had 5 gates that required radis. Our fd gate was far enugh away frm parking that we cancelled the gate keepers there. Each curier cart needs a radi, the treasurer needs a radi, and the Chairs need a radi. S we needed 10 radis. We purchased six metal cash bxes with mney hld dwns fr arund $35 each because the plastic bxes that were handed dwn weren t user friendly. We did use the plastic bxes fr keeping the different pre paid, vlunteer and vendr tickets cllected at each gate. Dn t thrw any tickets away as these need t be cunted and the vendr tickets need t be sent back t the cmpany fr reimbursement, ie; Kuhn and Rural Mutual Insurance. Mney Cunters are a must t cunt all the mney. We had tw dnated frm a lcal bank which was abslutely needed. We were there until 6:30 7 pm ding final cunting and getting start cash ready fr the next day. Ask fd curiers t start bring their cash as sn as they can, s yu can start cunting right away. Admissins cash and fd cash needs t be cunted separate. Red mney bags will be passed t next cunty and were used fr each Fd tent start cash and then t transfer cash back. Cunting clickers will als be handed dwn. Have at least 4 large plastic ttes fr start cash, string cash bxes filled fr next day, and separating fd cash frm admissins. Have a lt f rubber bands fr cash. Treasurer shuld bring bank bands fr each denminatin fr depsit back t the bank. Credit Card Machines were rented frm Heartland Payment Systems and used in the merchandise tent and all fd tents. One ATM at headquarters trailer was sufficient. Vlunteers Explain hw yur cmmittee recruited vlunteers, the time fr recruiting and when they were needed (befre, during, and after the shw). Include methds f cmmunicatin with vlunteers t keep them updated. Hw many vlunteers wrked in yur area and hw many were assigned t each jb r task? Example: Our Vlunteer Crdinatr helped crdinate all peple wh signed up via ur website r wh just filled ut a vlunteer frm. They implied which area they were willing t wrk alng with what time f day they culd wrk. Email addresses frm every vlunteer was key t cmmunicating with vlunteers.
If sme peple culdn t make the admissins training meeting, we just had them speak with anther Admissins vlunteer that attended and went thrugh the guidelines letter, which we als supplied at each gate fr reference during the shw.. Additinal thughts fr a successful Farm Technlgy Days shw Friendly service t ur exhibitrs is key t keep them cming back each year. Withut them there wuld be n shw. The previus shws and state management stressed the fact that the exhibitrs will try t sneak in and nt pay. Were heard stries f exhibitrs cutting the fences and sneaking in. Stries f Exhibitrs nt having a pass r ticket stating it s in the car r n the grunds at their bth. S, we tld ur admissins vlunteers t take their car keys r their license if they didn t have their pass r ticket. That did happen and when he came back at days end t cllect his keys, we had already picked up the cash bx with his keys in. We had ne very upset exhibitr lking fr his keys and still nt wanting t pay. Our cmmittee believes this shuld change by maybe charging the exhibitrs mre fr their bth r lt space and include the extra passes they need r have the passes waiting fr them t claim at the gates. It wuld eliminate all the stress put n the early shift vlunteers as they wuld just need t make sure they are exhibitrs. It wuld eliminate exhibitrs being hassled and humiliated at the gates.
Guidelines fr Yur Vlunteer Shift Wiscnsin Farm Technlgy Days Admissins Gate Vlunteer (AGV) Guidelines AGVs need a vlunteer pass t enter and wrk their shift. One pass will be prvided t every vlunteer fr every day they wrk at either June 29 th meeting r Vlunteer tent near gate A. AGVs shuld park in either the east r west parking lts. Gates A & B are n the east side. Gates C & D are n the west side. Please enter and check in at the apprpriate gate. Fr early shift wrkers- be at yur gate at 6:00 a.m. Fr first shift wrkers be at yur assigned gate at 8:00 a.m. Fr secnd shift wrkers please allw yurself at least ONE HOUR t maneuver thrugh shw traffic in rder t make yur shift n time. Be at yur gate by 11:15 a.m. T park in east lt, please travel frm Hwy 42 t Cunty Rd D and fllw signs t farm. T park in west lt, please travel frm Hwy 54 t Cunty Rd K and fllw signs t farm. All gates have tents with tables and stls. Bttled water will be prvided t AGV during each shift. Please assign a gate captain at each gate t answer questins, watch cash bxes, and help where needed. Captains will have a tw way radi t cmmunicate with headquarters and are respnsible t hand ff t next captain with last shift Captain respnsible t return radi t Headquarters r mney curiers at day end. Gates pen t public at 9 a.m. and clse at 4 p.m. Cash bxes and start cash will be delivered t each gate during the early shift. Curiers will pick up at the end f late shift shrtly after 4 p.m. Gate Captains are respnsible t stay until pickup. AGVs under 18 years f age may nt handle any mney, but can stamp hands and hand ut inf. NO SMOKING, Vaping r drinking alchl while yu are wrking at the gate. Guidelines fr Wrking the Admissin Gates The primary task f the AGV is t cllect admissin fees r cllect tickets frm visitrs, exhibitrs, and vlunteers as they enter Tent City. The AGVs have a challenging rle being able t prcess a large number f visitrs in a very shrt perid f time. Everyne that enters the shw must pay, present a valid ticket r badge, be an FFA student with their advisr, r be a 4-H student with their advisr. 12 and yunger are free but yu must give them an Exact sticker. We are trying t keep track f yuth attendees. Paying at the Gate Mst visitrs will pay at the gate. Vendrs have t pay if they dn t have a pass. Early shift must be vigilant in watching fr Vendrs sneaking in. The gates are CASH ONLY, n checks, n credit cards.
An ATM is lcated n the grunds next t Headquarters. If smene des nt have cash, yu can cllect their Drivers License/vehicle keys and direct them t the ATM machine next t the Headquarters. Admissin prices: $8 One-Day Admissin (13 and lder), 12 and under get in free and receive a sticker. Tickets and Badges Vlunteers shuld have a ticket-they are clred green. If yu didn t attend the June 29 th meeting t receive yur ticket and vlunteer shirt. G t Vlunteer tent n east side near gate A Unifrmed Officers, Plice, Fire and EMTs are allwed in withut a ticket. Hst family members, Executive Bard members, and sme exhibitrs will have badges that allw them in and ut f the gates as much as they like. Badges will say: Hst Family, Official, r Exhibitr FFA and 4-H FFA r 4-H students accmpanied by an advisr get free admissin (MUST be with advisr). Please ask the advisr t write their name, chapter/club, and number f students n the available frm t help cunt the number f students in attendance. Guest Admittance AGVs wrking at the same gate will be wrking as a team. An adult with gd math skills r experience handling mney serves as the mney taker. Other vlunteers stamp hands, click cunters fr attendance and hand ut shw prgrams. Maps f the grunds will be inside f the prgrams. In case f bad weather r evacuatin f tent city, please listen t verhead directins frm headquarters and stp taking admissins. Imprtant land line number at tent city: 1. 1-855-494-3276 2. EMT/Emergency Cmmand: 911 Shelters in the area when there is a threat fr severe weather: Algma High Schl, 1715 Divisin St. Algma, WI 54201, 514 Fremnt Algma Kewaunee Immanuel Lutheran Church, 1012 Wiscnsin Ave. Kewaunee WI 54216 Luxemburg Middle Schl, 619 Church St. Casc WI 54205 Luxemburg High Schl, 512 Center St. Hwy 54, Luxemburg, WI 54217 Luxemburg Intermediate Schl, 318 N. Main St. Luxemburg, WI 54217
Dear Admissins Vlunteer: Thank yu fr vlunteering fr the 2017 Wiscnsin Farm Technlgy Days in Kewaunee Cunty. This event truly wuld nt be pssible withut ur vlunteers, please knw that we greatly appreciate yur time and effrts. Enclsed in the letter are many imprtant details that will be helpful. Please d nt hesitate t cntact us if yu have any questins. Vlunteer Area: Admissin Gates Task: Cllecting mney, stamping hands, clicking cunters, and handing ut fficial FTD prgram. When arriving please reprt t yur assigned gate. Gates A, B, C, D, Beef gate r Fd gate. See attached Map. Imprtant Vlunteer Infrmatin: Attire: Please wear yur financial institutin shirt r fficial FTD vlunteer shirt. Apprpriate shrts r jeans. The admissins tables are under tents, but a hat and sunscreen will be helpful. Hurs f peratin: The shw hurs are 9-4 pm all 3 days. Shifts will be 6:00 am t 8:15, 8:15 am t 11:30 am and 11:15 am t gate clsure at 4 pm. Gate captains are respnsible t hld and hand ff the hand radis t the next gate Captain. At the end f the day radis need t be returned t the headquarter trailer r t the Chairpersns belw. There will be an early mrning shift f tw peple at each gate frm 6 am t 8:15. These peple need t direct vendr vehicles t large t enter the admissins gates t either the Beef gate n the east side r the temprary gate near gate C n the west side. There will als be a temprary gate near gate A. These temprary gates are fr vehicles entering and be manned by the nearest gate vlunteers. All vendrs must either pay r hand yu a ticket fr entry. Dn t allw anyne t cut the bundary fencing unless authrized by Steve Schleis r Dan Hanrahan. Weather and ther ntices: In the case f inclement weather r if there is a need t evacuate the grunds, annuncements and instructin will be prvided at the shw. Admissin Passes: We greatly appreciate yur time and gladly prvide yu ne cmplimentary admissin pass per vlunteer per day yu vlunteer. The passes will be prvided t yu at the Admissins training meeting t be held n June 29 th at 6 pm at the Ebert Enterprise Farm at N6939 Cunty Hwy D, Algma, WI 54201. Fllw signs ff Cunty D t Breitlw lane. Fd n site: N fd r drinks are allwed in t the shw, but there are 6 fd tents n the grunds as well as ice cream and beverage tents. Free water will be prvided. Attitude: As with yur jb, custmer service is tp pririty. Please be curteus and wear a smile. We want t mve peple in quickly but in a fun nn-stressful type f way. Thanks much, Steve Schleis, Chair 920-255-1174 Dan Hanrahan, Chair 920-680-4575, Smidel, Treasurer 920-609-8551