Superintendents are an important part of the Klickitat County Fair. The Fair Board appreciates that they are volunteers, and they count on them to represent the Fair in the community as well as to help conduct the activities of the Fair.
By accepting the position of superintendent and volunteering for the Klickitat County Fair, superintendents have a responsibility to adhere to the Superintendents Code of Conduct. Each superintendent, under direction of the Fair Board, and in accordance with exhibitor and department rules shall be responsible for the area to which they are assigned. Superintendents must be Klickitat County residents. All superintendents may vote at the General Elections meeting held in October.
The following information has been developed to outline the superintendent’s role and responsibilities before, during and after the fair.
Before the Fair:
1. It is encouraged that Superintendents regularly attend monthly Fair Board meetings.
2. Encourage entries in the Fair from the community. Urge exhibitors to fill out entry forms ahead of time. Entry information for each fair year is published as it becomes available at www.klickitatcountyfair.com.
3. Prepare the Department for exhibits. Check what area the Fair has set aside for the Department. It is the superintendent's responsibility to ensure safe and appropriate exhibits are set up, according to the Fair Board recommendations.
4. Prior to the Fair, it is the superintendent’s responsibility to ensure awards, special awards and supplies have been ordered in a timely fashion. Secure sponsors where necessary.
5. Superintendents are responsible for: a. Securing qualified judges for the department within a stated budget
b. A current fees schedule can be obtained from the Fair Treasurer.
c. Judging contracts can be obtained from the Fair Treasurer. Signed contracts must be submitted to the Fair Treasurer by August 1.
d. Providing an emphasis on Education in Youth areas. Make sure entry forms are entered correctly with the Data Entry Manager.
At the Fair:
1. Model and enforce Fair rules and regulations. It is the superintendent’s responsibility to know the rules of the department which are available at www.klickitatcountyfair.com.
2. Complete Necessary Documentation provided with the Department Notebook. The number of exhibits, exhibitors, total number of youth and/or adult exhibitors, and hours volunteered must be included. This information is a requirement in order to apply for state funding each following fair year.
3. Receive exhibits. Ensure every exhibitor has attached an exhibitor’s tag or stall card.
4. Arrange for department ribbons from the Fair Management office. Return unused ribbons as soon as the judging is completed. Provide (or be) a clerk for the Judge.
5. Plan supervision for exhibits. Make plans for an attendant to be present daily during times the exhibit is open and until the close of the Fair. Enforce housekeeping, herdsmanship and safety procedures.
6. Release exhibits. Superintendents must be available for release of exhibits. Have and share the release of exhibit plan with all stakeholders. Plan in advance to have as much help as necessary present at the close of the Fair to help check out or remove exhibits.
7. Changes for the following year. Actively be looking for ways to improve the department each year by taking notes, asking participants in the department for their ideas and suggestions to implement in the future.
After the Fair:
1. Area clean up and/or pen tear down.
2. Send thank you cards for the support/sponsorships. Thank you cards are available at the Fair Office.
3. Notify the Fair Board of any suggested changes you would like to have considered.