The county fair is a hectic time for agents. There are a lot of different programs going on at the same time and volunteer help is essential. For example, exhibit take in uses over thirty volunteers. 

Historically, a two problems occur with fair volunteers that assist with exhibit take in and judging. Often volunteers back out at the last minute. This led agents to scramble for more help. The other issue was poor communication between agents and volunteers. 

The Madison County Horticulture Agent saw a need for better training and overall communication. As volunteers were recruited, their names were added to an email list serve which was used to share updates and communicate leading up to the event. This helped with retention of volunteers.

Every extension volunteer that helped at the fair received a matching shirt that had the Extension logo on it and the word volunteer on the back. Extension staff had the same shirt but with the word staff on the back. This seemed to unite the volunteers.

A volunteer training meeting was scheduled several days before the day of exhibit check in. The Horticulture Agent walked through the check in process and what would be expected the day of the event. Volunteers were able to voice their concerns and questions during this time as well. At the training, each person was assigned a specific job to do at exhibit check in. 

Despite a 27% increase in exhibitors and in number of exhibits, check in was much less chaotic than in previous years. 

After the fair, the Horticulture Agent sent out a survey to see how the volunteers felt about the training and other changes made.

• 100% of volunteers felt the training was beneficial

• 100% of volunteers thought the training helped to make exhibit check in and judging go more smoothly

• 88% of volunteers felt the training should be annual event