How to Plan

Mega Field Day

WHAT IS MEGA FIELD DAY:

• An event open to the public in an effort to promote 4-H and recruit new families.  An opportunity to view, display, and experience 4-H project work from diverse areas of 4-H.  The more people that get involved, the more successful it will be.

WHO IS IN CHARGE:

• County Social Science Chairperson
• Works in conjunction with all area chairs to make sure all projects are represented
• The committee will be comprised of 1/3 youth and 2/3 adult volunteers

WHEN:

• Ideally in October, lasting for 6 hours: 9:00 am-3:00 pm or 10:00 am-4:00 pm

WHAT TO DO:

• 1 year in advance:

-Consult the Youth Advisor to select date

-Reserve rooms that are wheelchair accessible.  When reserving facility, obtain a

 lease agreement (if not already in place) and submit to YDA for processing.

-Notify Council Vice President of date to put on calendar.

• 6 months in advance:

-Begin publicity

-Recruit youth and begin holding committee meetings to select theme

• 3 months in advance:

-Continue publicity

-Begin recruitment of volunteer helpers

-Approach club/committee areas for project representation

-Develop budget and check figures with county council treasurer

·        1 month in advance:

-Publicize specific time, location, and directions of the event in the Timely Topics

 AND county wide newspaper to invite general public.  Monthly deadline for TT I

 is the 15^th. 

-Meet with committee

-Confirm project booths and other activities, i.e. fashion show, demonstrations, skits, speeches, judging contests, etc.

• 1 week in advance:

-Confirm refreshments

-Re-confirm facility

• Day before:

-Set-up booths

-Have each project representative set-up their exhibit

• Day of:

-Answer questions

-Greet people as they arrive

-Manage schedule

-Give information about 4-H to people interested in joining

-CLEAN UP afterwards

• 1 week after:

-Update the binder for the following year

-Send thank-you cards to exhibitors and presenters

SAMPLE PUBLICITY IDEAS:

• Report at County Council Meeting/Executive Board meetings
• Send information in county club packets through the 4-H office
• Advertise in the Timely topics
• Advertise in County and local newspapers
• Volunteer to attend club meetings and report
• Encourage members of all ages to attend and/or exhibit

SAMPLE PROJECT EXHIBIT IDEAS:

• Project judging                                     ·   Hands-on leathercraft project
• Animal showmanship demonstration               ·   Hands-on arts and crafts
• Group demonstration                                       ·   Club displays
• Beehive/honey display                          ·   Project displays
• Project videos
• Cooking demonstration              
• Photography display                         
• Hands-on computer project            
• Dog training demonstration

ONE PERSON MUST BE IN CHARGE OF:

• Refreshments
• Greeting the public at the door and handing out a program
• Membership table
• Media Advertisements (San Jose Mercury News, TV, radio)
• Recruiting and coordinating emcees
• Entertainment program
• Thank-you cards for all that volunteer to participate