State Fair 2009 question 4
In 2008, we had more than our share of exhibitors who showed up at the fair, without having an entry in the database. They fell into 3 categories: they THOUGHT they entered the state fair but didn't (maybe entered open classes on line instead); they completed the paper entry, but somehow that record never made it into the entry database; or they completed a paper entry and even that paper entry was misplaced in the county office before it got to the state office.
Understandably, this creates a less-than-acceptable experience for the youth and parents (and the livestock crews, truthfully!!) Although a summary sheet prints from the database, listing all entries for the county, it may be that it's not being used to proofread as much as we think it is.
Fo r2009, I'm thinking about creating a webpage, similar to the results pages, that will list all the exhibitors and the contact info that we have about them from each county. I would create it in the first few days after the databases are due here, and would also include a link for someone in the office to verify that they had seen and proofed this list. If used properly, that should eliminate some of the problems where we have a paper entry, but the kid isn't in the database. It might also trigger county staff to double check that there weren't any more kids out there... that there isn't a wrong address, etc.
What do you think? Is it worth everyone's time? Most years, I would have said "no". We normally have one or two kids show up at the fair with no entry recorded. But this year, there were lots more than that, and it really causes a logistical challenge, as well as the distress for the kid & parents. They've not received any exhibitor letters, we don't have an exhibitor number or T-shirt for them, no records for their animal, etc.
Anyway, comments. I know that we all think we're accurate, and that we double-check things the way we're supposed to. At least I believe that I do... until I'm proven wrong (again). If this system would catch even a couple of those kids before the fair, it would be worth it to me. Is it burdensome to expect someone from each county to go to a web page and click on a "verify" button to indicate that they have seen and checked the list that I have here?
Comments
I think that would be just fine. Whatever you want me to do Becky it will be done;) Just another double check which is never a bad thing. It will make those that aren't double checking their entries to do so. Thanks
Posted by: Steph Erpelding | November 17, 2008 08:56 AM
I think the web page is a good idea. I would be willing to verify my county's entries. It might prevent some upset parents and nasty phone calls. Prevention is better than on-the-spot anger management!
Posted by: Julie Naig | November 17, 2008 09:08 AM
If it will help you out, Becky, I say go for it. I don't see it as a burden as long as we get an email reminding us that we need to do it.
Posted by: Marsha Fleming | November 17, 2008 09:10 AM
Becky - I don't see how that would solve the problem. That is just another layer. I think it all goes back to the invididual county education of the exhibitors....if they don't turn it into the office it doesn't show up. Now being lost in the office is another problem....but the print out we have from the entries we submit should be sufficient. Just my opinion. Are we creating more work that may not even solve the problem!
Posted by: Sue Barnes | November 17, 2008 09:21 AM
I guess we have not had a problem here, but if you feel it is worth your time, it would not take us much time to check and verify the information. Other than you following up with county that do not do it will add more to your workload too.
Posted by: Jean Kent | November 17, 2008 11:36 AM
I think posting the database and county offices double checking it would be a good idea.
A difference in 2008 might have been that checks were written to the Iowa State Fair - which is great!
But in previous years a double check that all entries were complete on the computer - was that the money matched the amount printed out. I am not sure we checked that this year.
My guess is that some of the exhibitors who showed up at state fair tried to enter in a county office after July 1 and were told they were too late. So they just showed up at state fair trying to get in.
Posted by: Joyce Patterson | November 17, 2008 11:42 AM
can something be added to the entry form that a letter will be sent out from the state office so they know they are looking for something before just arriving at the state fair. make sense?
Posted by: Linda Cline | November 17, 2008 01:50 PM