Brackendale Farmers Institute Fall Fair Clerk Procedures

WHERE: Exhibit tent at Brackendale Farmers Institute Park, 41975 Government Road, Brackendale

WHEN: Friday, before Saturday’s Fall Fair.

There are four clerk categories. Below are the duties and responsibilities that you will be responsible for depending on which type of clerk you have volunteered for.

1. Registration Clerks

You are the first step. Your shift is from 4:15 to 7:00 pm. Entries are received from 4:30 until 6:30 as judging begins at 7:00). All competitors will enter their exhibit paperwork and pay their fees at your table.

One of you will greet and register the exhibit competitors, one of you check their entry forms. and one of you will collect the entry fees.

After their registration, entry forms and payments are completed you will direct them to the receiving clerks table in front of the exhibition tent.

Entry forms will be colour coded: 

Adult entries are white, Teen entries are orange, Junior entries are blue and Child entries are pink.

2. Receiving Clerks

Your shift is from 4:15 to 7:00 pm. Entries are received from 4:30 until 6:30 as judging begins at 7:00

You will be stationed at the entry to the exhibit tent.

You will receive the exhibits with their complete and correct entry forms (please ensure that the categories are correct and the form is legible). 

Make sure each entry form is filled in correctly including: Section, Category, Description, Age, Name, Phone number and Mailing Address.

Entry forms will be colour coded:

Adult entry forms are white, Teen entries are orange, Junior entries are blue and Child entries are pink.

Fold bottom up to hide competitor’s name and secure fold from the left with a paper clip (see sample in package). Then attach entry form to the exhibit. Try not to cover the exhibit, especially bottled exhibits, with the entry form.

3. Clerk Runners

Your shift is from 4:30 to 9:30 pm.

You will take the exhibits and entry forms, after the receiving clerks have checked them, and deliver the entry to the correct table.

After registration is completed you will remain and be assigned to assist a table organizing clerk.

4. Table Category Organizing Clerk

Your shift is from 4:30 to 9:30 pm

You will be assigned a section of tables.

You will arrange the exhibits, in your section, neatly by category and age division before the judge arrives. Check the section sign or category booklet in your package if unsure of the categories.

After registration is completed you will remain, and along with an assigned clerk runner, assist the judges.

Brackendale Farmers Institute Fall Fair
Judging Procedures

These procedures will be given to the Exhibit Judges prior to the fall fair, along with a copy of Exhibition Standards of Perfection, a sample Judging Score Form and entry form.

WHERE: Exhibit tent at Brackendale Farmers Institute Park, 41976 Government Road, Brackendale.

WHEN: Friday evening before Saturday’s Fall Fair.
6:45 pm - 9:30 pm or when you have completed your section.

1. On arriving at the fall fair grounds the Exhibit Coordinator will greet you and discuss the judging format and answer any questions. You will be directed to your section. The judging begins at 7:00 pm and ends when you have completed your section. A Clerk will have arranged exhibit items by the category number and age divisions before you arrive. Please check that all items are correctly placed.

Adult entry forms are white, Teen entries are orange, Junior entries are blue and Child entries are pink.

2. You will have most materials provided for you. The Coordinator will discuss with you any additional equipment you may require.

3. To begin judging a category find the correct judging score sheet. Each sheet is titled for each category in your section. If needed, blank sheets are in your package. Fill in the year and circle the age division.  (A) -Adult, (T) - Teen, (J) - Junior and (C) - Child - as they will be judged separately.  

4.  On the entry form, under the judging section, mark the I D letter under which you will be you will be scoring the entry. Example (A,B,C,D,E etc.) These will correspond to the Judging score sheets. (See sample in package).

5.  You may continue on the back of the score sheet if there are more than 6 entries. If you need another score sheet use the blank score sheet found in your package. When you finish judging a category mark 1st, 2nd or 3rd on the entry form in the Placed designated spot.

6. On completing a category, with the help of the Assisting Judge or Clerk, go back and uncover the names. Fill in the first, second and third place names, including the phone number, on the bottom of the judging score sheet. 

7. When you are ready to attach the ribbons please collect only the number of ribbons that you need for that category. Fold the entry form back beneath the Exhibitor's name so that their personal information is hidden with only name exposed. Paperclip the ribbon to the right hand side of the entry form, catching the folded portion and keeping the name and ribbon details visible (see sample in package). Continue until each category in your section is done.

8. When you have finished judging turn in your package with all your paperwork to the Coordinator.