Brackendale Fall Fair Clerk & Judging Procedures

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Brackendale Farmers Institute Fall Fair Judging Procedures 2016

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.

Place is the Brackendale Farmers Institute Grounds, just past the Art Gallery.

Arrival time is 6:45 pm Friday September 9.

Judging time is 7:00 pm to 9:30 pm or when you have completed your section· 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, 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.

  • You will have most materials provided for you.  The Coordinator will discuss with you any specialized equipment you may require.
  • To begin judging a category find the correct judging score form.  Each form is titled for each category in your section. Circle the age division (A) -Adult, (T) - Teen, (J) - Junior and (C) - Child as they will be judged separately.  For any new items not fitting into an existing category fill in one of your blank score forms with the section   letter,  description and age division. Letter the entries (A,B,C etc.) by marking the entry form in the I.D. Letter designated spot.  (See sample in package)
  •  You may continue on the back of the score form  if there are more than 6 entries. If you need another score form use the blank score form found in your package.  When you finish judging a category mark (1) - first, (2) - second or (3) - third on the entry form in the Placed designated spot.
  • 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 score form. 
  • When you are ready to attached 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 - keeping the name and ribbon details visible.   (See sample in package) Continue until each category in your section is done.
  • When you have finished judging turn in all paperwork to the Coordinator.
  • Any questions please call – Exhibit Coordinator - Madeline Robertson 604 898 3390.

Brackendale Farmers Institute Fall Fair Clerk Procedures 2016

Place is the Brackendale Farmers Institute Grounds, just past the Art Gallery.

Date is Friday September 9, 2016.

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.

Pre-receiving Clerks:
Your shift is from 4:30 to 7:00. (Entries are received from 4:30 until 6:45 as judging begins at 7:00).

  • you will be stationed on the path leading to the exhibition tent.
  • one of you will greet and ask exhibit competitors to see their entry forms.
  • if their entry forms are complete and legible you will direct them to the receiving clerks table in front of the exhibition tent.
  • if their entry forms need to be completed you will direct them to your pre-receiving table for assistance.  Pre-receiving clerks will ensure each entry form is filled in correctly. Section, Category, Description, Age, Name, Phone number and Mailing Address.
  • Entry forms will be colour coded. Adult entries will be white.  The Teen entries will be orange, Junior entries will be blue and the Child entries will  be pink.

Receiving Clerk:
Your shift is from 4:30 to 7:00.  ( Entries are received from 4:30 until 6:45 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. Section, Category, Description, Age, Name, Phone number and Mailing Address. Entry forms will be colour coded. Adult entries will be white.  The Teen entries will be orange, Junior entries will be blue and the Child entries will  be 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.

Clerk Runners:
Your shift is from 4:30 to 9:30. 

  • 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.

Table Category Organizing Clerk:
Your shift is from 4:30 to 9:30. 

  • 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.

Any Questions please call Exhibit Coordinator Madeline Robertson 604 898 3390.