As you all know, it takes MANY hands to make Fair week happen.
We would love to have ALL the help we can get to make the week a smooth success for our kids and the buyers that are coming for Auction!
TRAILER SPOT FAMILIES:
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There is a 4 hour work commitment to maintain your spot for the next year.
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2 hours to be completed in the Barn
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2 hours to be completed in the Auction Luncheon area
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We are splitting it up because Auction Luncheon is a HUGE undertaking fully manned by volunteers
and the help in that area has been lacking in the last few years.
There are shift openings all week! You do not necessarily need to work during the auction if you find another shift to work.
We always try to pay attention to when our kids showing/selling to make sure we don’t have a conflict.
IF YOU DO NOT MAKE THE 4 HOUR REQUIREMENT YOU WILL BE INELIGIBLE FOR YOUR SPOT NEXT YEAR!
NON-TRAILER SPOT FAMILIES:
We need all the help we can get!!!!! If you are so inclined to pitch in, we would love to have you!!!
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Open to members who are either in their first year in 4-H, or their first year with a livestock project,
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showing and selling their first large project animal (lambs, swine, cattle or goats).
The following points will be used in selecting the winners:
1.Quality of Stock: up to 25 pts
(Evidenced by condition of animal(s)
2. Record Book: up to 25 pts
3. Interview and Attitude:up to 25 pts
4. Pen/Stall Cleanliness:up to 25 pts
Total Possible Points: 100 pts
All Market Swine Exhibitors are eligible for this award.
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The following points will be used in selecting the winners:
1.Quality of Stock: up to 25 pts
(Evidenced by condition of animal(s)
2. Record Book: up to 25 pts
3. Interview and Attitude:up to 25 pts
4. Pen/Stall Cleanliness:up to 25 pts
Total Possible Points: 100 pts
How do I enter??
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1. SIGN UP! There will be sign up sheets on the GREEN BOARDS outside the LIVESTOCK OFFICE
2. Turn in your Record Book: They are due by NOON on Monday 8/5 in the Livestock Office.
3. Interview: Monday, AUGUST 5th...5pm MUST BE IN UNIFORM and meet at the Livestock Office
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Winners are announced at at the Awards Ceremony Sunday, 8/11 at 2pm in the Barn.
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Thank You Note Policy
Junior Livestock Exhibitors at the Napa Town and Country Fair are required to adhere to the following policy to ensure that all Junior Livestock Auction buyers are properly, respectfully, and thoughtfully thanked for their very generous donation.
Exhibitors are required to write a Thank You Note to every buyer and add-on buyer for each Lot they sell through the JLA. The notes will be reviewed by a volunteer committee, that group will ensure that they meet the criteria and are acceptable.
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Step 1: Get a list of buyers by Lot.
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Each Exhibitor will be provided with a list by Lot number that includes every buyer (including add-on buyers) and the amount paid for that Lot. These lists will be available for pick up at the Livestock Office after noon (12pm) on Sunday August 11th.
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A Thank You Note must be written for EVERY Buyer who is listed.
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Step 2: Write a neat and thoughtful note to each buyer.
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CRITERIA:
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Must be handwritten in INK (Pen only, no pencil), black or blue preferably.
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No binder or lined paper, no one sided postcards or index cards.
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Use stationary cards or handmade Thank You cards with matching envelopes.
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Envelopes and notes must be neat, legible and written in your own writing.
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Note must have proper greeting, you should never say Dear (Business Name), instead either research the contact person or owner of the business or request assistance from your parent or leader. Thank You notes should be personal, take the time to ensure they are. The absolute last resort would be to address your note with “Dear Friends” or “Dear Generous Friend.”
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Envelopes must be properly addressed with the complete name and address of the Buyer, you must have proper postage on the Envelope, Fair office will NOT be selling postage, and the Envelope must NOT be sealed.
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An Example of a Properly addressed Envelope is.
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(Business Name): Napa Valley Expo
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(Contact or Bus. Owners Name): Mr. Corey Oakley, CEO
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(Address): 575 Third Street
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Napa, CA 94559
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If you do not have a business name, only the name of a person, address the envelope to them. If you do not have a contact name, only a business name, you should take the time to research the business and find out the buyer contact or business owner’s name.
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Step 3: Turn in Notes.
Thank You Notes must be submitted with properly addressed, stamped, unsealed envelopes, and placed in the Drop Box located in the Napa Valley Expo Administration Office beginning on Monday, August 12 after 10am. The Box will be accessible from outside the office 24 hours a day.
ALL notes are DUE NO LATER THAN 5:00PM on Wednesday, AUGUST 28, 2023.
NO EXCEPTIONS.
Exhibitors who do not turn in Thank You notes on or before the due date will be excluded from Showing at the Napa Town and Country Fair the following year. There are no exceptions to this deadline, please plan ahead.
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Step 4: Notes Evaluated for Compliance.
A committee of volunteer leaders and parents have graciously donated their time to ensure that all the Thank You notes meet the criteria listed above and are acceptable.
If a Thank You note is rejected for not meeting the minimum criteria the Exhibitors name will be listed on the JLAC and Napa Town and Country Fair websites, and that Exhibitor will have one week (7 days) to redo the Thank You Note and return it to the Fair. It is the responsibility of the Exhibitor to make sure their name is not on the list of unacceptable notes.
The committee will meet and review the Thank You Notes, at that time all acceptable notes will be mailed to Buyers and JLA Checks will begin to be released via mail.
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Step 5: Clearing Checks.
It will continue to be the policy to only release JLA checks to Exhibitors once ALL their buyers have paid. Please DO NOT CALL the OFFICE to check on the status of a Check.
The buyers who have paid will be listed in the “Thank You JLA Buyers” section on the Napafair.org website. Once an Exhibitor sees all of buyers of their Lot on the list their check is on its way. If they are not on the list, they have not paid. The list will be updated Tuesday and Thursday each week after August 19. ALL CHECKS WILL BE MAILED TO THE ADDRESS PROVIDED ON ENTRY FORM.
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Step 6: Cash your Check.
Every year several JLA checks go uncashed. Please deposit the check as soon as it is received. JLA Checks are void after 90 days. Exhibitors who do not cash a check within that period, and need a duplicate check issued, will be charged for a stop payment on the original check and a processing fee for the new check, this fee could be up to $250 per check.
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Step 7: Optional – stay in touch with your buyer.
A Junior Livestock Auction Buyer is like a client to a business. Businesses spend a great deal of time, money and resources staying connected with their clients and showing them appreciation. You would be surprised how appreciative Buyers are if they receive a Holiday Card or a simple note from you during the year saying “Hello!”
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Good Luck at the Fair!