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Tips for planning a successful field day

SARE offers step-by-step toolkit for organizing field day.

SARE has developed a Farmer Field Day Toolkit to guide farmers and ranchers as they organize field days to share innovative ideas. 

What is a field day?

Field days are educational events hosted by a producer or educator and held on a farm or ranch. The events usually include demonstrations of specific management practices and equipment or highlight research methods and results.

How do you host a field day?

Plan and organize. Here's a list of hints for getting ready for your field day. Find more information at the SARE website.

Two to three months before the field day

  • Finalize the site, program, schedule and speakers. Create a flyer.
  • Identify the audience.
  • Contact targeted organizations or groups with preliminary information about the field day.
  • Contact SARE Outreach and your region’s Communications Specialist for assistance promoting on their event calendar, social media, newsletter and blogs. They may also be able to assist with media outreach and press lists.
  • Develop a budget and choose a fee.
  • Start social media postings.

One month before the field day

  • Order portable toilets and canopies if needed.
  • Order any AV equipment you will need.
  • Start preparing remarks and plan the walk through the field. Time it.
  • Order any food you are planning to serve
  • Create handouts.

Two weeks before the field day

  • Start sending press releases, PSAs and calendar items. Follow up by telephone with key editors and writers to ensure coverage.
  • Monitor registration and close it if you reach capacity.
  • Buy name tags and other supplies.
  • Confirm the food order or purchase it now. Purchase water.
  • Make signs with the name of the event and to identify parking, restrooms, registration, gathering area.
  • Create signs with directions, if it is possible to place them on roads near the site. Print any informational materials that will be distributed.
  • Check the weather for the next couple of weeks. Will you be able to hold the event outside? 

Day before the field day

  • Set up a registration table.
  • Set up a food and beverage table.
  • If possible, place signs with directions on nearby roads.
  • Place signs to identify parking, restrooms, registration and the gathering area.

Source: SARE

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