Or. Admin. R. 166-150-0050 - County Fair Records
(1)Annual Fair Advertising and
Promotion Records Series is used to prepare and produce promotional
materials, and to document promotions, advertising campaigns and public
relations efforts for the annual County Fair. Series also documents categories
of exhibit competitions, entry requirements, and prizes offered for 4-H and
Open Class exhibits. Records may include fair programs, exhibitor's handbooks
(premium books), schedules of events, passes, newsletters, news clippings,
paste-ups, drawings, copies of ads, photographs, slides, videotapes, sound
recordings, story scripts, posters, brochures, flyers, and correspondence.
(Minimum retention:
(a) Fair programs and
exhibitor's handbooks (premium books): Permanent
(b) All other records: 2 years)
(2)Commercial Vendor
Records Series documents vendor reservations for exhibit booth space at
the County Fair. Records may include reservation forms, cash receipts, and
exhibitor rosters. (Minimum retention: 4 years)
(3)Communications Equipment Licensing
Records Series documents Federal Communications Commission (FCC)
authorization for the County Fair to operate a radio station and use radio
frequencies. Records include radio station applications and licenses, frequency
coordination requests, vendor brochures, radio warranties, and correspondence.
(Minimum retention: 1 year after permit expires)
(4)Exhibit Entry, Judging and Award
Records Series documents all activities related to judging and awards
for adult, 4-H and Future Farmers America (FFA), and open class County Fair
exhibits. Records include press releases, entry forms, entrant rosters, judging
sheets, award listings, brochures, booth duty schedules, questionnaires,
photographs, news clippings, and correspondence. Records may also include
receipts for fees received and awards paid. (Minimum retention: 4
years)
(5)Exit Polls and
Post-Fair Survey Records Series is used to research and develop
marketing and planning strategies. Records may include polls and surveys,
objective statements, methodology documents, sampling variability, summaries,
exit poll analysis, tables and graphs. (Minimum retention: 5 years)
(6)Fairgrounds Development
Records Series documents the development of the County Fairgrounds and
physical facilities. Records may include correspondence, drawings, blueprints,
maps, permits, contracts, deeds, real estate appraisals, studies and reports,
budget reports, long-range development plans, warranties, photographs, and
correspondence. (Minimum retention: Permanent)
(7)First Aid Reports Series
documents first aid treatment of fairgoers, employees, exhibitors, vendors or
others, and may be used to report to the county or other parties. Series does
not cover workers' compensation claims and related records. The reports show
report number, patient name, injury or illness, treatment description, date,
time, and the name of the doctor, nurse or EMT. (Minimum retention: 2
years)
(8)Gambling
Winnings Statements Series is used to report to Internal Revenue Service
(IRS) gambling winners and amounts paid by the County Fair on horse racing
bets. Records include statements (IRS W-2G) and transmittal forms (IRS 1096).
(Minimum retention: 4 years)
(9)Miscellaneous Fairgrounds
Event Files Series documents various events at the fairgrounds which are not
documented in other record series. Records may include calendars of events,
minor repair and construction projects records, security and law enforcement
plans, camping regulations, minor personal injury or property damage reports,
and correspondence. (Minimum retention: 6 years after event)
(10)Non-Fair Event Records
Series documents planning and preparation for non-fair events at county fair
facilities. Records include ticket distribution/sales, contracts and
agreements, and other related records. (Minimum retention: 6 years after event
occurs or is cancelled)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805-357.895
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