4-H state fair chaperone resources

Chaperones create an atmosphere and experience for youth that is safe, inclusive, welcoming and supportive. While you will likely know some of the youth, it is important that you connect with every young person.

• Know how to contact youth by collecting cell phone numbers.
• Set regular check-ins and touchpoints throughout the encampment (see communicating with youth for more information).
• Find out each youth’s plans for the day (e.g., judging, going on rides, checking out the barns, etc.).
• Encourage youth to reflect during the event to help them learn from their experience (e.g., ask them about their day, what they learned, what they’re looking forward to next year, etc.).
• Making new friends is an important part of the state fair experience for youth. Match youth up in different ways, such as through a mentor or buddy system, or make introductions so they know each other’s names.
• Consider non-scheduled opportunities for the youth (e.g., a ride on Ye Old Mill, a group trip to the Giant Slide, etc.).
• Find out about any traditions your local program might have or create new traditions.
• Sign up to assist with the dance (livestock encampment dance held Saturday evening, general encampment dance held the second night of each encampment). 

Chaperones should regularly check their email for daily updates from the state fair leadership team. If an emergency arises, we will also use this method to communicate. 

Each county/tribal community has a mailbox where items from the state fair will be placed, such as project evaluation sheets, purple ribbons, etc.

During the general encampments, the mailboxes will be located in the superintendent’s office in the 4-H Building. During the livestock encampment, they will be in the 4-H livestock office.

Your local Extension educator will designate one chaperone to check the box daily and before you leave the fairgrounds at the end of your encampment. Contents of the mailbox (e.g., project evaluation sheets, etc.) should be returned to your local Extension office.

• Establish a communication system among the youth you are responsible for.
  • You will be provided with youth cell phone numbers. Be aware of which youth may or may not have cell phones and may or may not have text messaging capability. 
  • Always include another chaperone or staff member in your communications with youth.
  • Check in with each young person at least twice daily, in addition to a nighttime check-in.
  • Set up a buddy system.
  • Review chaperone expectations for communicating with youth during emergency situations at the Minnesota State Fair. 
• Chaperones will receive phone numbers to contact 4-H state fair staff at home or onsite at the fairgrounds.

Plan and conduct a brief orientation for the youth you are chaperoning. Specific points should include:

• Provide youth with schedules and expectations, including participation in all scheduled programs and activities. 
• Explain youth code of conduct, including the prohibition of alcohol, tobacco (e.g., chewing, smoking and vaping) and any non-prescription drug use during a 4-H event. Violating the code of conduct may result in youth being sent home at their own expense and loss of all awards and premiums. 
• Detail guidance for leaving the fairgrounds. Leaving the fairgrounds during the state fair is permitted only during a scheduled part of the program or through completion of the state fair departure release and authorization form (only needed if previously signed up for 4-H housing). This form must be signed by the participant's parent or guardian and is available from dormitory staff.
• Review daily and dormitory check-in procedures.

Chaperones have the responsibility to deal with minor conflict, discipline or code of conduct issues. Use this as an opportunity to problem-solve with youth. Check out this manage behavior document for suggested responses to common and complex situations.

Fill out an incident report (available from dormitory staff or contact your local Extension educator) as needed to document any problems and share it with your local Extension educator.

For more significant issues, or if you are uncomfortable with a situation, enlist the help of dormitory or other 4-H state fair staff. You’ll be notified by dormitory staff of any additional discipline incidents.

Health information for adult volunteers should be entered directly into the volunteer profile in 4-H Online. If accessing 4-H Online is not an option, the health information page of the Minnesota 4-H volunteer re-enrollment form should be used. 

Remember to complete the following:

• Review the medication protocol with your local Extension educator to determine your specific involvement. 
• Work with your local Extension educator to collect, transport and turn in any prescription medications and forms. 
• Turn in medications in the 4-H Building nurse’s office on the third floor upon arrival. Medications will also be received in the barns near the livestock office upon arrival or during livestock encampment. 

If a young person needs emergency or urgent care, accompany the 4-H state fair staff as the second adult.

Review the 4-H state fair exhibitor resources page for more information.

• Make note of the kitchen duty (KP duty) schedule.  
• Select youth to work at your program’s assigned KP duty time (only during general encampment). 
• Identify chaperones to count milk at each meal time in the 4-H Building cafeteria (only during livestock encampment).
  • Sign up when county livestock packets are picked up.
  • Volunteers should self-identify themselves to the food service team 15 minutes before the serving time of the meal and stay through the duration of the meal.
  • We need to have an accurate record of milk distribution at meals because Minnesota 4-H qualifies for a summer camp program that generates around $20,000 for the milk provided for youth and volunteers.

• Be aware of orientation and exhibitor meetings, judging and activity times and locations throughout your encampment.
  • Public presentation schedules are posted outside of the demonstration office in the southwest corner of 4-H Building or on the 4-H state fair exhibitor resources page.
• Help youth locate their exhibit before their judging time. If you have trouble finding an exhibit, ask a 4-H state fair staff member at the exhibit office located on the north end of the 4-H Building.
• Monitor the purple ribbon winners so youth can get their picture taken.

Chaperones are expected to:

• Pick up the bunk assignments from the dormitory staff on the third floor of the 4-H Building or at the barns.
• Attend chaperone orientation the first evening of your encampment. Topics include safety, nightly check-in procedures, luggage loadout and dorm expectations.
• Be present in the dorm by 10:30 p.m. to check in youth. The curfew is 11 p.m.  
• Remain awake until all of the youth you are responsible for are present and checked in.  
• Remind the youth to be quiet and respectful of others in the dorms.
• Sleep in your assigned bunk or dorm room, and remind youth to do the same. Any request for changes in sleeping assignments must be approved by dormitory staff.
• Work with youth to obtain a late pass from the dorm office on an as-needed basis (e.g. concerts, etc.). 
• Ensure any youth leaving the fairgrounds or changing their housing plans have completed the appropriate paperwork prior to their departure. Leaving the fairgrounds during the state fair is permitted only during a scheduled part of the program or through completion of the state fair departure release and authorization form. This form must be signed by the participant's parent or guardian and is available from dormitory staff.

Chaperones are expected to:

• Make dorm room assignments (based on numbers and assignments given to you by dorm staff) and submit them to dormitory staff before the first night check-in.  
• Attend chaperone orientation the first evening of your encampment. Topics include safety, nightly check-in procedures, luggage loadout, bussing to and from the fairgrounds and dorm expectations.
• Complete the check-in form each night.
• Collect and distribute gate passes each night.
• Be present in the dorm by 10:30 p.m. to check in youth. The curfew is 11 p.m.  
• Remain awake until all of the youth you are responsible for are present and checked in.  
• Remind the youth to be quiet and respectful of others in the dorms.
• Sleep in your assigned dorm room, and remind youth to do the same. Any request for changes in sleeping assignments must be approved by dormitory staff.
• Volunteers must not stay in a room with youth. 4-H members who are 18 and over must stay in separate rooms from youth aged 17 and under. This rule does not apply if the adult or 4-H member are parent and child or siblings.
• Ensure any youth leaving the fairgrounds or changing their housing plans have completed the appropriate paperwork prior to their departure. Leaving the fairgrounds during the state fair is permitted only during a scheduled part of the program or through completion of the state fair departure release and authorization form. This form must be signed by the participant's parent or guardian and is available from dormitory staff.

Lead chaperones should pick up and sign for livestock county packets upon arrival. Packets should be ready for pick up by noon on Wednesday in the 4-H livestock office, located in the Cattle Barn.

These packets include the show numbers needed by each exhibitor in the show ring, as well as other important information. Pick these up as early as you can and distribute the appropriate information in a timely fashion.

Lead chaperones will pick up and distribute official show shirts (sponsored by Compeer Financial) to all 4-H livestock exhibitors.

You will receive a list of exhibitors and the desired size when you pick up official show shirts. These shirts will be assembled and packaged for you just outside the 4-H livestock office in the Cattle Barn on Wednesday starting at noon.

It is critical that you get shirts distributed to youth in a timely fashion as shows begin on Thursday.

4-H livestock will be released beginning at 1 p.m. on Sunday.

Local programs have been divided into four “rings” of release times, which are determined by the distance from the state fairgrounds. Review the ring assignments, so you know what time to be ready. 

Lead chaperones should work with their local Extension educator to assemble a county 4-H livestock transportation plan for all livestock.

Based on the transportation plan, you (or your local Extension educator) will pick up loadout hang tags for all vehicles transporting livestock off grounds. The exception is rabbits, poultry and small goats that will be crated and carried to waiting vehicles.

It is critical that you exchange cell phone information with all drivers. You will need to work out a system to get hang tags to drivers. Hang tags will be released to lead chaperones only (not individual drivers) and may be picked up in the 4-H livestock office in the Cattle Barn beginning Wednesday. 

Only those hauling livestock need hang tags. Those only hauling equipment and supplies should plan to use the shuttle service to haul these items to trucks and trailers in Lot 55. This can be done early Sunday morning.

Hang tags are not transferable. Counties misusing these credentials will be negatively sanctioned for future loadout processes.

Review the loadout process for 4-H livestock and equipment.

Use this printable map to see the loading and unloading procedure.