OAR 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)

Source: Rule 166-150-0050 — County Fair Records, https://secure.­sos.­state.­or.­us/oard/view.­action?ruleNumber=166-150-0050.

166–150–0005
Administrative Records 166–150–0010
Airport 166–150–0015
Assessment and Taxation Records 166–150–0020
Building 166–150–0025
Community Corrections Records 166–150–0030
Counsel 166–150–0035
County Clerk — Elections 166–150–0040
County Clerk — General 166–150–0045
County Court and Commissioners Records 166–150–0050
County Fair Records 166–150–0055
County Health — Developmental Disabilities Records 166–150–0060
County Health — Mental Health Records 166–150–0065
County Health — Public/Community Health Records 166–150–0070
County Health — Sanitation and Waste Management Records 166–150–0075
County Health — Vital Statistics 166–150–0080
County Juvenile Department Records 166–150–0085
County Museums and Historical Societies Records 166–150–0090
County Veterans Service Offices Records 166–150–0095
District Attorney Records 166–150–0100
Emergency Management Records 166–150–0105
Equipment and Property Records 166–150–0110
Financial Records 166–150–0115
Fire and Emergency Medical Services 166–150–0120
Housing and Community Development Records 166–150–0125
Information and Records Management Records 166–150–0130
Justice and Family Courts 166–150–0135
Law Enforcement 166–150–0140
Library 166–150–0145
9-1-1/Public Safety Answering Point Records 166–150–0150
Parks and Recreation 166–150–0155
Payroll Records 166–150–0160
Personnel Records 166–150–0165
Planning 166–150–0170
Public Works Records — Engineering 166–150–0175
Public Works Records — Operations and Maintenance 166–150–0180
Public Works Records — Public Utilities 166–150–0185
Public Works Records — Traffic Engineering and Maintenance Records 166–150–0190
Public Works Records — Wastewater Treatment 166–150–0195
Public Works Records — Water Treatment 166–150–0200
Risk Management Records 166–150–0205
Surveyor Records 166–150–0210
Treasurer/Controller 166–150–0215
Vector Control Records
Last Updated

Jun. 8, 2021

Rule 166-150-0050’s source at or​.us