1. (1) Annual Fair Advertising and Promotion Records: Series documents the preparation and production of promotional materials, 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, audio and video recordings, story scripts, posters, brochures, flyers, and related documentation. Minimum retention: (a) Fair programs and exhibitor’s handbooks (premium books), permanent; (b) All other records: 2 years.
2. (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. (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 may include radio station applications and licenses, frequency coordination requests, vendor brochures, radio warranties, and related documentation. Minimum retention: 1 year after permit expires.
4. (4) Exhibit Entry, Judging, and Award Records: Series documents all activities related to judging and awards for adult, 4-H and Future Farmers of America (FFA), and open class County Fair exhibits. Records may include press releases, entry forms, entrant rosters, judging sheets, award listings, brochures, booth duty schedules, questionnaires, photographs, news clippings, and related documentation. Records may also include receipts for fees received and awards paid. Minimum retention: 4 years.
5. (5) Exit Polls and Post-Fair Survey Records: Series documents research and development of 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. (6) Fairgrounds Development Records: Series documents the development of the County Fairgrounds and physical facilities. Records may include drawings, blueprints, maps, permits, contracts, deeds, real estate appraisals, studies and reports, budget reports, long-range development plans, warranties, photographs, and related documentation. Minimum retention: Permanent.
7. (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. Minimum retention: 2 years.
8. (8) Gambling Winnings Statements: Series documents reports to Internal Revenue Service (IRS) gambling winners and amounts paid by the County Fair on horse racing bets. Records may include statements (IRS W-2G) and transmittal forms (IRS 1096). Minimum retention: 4 years.
9. (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 related documentation. Minimum retention: 6 years after event.
10. (10) Non-Fair Event Records: Series documents planning and preparation for non-fair events at county fair facilities. Records may include ticket distribution/sales, contracts and agreements, and related documentation. Minimum retention: 6 years after event occurs or is cancelled.

Statutory/Other Authority

ORS 192.005–192.170 & ORS 357.805–357.895

Statutes/Other Implemented

ORS 192.005–192.170 & ORS 357.805–357.895

History

OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 4-2004, f. & cert. ef. 9-1-04