What does a fair board do?
A fair board oversees the fair's mission, budget and staff. It approves contracts, sets dates, appoints committees and adopts policies. It often handles the fairgrounds as a year round property, including maintenance and rentals.
The scope of a board varies by state and county. Some boards have final authority, and others advise a county government. Read the fair's bylaws or governing statement, which should be available from the fair office.
Boards also handle disputes, complaints and protests about contests. Most have a written process, such as a form to submit within a short window after judging. Ask the office what it is before you need it, so that you know how to raise a concern properly.
- Approves the budget
- Signs contracts for entertainment and vendors
- Sets policies and the premium book
- Oversees the grounds and facilities
How are board members chosen?
Methods differ. Some are elected by members of a fair association, some are appointed by county commissioners or other officials and some are chosen by a mix. Terms and eligibility rules are set locally.
Ask the office how your board is chosen and when seats open. If you want to serve, ask whether you must be a resident, a member or a past volunteer. Some boards require a membership fee or a short application.
Candidates for an elected seat may be asked for a statement or to attend a meeting. If you plan to run, read the bylaws first, ask current members about the time commitment and attend several meetings to learn the issues.
What happens at a board meeting?
Meetings normally follow an agenda, include reports from the manager and committees and give time for votes. Many boards also take public comment. Minutes record decisions and are often available on request.
Public meeting laws vary by state, and some fair boards are covered by them. If you want to attend, ask the office for the schedule and whether comment is allowed. Arrive early, sit quietly and follow the process.
- Read the agenda in advance
- Ask when public comment is allowed
- Take notes on votes and dates
- Request minutes if they are not posted
How are decisions made?
Boards usually vote by majority on motions. Before a vote, they often discuss costs, risks and benefits. Committees may research an issue and make a recommendation. Staff may supply data on attendance, revenue and safety.
Decisions can be hard. A board may need to weigh tradition against budget, or weather risk against income. Understanding the tradeoffs helps you give useful comments.
Many boards also set annual goals, such as repairing a barn roof, adding shade or improving accessibility. Ask what the current goals are and whether there is a way for residents to contribute to them.
How can you take part?
Attend a meeting, offer to join a committee or volunteer at the fair. Some boards have openings for youth members or advisors. Ask what skills are needed, such as finance, marketing or facilities work.
If you disagree with a decision, ask for the reasoning. A calm question gets a better answer than a complaint. Thank the board members, who usually serve without pay.
Be ready to commit time outside of meetings. Board members often walk the grounds, meet with vendors, review contracts and help during fair week. Ask a current member how many hours a month the work really takes, and whether the board expects members to take a specific job.
What are the board's responsibilities for safety?
Boards are responsible for safe grounds, appropriate insurance, emergency plans and relationships with local emergency services. They rely on managers, inspectors and volunteers to carry these out.
If you see a hazard on the grounds, tell the fair office straight away. In an emergency, call local emergency services and follow staff direction.
Public liability, volunteer coverage and equipment insurance are usually reviewed each year. A board member or the manager can tell you what policies the fair carries, and an insurance agent can explain what they cover.
Where can you find governance information?
Some state fair associations and the International Association of Fairs and Expositions publish resources on fair management. County government and extension offices may also help. Ask your own board for its bylaws and policy documents.
This guide is independent and does not represent any board. Always confirm governance details with the fair itself.
Newer members often learn fastest by asking for an orientation. A good board can offer a tour of the grounds, a copy of the bylaws and an introduction to key staff. If your board has none of these, suggest them.
Key takeaways
- A fair board sets policy, budgets and major contracts.
- Members are elected, appointed or both, depending on the place.
- Meetings follow agendas, and public comment may be allowed.
- Calm questions and offers to help get the best results.
- Ask the fair office for bylaws and the meeting schedule.
Sources and further reading
Last reviewed: November 12, 2026. Written by the County Fair & Rodeo Guide Editorial Team. See our editorial policy.