Who are you trying to reach?
Start by naming your audiences. Most fairs serve long time visitors, families with young children, teens, exhibitors and their relatives, older adults, new residents and travelers. Each group looks for different things: rides, food, animal barns, concerts, competitions or a free afternoon outdoors.
Talk to a few people from each group and ask how they learned about the fair and what would make them visit again. Their answers are more useful than guesses.
Write one sentence for each group describing what the fair offers them. That sentence becomes the center of your message.
What are low-cost ways to spread the word?
Local connections go a long way. Schools, churches, clubs, libraries, chambers of commerce, 4-H and FFA groups, senior centers and local businesses can share information with their members. A simple flyer or a short email they can forward makes this easy.
Community calendars at newspapers, radio stations and town websites often list events for free. Send accurate information early, and follow each outlet's submission rules.
Keep each message short and specific. A flyer that says what the fair offers and where to find the official schedule is easier to share than a long description, and it is less likely to be out of date by the time it is read.
- Community calendars and bulletin boards
- Schools, clubs and youth groups
- Local businesses and chambers of commerce
- Exhibitors who invite their own families
- Library and senior center displays
How can exhibitors and volunteers help?
The most trusted message comes from people who take part. Exhibitors, vendors and volunteers can invite friends, share photos and tell stories. Offer them simple tools, such as a shareable image or a short description of key events.
Keep requests easy and optional. People help when they feel proud of the fair, not when they feel pressured. A thank you after the fair builds goodwill for next year.
Exhibitors who are proud of a first ribbon or a finished project often tell the story better than any organizer can. Offer a simple way for them to share it, and ask before you reuse anything they post.
What should every message include?
Visitors need basics: what the fair is, where it is, how to find the official schedule, where to learn about tickets and parking, and whom to contact with questions. Always point to your official page for dates, hours and ticket details, and keep it current.
Do not promise things you cannot control, such as weather or attendance. Say what is planned, and say that plans may change. Include information about accessibility, such as how to ask for help.
Review every printed and online message together before the season begins. Check the spelling of names, the website address and the phone number, since small mistakes spread quickly.
How do you use stories and photos well?
Real stories bring a fair to life: a family showing animals for generations, a first time baker, a volunteer who helps every year. Ask permission, respect privacy and follow the policy on photographing minors.
Show the fair as it really is. Pictures of actual exhibits, barns, food and crowds set honest expectations and keep visitors from feeling misled.
Seasonal stories help too. A look at how animals are prepared, how baked goods are judged or how a barn is set up gives curious readers a reason to visit and learn more.
How do you reach people who rarely visit?
Think about barriers. Some people do not know what a fair offers, worry about cost, lack transport, or fear they will not feel welcome. Share clear information about what is free, how to get there, and what is available for children, older visitors and people with disabilities.
Partner with groups that serve those communities. Invite their input and offer ways to take part, such as a special program or a volunteer role. Translate key information when your community uses more than one language.
Consider a quieter, family friendly time or a day when certain events are featured, and describe it plainly so visitors can choose what suits them.
How do you tell what is working?
Ask visitors where they heard about the fair, through a short question at the gate or on a survey. Track which messages brought questions and which events drew people. Keep your methods simple and respect privacy by not collecting personal details you do not need.
After the fair, note lessons and keep them in a shared file. Next year's plan can start from what actually worked.
Keep copies of past plans and notes so new committee members do not start over each year.
Key takeaways
- Define your audiences and talk to a few people in each.
- Use local groups, calendars and exhibitors for low cost reach.
- Point every message to the official page and avoid overpromising.
- Use real stories and photos, with consent and care for minors.
Sources and further reading
Last reviewed: November 12, 2026. Written by the County Fair & Rodeo Guide Editorial Team. See our editorial policy.