Why collect feedback?
Organizers see the fair from the inside. Visitors, exhibitors, vendors and volunteers see something different. Their comments reveal long lines, confusing signs, parking problems and bright spots that staff may miss. Feedback also tells people their views count.
Collect it every year, so you can compare over time and see whether changes helped.
Pick one or two goals for each survey, such as parking or exhibitor experience. A focused survey gives clearer answers than a broad one that tries to cover everything.
Whom should you ask?
Ask several groups: visitors, families, exhibitors, 4-H and FFA members and their advisers, vendors, sponsors, volunteers and neighbors. Each group sees different parts of the fair, and each deserves its own questions.
Try to reach people who do not attend, too. Ask local groups or schools why some families skip the fair and what would make it welcoming.
Share the survey where people already are, such as the entry form for exhibitors, the vendor packet or the volunteer sign in sheet. Easy access raises the number of replies.
- Visitors and families
- Exhibitors and their advisers
- Vendors and sponsors
- Volunteers and staff
- Neighbors and community groups
What are good ways to ask?
Simple tools work well: a short paper form at exits, a web form shared through the fair's page, a QR code on signs, conversations at the information booth, or a suggestion box. Offer more than one way, so more people can take part.
Keep surveys short. Ten minutes is too long for a busy visitor. A few well chosen questions are better than many vague ones.
Offer the survey in the languages your community uses, and in large print or by phone for people who cannot use a screen. Everyone should have a way to be heard.
- Short paper form at exits
- Web form or QR code on signs
- Conversations at the information booth
- Suggestion box
What makes a good question?
Ask about specific things: ease of finding parking, clarity of signs, cleanliness of restrooms, quality of events, helpfulness of staff, and what visitors would change. Use plain words and avoid leading questions that push people toward an answer.
Include a few open ended questions so people can say what you did not think to ask. Give people the option to skip questions.
Test your questions on a few people first. If they misread a question, rewrite it before the survey goes out to everyone.
- Plain words
- One idea per question
- No leading wording
- A few open ended questions
- Option to skip
How do you protect privacy, especially for children?
Do not collect more personal information than you need. Surveys can be anonymous. Avoid asking children for personal details, and ask parents or guardians when feedback involves minors. Store responses securely and share only summaries.
Tell people how their answers will be used. If you offer a prize drawing, keep contact information separate from answers and delete it afterward.
Keep results in a safe place and limit who can see raw comments. Remove names or details that could identify a child or a private family matter.
How do you turn answers into action?
Read all comments, group them by theme and note how often each appears. Choose a few changes that are practical and meaningful. Assign a person and a date to each.
Share results and changes with the community in plain language. A short report that says what you heard and what you will do builds trust. If you cannot change something, explain why.
Track results year to year with the same core questions. Changes over time are more telling than any single score.
- Read all comments
- Group them by theme
- Pick a few practical changes
- Assign a person and a date
- Report back to the community
How do you avoid common problems?
Do not rely on only the loudest voices. A few strong opinions may not reflect everyone. Look for patterns across groups and years. Be cautious about small samples.
Respond politely to critical comments. Thank people for taking time. Handle safety concerns right away through the proper staff, not through a survey.
Thank participants publicly. A short note on the website or at the information booth tells people their time mattered.
Key takeaways
- Ask many groups, including people who do not attend.
- Offer several short, simple ways to respond.
- Protect privacy, especially for children.
- Share what you heard and what you will change.
- Compare the same core questions year to year.
Sources and further reading
Last reviewed: November 12, 2026. Written by the County Fair & Rodeo Guide Editorial Team. See our editorial policy.