Tractor Show......

Just got elected to the Board of Directors for our local tractor show. Is anyone else on here a board of director, or officer for their club?

Our club is in financial trouble. We have to raise money for next year, and lots of it. Just curious what some of you guys do.

I know that corporate and private dontations are going to be a sizeable chunk of the answer. With the costs of running a show (grounds rental, and insurance, etc) It will be hard to get the show to carry itself....at least for a while.


Show is in Southwestern Ohio.....for any locals here that will tell you where and what show.


Open to ANY and ALL IDEAS!!!!

I'm not a member but our local tractor club might be able to make a few suggestions.
F.A.R.M. Club of Southeastern Indiana

Ohio Valley Antique Machinery Show????

I am a director of a club which puts on a sizable 4 day show in SE Indiana, probably not too far from you. We struggled at first, but we seem to get by now. We were lucky enough to lock in the rental of the grounds we use for 5 years at a set amount--- which we paid up front. Hit up any company or organization--- for donations or other support--- which stands to benefit from your show--- grocery stores, implement dealers, fast food places near the show site, Ag tire dealers, the local Farm Bureau if you have one, the county ag agent, etc. Even if they just buy an ad in your show book. This includes the local chamber of commerce, the tourism board, etc. If nothing else, they might be able to advertise your show---- which in the end will help greatly. The appointed board that governs the grounds we rent for the show got some mighty big ideas about what they should charge for rent a couple of years ago, and we looked in to moving our show. When news of that got around town, the merchants and members of the Chamber of Commerce went to the county commissioners, who appoints the aforementioned governing board, and all at once we were offered a much better rental rate. Our show is one of the biggest events (draws more people) in our small town/county, and the merchants know it means business for them. 10 years ago, we had pre-announced "scrap days" where a couple of guys would go around to farms asking if they had any scrap iron to donate to help the club--- granted, this was before scrap jumped in price. We did pretty well on those drives. Email is open if you'd like to talk. Thanks!

I was a director at a local show for 21 years. For awhile we lost money every year because of a streak of bad weather and then the weather turned good for awhile and we were making a good profit. Profitability seems to rise and fall through the years.

You have to rely on all volunteer help for show prep and for running the show. Some shows have a special knack for pulling in volunteers and making them feel good about it. Good planning and organizing ahead of time is very important in everything. Do your homework. Volunteers aren't going to stand around for an hour trying to find something to do. You need to have ornagizers there to direct them and help them feel important.

Advertising through the media is so darned expensive so you have to find someone who's handy at making neat looking signs, fliers, brochures and is willing to distribute them. You have to get the word out there. A month or so before the show see if retail businesses like convenience stores will let you stock a small pile of folded brochures by the cash register for people to pick up. This has been working very well for us.

There are federal tourism grants out there that you can tap into. Grant applications are tedious and the money may not be as available today with our economy but it doesn't hurt to look around.

You might have to go out and beg for pledges. If you do you need to have a reason, like a new building or food stand. People won't be very willing to give money if it's not destined for something. Some people have a talent for rubbing elbows with others who have some spare money laying around and are willing to put some of it toward your show.

Wish I could contribute more but Marilyn is in a toot to leave for church. Good luck. You have to be a 'people' person. Jim

I have heard a good way to product income is to talk a few neighboring town, esp ones with bus service, into letting your club install benches in public areas. You then sell the space on the backs of the benches for advertizing which will generate a decent return. Or so I have been told.

Our clubs big money maker is hay rides at the local pumpkin patch and a spring event.

More, than Tractors, on a hill?

The club down at R.F.L.?

Looks like Farmboy has some very good ideas. One thing I haven't seen mentioned is if your club is a not for profit organization you can probably hold raffles. Hit up local merchants to donate (or sell to your club at greatly reduced prices) merchandise or services that can be raffled off.

You don't need to buy all your advertising. Most radio stations and newspapers will do features leading up to an event. They're always looking for events to talk about that benefit the area.
The local media and chamber of commerce can be allot of help to your club. If your club is not a member of the local chamber, they should join.

A good show will include more than just rows of tractors. What else does your show offer? The best show around here includes a working saw mill, veneer mill, blacksmith shop, tractor pulls, tractor parade, flea market,etc, etc. They charge $7 admission and draw a very strong crowd over 4 days.

Initially, our club raised startup money with $100 lifetime family memberships, rather than the $15 annual dues. Local REA has a "roundup" program, where members roundup their elec bills to the next even dollar amount- those funds are used for local charities, activities, etc., and we got some help from that. Businesses "sponsor" the trophies for the tractor pull. Also sell advertising space on the museum walls, behind the displays. Tractor and cash raffles to raise money. Federal Land Bank has a grant program that supports educational efforts in their service area. Club museum has a kitchen and serving area, gets rented out for various functions. Improvements are financed by the last show- not the next one.

The name of the club is Southwestern Ohio Antique Tractor and Power Association. Our show used to be held at the Preble county fairgrounds, this year 2010, was the first year at Butler county fairgrounds.

We have a tractor raffle, antique pulls, and combine demo derby at the show. The combine derby is the largest money maker. Tractor pull is a break even deal after sled rental fees usually.

I appreciate any and all ideas, and will be passing them along to fellow board members at our next board meeting in January.

Three other posters here have very good ideas. It takes more than one head to generate enough good ideas. There are so many more possibilities to raise money than one person can come up with.

The one blessing our show has is we own the show grounds. If we want to put up a new building, we can do it. The only limitation is money. (and trying to get every director to think on the same level LOL)!We also rent land for the field activities but it's prime Iowa farm land and the rent isn't cheap.

Here's a very remote possibility, but maybe someone will gift you land for the show grounds. You might have to move the show to a different location but you won't have to pay rent anymore and you have freedom. This happened to our show way back 35 years ago or so when the show was struggling along to get started. It's a very remote possibility, but you never know. It's all about scratching backs and rubbing elbows with the right people.

I mentioned grants in my previous post. Federal sponsored grants are a pain in the butt to obtain, but it's possible. I attended a couple of seminars on how to get grants for our show and I found out it's no piece of cake. You just have to decide how dedicated you want to be to the cause before you try for one. There are some easy ones out there too but you have to look for them. Like I said, you have to rub elbows with the right people and you have to have your eyes open. Our show put a new roof on a building with grant money they obtained from a county improvement grant of some sort, and it was easy to get. They got it after I left the board so I'm not familiar with the details.

I don't know what your board of directors is like, but the majority of them have to be seriously dedicated to the show to make any progress. One ambitious board member won't get anywhere if the rest of them don't care to help. BTDT!!!!!!!

Insurance has been so darned high since 9-11 and there's not a whole lot we can do about it. In their eyes any public gathering is a potential terrorist attack. I don't see why some Alla worshiper would want to terrorize some down to earth country folk putting around with old tractors but the big mega-insurers seem to think there's a possibility. One thing that helps a tiny bit is not allowing alcoholic drinks of any sort on the grounds or in the parking lot. Jim

Earlscheib - You got it!

By the way, you painted a car for me once for $69.00. --- see how many people remember that slogan.

Sparktrician,

It appears that many people have given you some good ideas. I have been to your show, and was there this past one, and always enjoyed myself. Advertising is a big thing to help build your club, although it is expensive, and probably won't help generate income immediately, which if I understood you correctly, is what you need.

Something you might want to do is focus this winter on what your total fixed costs will be for the coming show--- rent, insurance, electric, etc. Get that total, then put out a call to your membership and ask them for ideas to help raise that money. A club over near Indianapolis did that when they were struggling--- and divided the total against the number of members, and asked each member to attempt to raise their amount. It actually worked for them--- not all members raised their amount, but a surprising # of them tried, and they were able to generate about 70% of that total.

Also, I've found that our newsletter which we print about four times per year and mail to all club members seems to generate a lot of goodwill and makes even the members who live far away feel like they're still a valued and appreciated part of the club as a whole. Without coming right out and asking for donations in the newsletter, we will outline the various costs involved with building a new structure or other big project. We will state that we are looking for donations of building materials, etc,---when we are putting up and new building--- and you'd be surprised what comes in.

I have also started an email list for club news and through that we announce upcoming work days, meetings, etc. and that seems to have generated a bigger turnout at work days and meetings.

I included a link to the club website below. Please feel free to visit the website. For anyone who would like to be included on our club email list, please drop me a line at [email protected].
Franklin County Antique Machinery club website

My 2 cents!!!! Don't even consider charging a membership or any fee to show a tractor. I got bit in Johnson Co. In. (Aug 2010) for 1st & last time hauling a restored tractor over 200 miles. What would a tractor show be without tractors?
Led

I was, a member, and forgot to join again, at the show this year. I thought this years show was the best one I had ever seen"On The Hill".