One notable issues discussed was the difficulty in recruiting and organizing volunteers. The shortage of volunteers impacted several aspects of Open Farm Day, such as visitor counting accuracy and the overall execution of activities. To address this, the commission considered several strategies, including creating a database to streamline volunteer communication and leveraging community connections to encourage participation. The idea of a mock sheet to gather potential volunteer contacts from local farmers was proposed. Attendees expressed that personal connections and word-of-mouth were pivotal in engaging volunteers, as exemplified by one participant’s anecdote of a community member expressing pride in their local involvement.

Scheduling conflicts with other local events like the Westfield Fair were also highlighted as a concern. Some farmers suggested that the Open Farm Day should be rescheduled to avoid clashing with the fair, which could potentially increase participation. The commission acknowledged the importance of considering the availability of volunteers and the timing of harvests when planning future events. There was also a discussion about potentially moving the event to later in the year, such as September or early October, to align with seasonal activities like pumpkin picking, which could offer unique experiences for visitors.

Promotional materials and signage were scrutinized, with feedback indicating that more effective communication could improve event attendance. The commission noted that while some farms had established parking protocols, others could benefit from additional signage to guide first-time visitors. The need for more engaging event attractions was also discussed, with suggestions for interactive activities like petting zoos to draw families to the farms. The use of promotional signs featuring QR codes was reviewed, and it was suggested that the Economic Development Commission might need to reevaluate their strategies, as these signs failed to garner attention.

The commission also deliberated on the future distribution of passports used during farm events. A proposal to reduce the number of passports ordered was made, given the surplus from the recent event. Instead, they considered creating one-page flyers or modifying existing passports with stickers to update information, thus maintaining branding while adapting to current needs. The tight timeline for receiving passports was noted, prompting a suggestion to contact local printers for smaller, more manageable orders.

Community engagement was a focal point of the meeting, with discussions about building stronger relationships with local farms and organizations such as the 4-H. One participant shared a positive interaction with a director from their organization. The commission also emphasized the importance of acknowledging volunteers, with ideas like hosting a thank-you gathering or providing commemorative items to foster a sense of community and encourage future participation.

The meeting also briefly touched on the need for better organization of online and social media information, as outdated posts had led to confusion about event details. The necessity for timely updates and clear communication was reiterated to enhance the overall experience for participants. A participant proposed increasing direct communication methods, such as phone calls, to ensure everyone involved is informed and prepared ahead of events.