Being a 4-H leader is a rewarding experience. You can help develop the next leaders in Larimer County. If you are interested in becoming a leader, please contact us at csuextension@larimer.org to:
- You interest areas
- Our volunteer openings
- The registration process
All workshops must be approved by the Extension Office prior to scheduling your event. Begin that process by completing & submitting the Larimer County 4-H Event Planning Worksheet This guide will help you complete that worksheet.
Contact the Extension Office with any questions you have about this process at 970-498-6000
Step 1: Initial Planning
- Details to consider:
- Audience for the workshop
- Location and space needed
- Date and time
- Number of volunteers needed
- Set-up needed – tables, chairs, projectors, screens, etc.
- Setting a date and time
- When deciding on a date for your workshop, consider other activities that might keep your participants from attending, such as other 4-H events, club meetings or holidays.
- Choosing a location for your workshop
- You may choose to hold your workshop at The Ranch, the Extension Office or a location of your choice (find a list of Extension Office or The Ranch locations attached)
- When choosing your location:
- Consider drive time for your participants. Try to choose a centrally located facility, if possible.
- Size of space needed for your workshop
- Type of space you will need; indoor classroom, large hall, outdoor arena, show ring or pens for animals. Keep in mind the weather conditions for that time of year. You may want to request an indoor area.
- Workshops can be held at other facilities & private properties
- If the workshops will be held at locations other than The Ranch or the Extension Office, you will need the name of owner and proposed address for the event
- Schedule your workshop as early as possible to make sure you can secure your preferred location, date and time.
Step 2: Workshop approval, room reservations, and advertising
- Complete the Event Planning Worksheet and submit to the Extension Office for approval prior to scheduling the event.
- Extension Office staff with follow-up with you for questions, clarification, or approval.
- Contact the Extension Office with any questions at 970-498-6000.
Additional details to consider when planning your workshop:
- An Informed Consent Form is required for all activities that have inherent risks, such as working with large animals or firearms, recreational activities and when non-4-H members are participating
- Informed Consent Forms can be found on the Larimer County 4-H website under 4-H Club Resources
- Informed Consent Forms must be provided to each participant/parent to review and sign before the event
- Your workshop may also require additional insurance
- Workshops that involve out of county 4-H members and/or that are open to the public, such as horse and dog shows or clinics
- If the workshop has activities that have inherent risks for the participants, such as working with large animals, firearms or participating in recreational activities
- To request additional insurance for your workshop, please contact the Larimer County Extension Agent
- Workshop registration – A registration system will make organizing your event easier.
- Online registration or email can both work well.
- Deadline for registering
- Set a deadline for required registration ○ Minimum number of participants needed
- Decide what the minimum number of participants you will need to be able to successfully hold your event
- Maximum number of participants allowed
- What will be the maximum number of participants your workshop, space or clinician can handle
- Are there any specific requirements to attend this workshop?
- Advertising the workshop – Consider the best approach to advertise your event & request in the Event Planning Worksheet:
- The extension office can help you advertise in three ways. Please indicate on the Event Planning worksheet if you would like our office to advertise your event. The three options are:
- Email from the Extension Office
- The Extension Office can send out an email to our members or group of members
- This should be done at least 2 weeks prior to your event. Reminders can also be sent.
- Article in the 4-H Newsletter
- Information and/or a flyer for your event must be submitted to dkern@larimer.org by the 10 th of the month to be included in the following month’s newsletter
- There is no charge to advertise a 4-H event
- Posting on Facebook or the website
- The Extension Office can post events to the Extension Facebook page &/or County Extension Website
- Leaders for the workshop – How many volunteers will you need to deliver a successful workshop?
- Recommended 1 leader for every 10 participants
- Who will be in charge of the even
- Will there be a charge for your event? Do you need to cover any workshop materials or clinician fees?
- Please consult the Extension Agent when fees are involved
- Do not sign any contracts with clinicians, this must be approved by the Extension Agent
- Overnight housing needs – Will your workshop require any overnight housing arrangements for animals?
- The Ranch may be able to provide overnight housing for animals if you have a multi-day event that is being held there
- Please speak with the Extension Agent to discuss possible arrangements
Larimer County Extension Office Address: 1525 Blue Spruce Dr., Fort Collins, CO 80524
The Ranch Address: 5280 Arena Circle, Loveland, CO 80538
| Facility | Type of Space | Maximum Capacity |
|---|
| McKee 4-H Building at The Ranch | 3 Small Classrooms – white board & screen, tables & chairs available, bathroom facilities | 35 each |
| McKee 4-H Building at The Ranch | 3 Large Classroom - white board & screen, tables & chairs available, bathroom facilities | 45 each |
| McKee 4-H Building at The Ranch | Small Classrooms, 2-3 Combined - white board & screen, tables & chairs available, bathroom facilities | 70 – 105 |
| McKee 4-H Building at The Ranch | Large Classrooms, 2-3 Combined - white board & screen, tables & chairs available, bathroom facilities | 90 – 135 |
| McKee 4-H Building at The Ranch | Exhibit Hall (Can be divided into 2 or 3 smaller halls) tables & chairs available, bathroom facilities | 35 - 150 |
| Longhorn Outdoor Arena at The Ranch | Large outdoor arena, round pen panel fencing, parking and seating available | Depends on activity, members with animals 30 at one time |
| Round Up Outdoor Arena at The Ranch | Large outdoor arena, horse show fencing, parking and seating available | Depends on activity, members with animals 30 at one time |
| Mac Equipment Inc. Indoor Arena | Large indoor arena, plenty of parking and seating, possible concession stand, bathroom facilities (Limited Availability) | Depends on activity, members with animals 30 at one time |
| The Ranch Warm Up Indoor Arena | Small indoor arena, no seating available, round pen fencing, bathroom facilities | 15 small animals, 8 large animals |
| East or West Pavilion at The Ranch | Large indoor space with concrete floor, pens or small arena possible, bathroom facilities | Depends on activity |
| East or West Pavilion at The Ranch | Overnight stalling for 4-H animal project camps | As needed, maximum 120 |
| Larimer County Extension Office | Meeting Room – tables, chairs, computer, projector & screen available, bathroom facilities | 80 |
Youth participate in 4-H community clubs by belonging to a chartered 4-H club, usually in their county of residence. If special circumstances exist that warrant transfer to another county, 4-H families may apply for a special variance to transfer.
Special circumstances will be narrowly defined as situations that are not resolvable or place the family in circumstances that will not allow them to participate in their local 4-H program. This situation may not include disciplinary action taken by state or local Extension offices.
These special circumstances will be considered on an individual basis with the decision being based on whether the circumstances are resolvable within their own county. The decision as to whether the circumstances fit within the narrow definition lies strictly with the CSU Extension Offices in incoming and outgoing counties. Final approval will be granted by the State 4-H Office.
Acceptable reasons to transfer into another County:
- When a 4-H member’s family moves.
- When the 4-H member lives part of the year in one county and part of the year in another county.
- When other situations regarding residency arise.
- When transferring into their county of residence.
- Or as other situations arise that merit special consideration deemed appropriate by the Colorado 4-H Agent and Colorado State 4-H Program Director.
Please note the following from the Colorado State 4-H Office policy which can be found in full on their website:
- Youth may join or re-enroll in only one county 4-H program at a time
- Youth may participate as a 4-H member in only one county fair per enrollment year, and exhibit a given 4-H project in only one county per enrollment year.
- When a situation exists that necessitates change of residence in mid-year, state and local 4-H fees will be assessed in both counties.
- Youth who are granted approval for membership in a county other than their county of residence may not transfer to, or enroll in another county for a minimum of one 4-H year not including the year of transfer or enrollment.
Process to Request a County Transfer
If a family would like to request a special variance to transfer counties or to participate in a county other than their county of residence, they must follow the following steps. These steps are used for families to transfer into a county they do not reside in and also to transfer back into the county they do reside in if they were previously enrolled in another county.
- Contact the 4-H County Extension Agent in both their county of residence and the county they wish to participate in to notify them of their desire to transfer or enroll in a county other than their county of residence and explain their reasons. Either agent can assist in this process as needed.
- Complete and submit the 4-H Enrollment Membership Special Variance Transfer Application to either one of those agents.
The incoming and outgoing county Extension Agents will both review the request and follow with the family if additional information is needed. Then, all transfers will go through an approval/denial process at the State 4-H Level. Final approval/denial of transfers will come from the State 4-H Office and will be communicated back to families.
