Thank you for participating in the 2025 Farm Show. We are excited to have you join us within the Penn State Extension exhibit space. Below you will find information regarding how to submit staffing information for shirts and parking passes, hotel reservation information, and a note about staff schedules. Please review each section carefully, as we strive to streamline the process, changes have been introduced for the 2025 Farm Show.
Parking Pass and T-shirt Qualtrics Form:
- In order to receive a parking pass and t-shirt, this Qualtrics survey must be completed by anyone staffing the Penn State Extension Exhibit Space located in the Giant Expo Hall.
- If you have team members who are staffing other displays at the Farm Show, please do not use this form. This form is specifically for the Penn State Extension Booth #2202 in the Giant Expo Hall.
- After each staff member completes the form a confirmation summary will be sent to the email address that was provided on the form for their records.
- This form is requesting the following information: Name, Mailing Address, Phone, Email, Team Name, and Unisex Shirt Size. The mailing address on this form will be where the staff member’s parking pass and T-shirt are mailed.
- This form must be completed by COB on Friday, November 22, 2024. The form will close at 5:00 p.m. on November 22, 2024.
Hotel Reservations:
- All staff are responsible for making their own hotel reservations for the 2025 Farm Show.
- There is no hotel room block reserved for the 2025 Farm Show. All staff and volunteers within the Penn State Extension/College of Ag Booth 2202 are responsible for making hotel reservations for the 2025 Farm Show.
- All staff and volunteers should plan to make their reservations at their chosen hotel. However, we ask that you be mindful of budgetary concerns and not exceed $200/night. Your ADP should approve any hotel costs exceeding $200/night.
- If you are using grant funds, these restrictions may not apply.
Staffing Considerations:
As you work to staff your space for the 2025 Farm Show, we ask that you keep a maximum of three people per shift. This will allow for the staff to take breaks as needed while serving our customers and keeping budgetary concerns in mind.
Reimbursement of Travel Expenses:
- Volunteers should follow the non-employee reimbursement procedure. The form can be found here.
- Staff should follow standard university travel reimbursement procedures. The form can be found here.
- An IO number will be provided for travel reconciliation closer to the 2025 Farm Show.
- If exceptions are necessary, please work with your ADP.
- If you are using grant funds, these restrictions may not apply.
Frequently Asked Questions:
How do I get my parking pass?
Parking passes are mailed directly from PDA to staff. The first step to ensuring you receive your parking pass is to fill out this form no later than November 22, 2024 at 5:00 pm. If you missed the deadline you can be reimbursed for your parking pass by using the forms noted above.
Where is my T-shirt and Parking Pass?
It's important to note that shirts and parking passes are shipped separately. Parking passes come directly from PDA. T-shirts are shipped directly from our vendor.
If you did not receive your t-shirt please take the following steps:
- Ensure that you completed this form by the deadline of November 22, 2024.
- Review the email that was sent to you from Qualtrics with the information you submitted. Is that the correct address?
- Once you have verified that you provided the correct address by the deadline please reach out to Crystal Henry (cdh19) or Jen Plank (jlp49).
If you did not receive your parking pass, please take the following steps:
- Ensure that you completed this form by the deadline of November 22, 2024.
- Review the email that was sent to you from Qualtrics with the information you submitted. Is that the correct address?
- Once you have verified that you provided the correct address by the deadline please reach out to Crystal Henry (cdh19) or Jen Plank (jlp49).
What if I need a parking pass after the deadline of November 22, 2024?
Unfortunately, parking passes cannot be requested directly from PDA after the November 22, 2024 deadline. However, you can pay for parking on-site and be reimbursed for your parking fee. Parking is $15.00 and PDA requires that you pay by credit card they do not accept cash. For additional parking information, please refer to the PDA Farm Show Page.
Do I get a parking pass and shirt if I'm volunteering at another booth outside of Extension?
Unfortunately, we cannot guarantee that you are provided with these items when you are volunteering outside of our space. We recommend that you work directly with the coordinator for the exhibit in which you are volunteering, or your team leader, for your needs.
Additional information:
2025 PA Farm Show Emergency Preparedness Tips
PA Farm Show Complex Maps and Exhibitor Listings
