Wellness Fair Planning Guide:
Time Table and Checklist for the Wellness Fair
6 to 12 Months Before the Health Fair:
- Establish goals and objectives for the Health Fair.
- Select a co-chair.
- Select planning committee members.
- Form and meet with subcommittees.
- Have subcommittees appoint chairs to report activities to the planning committee.
- Identify target audiences.
- Select a theme.
- Select a date and time.
- Select and reserve the location.
- Identify possible services, information, exhibits, activities.
- Prepare a budget.
3 to 6 Months Before the Health Fair:
- Establish timelines.
- Secure commitments from health care providers, exhibitors, etc.
- Ask exhibitors, clinicians, and other people working in the Health Fair to reserve the selected date.
- Secure volunteers, including someone who can take pictures the day of the fair and someone to welcome and direct participants.
- Select health screenings and services to be offered.
- Decide on exhibits, activities, demonstrations, etc.
- Reserve rental equipment.
- Reserve tables and chairs.
- Reserve Extension exhibit.
3 Months Before the Health Fair:
- Order educational and promotional materials from American Heart Association, etc.
- Plan and begin securing prizes, decorations, goodie bags, giveaways, films, etc.
- Secure cash box; plan for change needs at the fair.
- Reserve handtrucks, carts, etc.
- Reserve trash receptacles.
- Plan to secure trash bags.
- Plan to secure tablecloths.
- Make posters, flyers, etc. to publicize the event.
- Duplicate printed materials, such as registration and evaluation forms.
- Locate and line up needed equipment (chairs, tables, and other necessary supplies).
- Receive written commitments from exhibitors, providers, volunteers, etc.
- Provide written confirmation to exhibitors, including the following:
- date of event
- time (to set up booth and hours open to public)
- location (include a map)
- general guidelines
- title for their booth signs (provided by either committee or exhibitor)
- ask exhibitors to bring special equipment, such as extension cords, three-prong adaptors, etc.
- ask exhibitors about space and electrical requirements
- Receive written requests from exhibitors for electrical outlets, cords, etc.
1 Month Before the Health Fair:
- Meet with committee chairs to review progress towards implementation of plans.
- Publicize the event with flyers, posters, etc.
- Contact television, radio, and newspapers to publicize.
- Plan booth, exhibits, and classroom locations.
- Make booth signs.
- Make map for exhibitors and participants.
- Make the program, acknowledging exhibitors, volunteers, donors, etc.
- Make a list of items still needed to be purchased.
- Secure the following supplies for the “be prepared for anything kit”:
- Pens and pencils
- Felt-tipped markers—large, small, different colors
- Extension cords
- Paper clips, rubber bands, tacks, pins
- Stapler and extra staples
- Scotch, masking, and duct tape
- Hammer, nails, pliers, and screwdriver
- Posterboard
- Paper
- Batteries
- Emergency kit with first aid supplies
- Trash bags
- Paper towels
- Kleenex
- Camera and film for the volunteer photographer
- Phone book, exhibitor and volunteer lists with phone numbers, etc.
1 Week Before the Health Fair:
- Confirm with all participants.
- Print map and program.
- Make exhibitor, volunteer, chairman, etc. nametags.
- Purchase perishable items, safely store, etc.
- Make list of where volunteers will be assigned the day of the health fair.
- Finalize plan for the registration table and registration process.
- Finalize plan for staffing, including command center table.
- Finalize plan for evaluation, including distribution and collection.
Day Before the Health Fair:
- Set up tables, booths, exhibits, chairs, classrooms, etc.
- Bring the “be prepared for anything kit.”
- Label the command center table and equip it with the “be prepared for anything kit.”
- Set up the registration table, including:
- Sign-in/registration sheets, including addresses and phone numbers
- Plenty of pens and pencils for participants
- Maps of exhibits and programs
- “Goody bags” for giveaways
- Assignment list for volunteers
- Set up the evaluation area, including forms for exhibitors and participants.
- Set up the food area.
- Make sure there are enough electrical cords, outlets, audiovisual equipment, etc.
Day of the Health Fair:
- Set up as needed.
- Be ready one hour before opening.
- Direct and instruct volunteers.
- Collect registrations.
- Collect evaluations.
- Clean up.
- Estimate attendance.
Follow-up After the Health Fair:
- Send thank you letters to exhibitors, volunteers, etc.
- Check with health agencies doing screenings to make sure follow-up is done for all lab results.
- Tabulate evaluation results.
- Determine and document possible improvements for next time.
- Report results to the Commissioners Court, exhibitors, media, etc., as appropriate.
[ Next Page: National Resources for Wellness Fairs ]
