How to Plan a Health Fair
Form a committee and develop a budget., Determine the date, and confirm the location., Initiate logistical efforts for vendors, including those related to clearances, contracts, security requirements, parking, and transportation., Develop materials...
Step-by-Step Guide
-
Step 1: Form a committee and develop a budget.
Determine your goals and what issues you want to focus on.
Check on legal requirements, insurance coverage, and waiver forms for your organization.
Establish operating rules, including reimbursement procedures, status reports, sponsor support, storage locations for materials/donations, and committee member back-up.
Delegate responsibilities, including those related to obtaining clearances, security, transportation, parking, vendor recruitment, publicity and other printed materials, volunteer recruitment, refreshments, vendor lunches, display setup/breakdown/cleaning, contracts, donations, and insurance.
Establish milestones and timelines. -
Step 2: Determine the date
Identify a guest speaker for opening remarks at the kick-off ceremony. , Determine the number of vendors the location can accommodate.
Determine if you want vendors that represent business, non-profit, and/or government organizations.
Vendors should all have a health mission. , for print, internet, TV, radio, email), and a letter for vendors and product donors about the event. , Send an initial letter announcing the event and its sponsors.
Follow up with telephone calls and emails.
Contact donors, or purchase items to be given away at the health fair if appropriate. , Include directions to the event, vendor name tags, lunch options, and parking passes.
Confirm donations and material delivery options (i.e. where to unload on the day of the event or where to ship).
Confirm the guest speaker(s) and obtain speaker support, including a podium, microphone, and audio visual equipment.
Send a letter to the VIPs, such as directors and department heads. ,, Responsibilities should include meeting and escorting vendors, providing refreshments in the morning or afternoon, setting up, cleaning up, serving as host/hostess, distributing vendor lunches, working the reception desk, giving out event bags, and distributing and collecting evaluation forms.
Have an orientation meeting with volunteers a week before the event to make sure everyone knows their responsibilities. -
Step 3: and confirm the location.
-
Step 4: Initiate logistical efforts for vendors
-
Step 5: including those related to clearances
-
Step 6: contracts
-
Step 7: security requirements
-
Step 8: parking
-
Step 9: and transportation.
-
Step 10: Develop materials
-
Step 11: including evaluation forms
-
Step 12: an event logo
-
Step 13: promotional media (i.e.
-
Step 14: Contact vendors.
-
Step 15: Send out a confirmation to vendors who have agreed to participate.
-
Step 16: Finalize logistical efforts
-
Step 17: including those related to vendor display/table layout
-
Step 18: table skirts
-
Step 19: event bags
-
Step 20: audio visual needs
-
Step 21: vendor lunch selection
-
Step 22: confirmation of vendor delivery time
-
Step 23: trash cans
-
Step 24: reserved parking
-
Step 25: water/cup delivery
-
Step 26: kick-off ceremony cake
-
Step 27: room set-up schedule
-
Step 28: time the room is accessible to volunteers
-
Step 29: and photographer arrangements.
-
Step 30: Obtain volunteers
-
Step 31: establish responsibilities
-
Step 32: and create a work schedule.
Detailed Guide
Determine your goals and what issues you want to focus on.
Check on legal requirements, insurance coverage, and waiver forms for your organization.
Establish operating rules, including reimbursement procedures, status reports, sponsor support, storage locations for materials/donations, and committee member back-up.
Delegate responsibilities, including those related to obtaining clearances, security, transportation, parking, vendor recruitment, publicity and other printed materials, volunteer recruitment, refreshments, vendor lunches, display setup/breakdown/cleaning, contracts, donations, and insurance.
Establish milestones and timelines.
Identify a guest speaker for opening remarks at the kick-off ceremony. , Determine the number of vendors the location can accommodate.
Determine if you want vendors that represent business, non-profit, and/or government organizations.
Vendors should all have a health mission. , for print, internet, TV, radio, email), and a letter for vendors and product donors about the event. , Send an initial letter announcing the event and its sponsors.
Follow up with telephone calls and emails.
Contact donors, or purchase items to be given away at the health fair if appropriate. , Include directions to the event, vendor name tags, lunch options, and parking passes.
Confirm donations and material delivery options (i.e. where to unload on the day of the event or where to ship).
Confirm the guest speaker(s) and obtain speaker support, including a podium, microphone, and audio visual equipment.
Send a letter to the VIPs, such as directors and department heads. ,, Responsibilities should include meeting and escorting vendors, providing refreshments in the morning or afternoon, setting up, cleaning up, serving as host/hostess, distributing vendor lunches, working the reception desk, giving out event bags, and distributing and collecting evaluation forms.
Have an orientation meeting with volunteers a week before the event to make sure everyone knows their responsibilities.
About the Author
Kevin Wilson
Creates helpful guides on hobbies to inspire and educate readers.
Rate This Guide
How helpful was this guide? Click to rate: