How to Design a Health Fair Plan Timeline

Health fairs are helpful in educating the public about health related issues. They are also an effective tool for connecting health care facilities with the public. Planning a health fair for your community can be a daunting task, but with the proper planning and effort, you can organize a successful event. Simple guidelines will help you develop a timeline to plan and execute your own health fair.

Things You'll Need

• 3-ring binder
• Pamphlets
• Envelops
• Postage stamps

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Instructions

• 1

  Organize your committee. The committee should have its initial planning meeting at least one year before the date of the health fair. You should meet with your committee at least six times before the event with the first meeting occurring at least six to 12 months before the health fair. During the meeting, the committee should decide on the theme, location and date of the health fair. Make sure that you consider your target audience when you make these selections. Also, make a list of possible exhibits and activities that will appeal to your target audience. Evaluate this list, and develop a budget for the health fair.

• 2

  Secure commitments. At least three to six months before the health fair, find exhibitors, such as health care providers and volunteers to work at the event. Decide and arrange for services such as free health screenings and other activities. Also, reserve any rental equipment you may need.

• 3

  Order the necessary materials. Contact health organizations, such as the American Heart Association, to request educational and promotional materials. Be sure to inform the organizations you contact that you are organizing a health fair and request the number of items you will need. Also, create and print posters and flyers to promote the health fair. Arrange for equipment (such as hand trucks and trashcans) and materials (such as trash bags and table clothes). Be sure to provide a written confirmation to your exhibitors at least three months before the health fair.

• 4

  Publicize the event. At least one month before the health fair, contact the local media to arrange for advertisement. Also, create booth signs and a map of the fair for your exhibitors and visitors. Construct a program and acknowledge your exhibitors, volunteers, and donors. Be sure to create a list of any last minute items you still need.

• 5

  Finalize your plan. The week before the health fair, organize your registration process and create nametags for appropriate participants. Confirm all participants and create a list of assignments for your volunteers. Set up a command center at the health fair so all participants know where to go for help and information.

• 6

  Set up the health fair venue. The day before the event, set up as many tables and exhibits as possible. Label each station and booth appropriately according to the map you created. Also, make sure that all equipment is in working order. Test electrical outlets and audiovisual equipment.

• 7

  Open the health fair for visitors. The health fair exhibits and participants should be set and ready at least one hour before the doors open to the public. Make yourself available to direct your volunteers and be sure someone is always on hand to collect registrations and evaluations from your visitors. Pay attention to the number of people attending your health fair, as you'll need an estimate of the number of visitors.

• 8

  Send thank you letters. After the health fair, be sure to thank everyone who helped to make the health fair a success. Include in your thank you letter a report of the evaluations you collected (if any) and an estimated attendance number. Also, send these reports to your local media.