Connecticut State NAACP Conference

  6 to 12 Months Before the Health Fair:

• Establish goals and objectives for the Health Fair.
• Select a chair and co-chairs.
• Select planning committee members.
• Form and meet with subcommittees.
• Identify target audiences.
• Select a theme.
• Select a date and time.
• Select and reserve the location.
• Identify possible local 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 tables,chairs rental equipment.

3 Months Before the Health Fair:

• Order educational and promotional materials from Red Cross, American Heart Association, etc.
• Plan and begin securing prizes, decorations, goodie bags, giveaways, films, etc.
• 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:

• Publicize the event with flyers, posters, etc.
• Contact television, radio, and newspapers to publicize.
• Plan booth, exhibits,etc.
• Make booth signs.
• Make map for exhibitors and participants.
• Make the program, acknowledging exhibitors, volunteers, donors, etc. 
• Make a list of items still needing 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,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.
• Label the command center table
• 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 exhibitors, media, etc., as appropriate.

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