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Planning a Health Fair: Time Table Checklist for the Health Fair

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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.

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  • Montana State Library
  • P.O. Box 201800, 1515 East 6th Avenue
  • Helena, MT 59620-1800
  • Phone: (406) 444-3115
  • Fax: (406) 444-0266
  • msl.mt.gov