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How do you plan for a health fair?

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Quick Answer

To plan a health fair, create a committee, identify key goals and milestones, set a budget, and assign the responsibility of acquiring clearances and other tasks to committee members, recommends the Centers for Disease Control and Prevention. Choose a date and location, find a guest speaker, send an announcement letter and another confirmation letter to vendors, and verify committee members properly managed all requirements, including contracts, security, transportation and vendor table layout.

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Full Answer

Holding a health fair involves complying with legal requirements, obtaining necessary waiver forms and purchasing adequate insurance coverage, states the CDC. Defining rules such as refund processes and status reports is also essential. Committee members tackle different tasks, including advertising, designing promotional materials and evaluation forms, finding volunteers, preparing and cleaning display setups of vendors, and gathering donations.

When contacting vendors, first send letters publicizing the event and the sponsors involved, and then confirm attendance by contacting via email or phone, suggests the CDC. The next step is to send confirmation letters containing information about directions to the health fair, vendor name tags and parking options.

Design a clear work schedule outlining the tasks of volunteers, notes the CDC. Volunteers are generally responsible for guiding vendors, offering beverages and lunches, and cleaning up after the event. Set up a meeting a week before the health fair to orient all volunteers properly.

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