Top 10 Tips

A health fair is an event where organizations have an opportunity to disseminate health information to the public at booths and/or to provide health screenings. Health fairs are usually co-sponsored by groups, including hospitals, churches, sororities, and community organizations. They may last anywhere from a few hours to a few days. This document will give you planning tips on how to coordinate a health fair in your community.
Ten Planning Steps

1. Form a committee of sponsors and planners to discuss logistics of the walk, including insurance coverage, legal requirements, waiver forms, emergency personnel availability, date, and time.
2. Designate a meeting area, time, and location for the walk. Walks can vary in distance, so determine how far you want the group to walk. Walk the distance and time it takes before confirming the location. Factor in additional time for welcoming remarks, warm-up stretching exercises, and other activities when determining how much time you will need.
3. Order materials you may want to give away at the walk, such as T-shirts, fact sheets on physical activity and other health issues, and/or bottles of water.
4. After getting appropriate clearances, publicize the event at least two weeks before, the day before, and the morning of the walk. Include a rain date or alternative indoor location in all the announcements.
5. Prepare a short welcome, or ask an appropriate speaker to do so.
6. Make copies of waiver forms for distribution.
7. Check the weather forecast a week before and the morning before the event. Send out an announcement with any change in plans if weather conditions look bad.
8. Arrive early for the event.
9. Set up a table near the door with nametags, waiver forms, pens, bottles of water, and any promotional materials like T-shirts or fact sheets for participants.
10. Give a short welcome, lead stretching exercises, and begin!