Steps to Organize a Health Fair

FOR COORDINATORS - - STEPS TO ORGANIZE A HEALTH FAIR 

Health Fair Resources – Organized by Stages:                                                     

[EAI PI website]  https://www.foodaddicts.org/eai-public-information     

Under: Public Information Resources 

• The source of the forms in the Health Fair Resources – Organized by Stages website is from the PI website:  https://www.foodaddicts.org/health-fairs

FA Meeting or LSG Coordinator – reviews the Health Fair Resource folders organized by stages to be prepared to organize a health fair. 

• Become familiar with the Health Fair Guidelines document and each document in each folder .

• Coordinators will have a joint Zoom call. The EAI PI Health Fair Subcommittee Coordinator  will answer questions and assist in the guidance of doing the tasks in a certain order, to be prepared for the day of the event.

PRE-PLANNING STAGE:

1. Decide on 2 Coordinators. 

   1. One from the EAI PI Health Fair Subcommittee

   2. One from the LSG or FA Meeting.

2. FA Meeting or LSG Coordinator has already notified the EAI PI Intergroup at least 60 days prior to the event by emailing: eaipi@foodaddicts.org 

3. LSG or FA Meeting Coordinator retrieves information from the health event coordinator: INFORMATION ABOUT THE EVENT form. Sends the completed form to the EAI PI Health Fair Subcommittee Coordinator by email: eaipi@foodaddicts.org

   1. EAI PI Health Fair Subcommittee Coordinator decides if FA will participate in the event.

4. If doing the event, the coordinators will schedule a zoom call to go over the steps in the Planning Stage folder and discuss the forms in both the Planning folder  & Day of Event folder to be prepared for the event.  They will also review the After the Event folder. 

PLANNING STAGE:

5. Decide if LSG or Meeting has tablecloth and banners or if they will be requested from the EAI PI Committee. Email EAIPI@foodaddicts.org  to request tablecloth and/or banners from EAI Resources.

6. LSG or Meeting Coordinator recruits volunteers & completes the Contact List form of Coordinators & Volunteers and completes the time slots for each volunteer. Keep in mind one volunteer per time slot needs at least 2 years of continuous abstinence and working with a sponsor. The other volunteer can have a minimum of 90 days. When completed & verified by the meeting or LSG coordinator, the Contact List form is sent to the  EAI PI Health Fair Coordinator.

   1. Decide who will set-up and take-down.

   2. Decide on day, time, and pick up location of supplies.

   3. Decide on day, time, and drop off location of supplies.

7. Complete the Set-Up & Take-Down form - review information on FA website- https://www.foodaddicts.org/pi-materials-banners-tablecloths

8. Notification to Intergroup [EAI] form. 

9. Health Fair CheckList form.

   1. If trifolds are needed: email a  PDF copy of the Trifold , include  name and address where the trifolds should be mailed and how many trifolds are needed to eaipi@foodaddict.org 

   2. Decide if pamphlets need to be ordered.

   3. If the location has Wi-Fi service, bring a laptop to demonstrate the FA website.

   4. Bring FA Book to display only.  Show it to someone interested in the FA program and ask questions.

   5. Information for Volunteers about the event form: Health Fair contact person in case of a problem, parking passes, etc.

10.  Checklist of Items to bring to the event. 

    1. Container to hold supplies.

    2. Tablecloth & Banners

    3. 4-6 racks

    4. Trifolds

    5. Pamphlets

    6. Binder to hold forms for volunteers. [See list of forms]

    7. FA Book for display only 

    8. Connection magazines for display only

    9. Laptop or tablet to show FA website [only if  WIFI service is available.

    10. Supplies

        1. Blue masking tape and clear packing tape

        2. Pens, pencils, and clipboards

        3. Scissors

        4. Clipboards

        5. Name Tags for volunteers

        6. Black Marker or Sharpie

11.  FA Meeting or LSG Coordinator completes the following forms:

    1. Information About the Event – gets information from the Health Fair Coordinator

    2. Contact List of Coordinators, Volunteers for the Booth/table, and volunteer time slots – discuss with volunteers, get a commitment, verify available time.

    3. Notification to Intergroup Chair form – email eaipi@foodaddicts.org

    4. Set-Up & Take Down form.

    5. Health Fair Checklist form 

    6. Information for volunteers about the event – parking, contact person at event in case of a problem, etc. 

    7. Health Fair Evaluation Form – at end of event, after feedback from volunteers-what worked, what did not work, complete the form.

12.  Forms to be put in the binder for volunteers at the event. Coordinators have a joint zoom call with volunteers to discuss these forms before the event.  Volunteers review the forms in the binder before their shift. 

    1. Contact List of coordinators & volunteers & time slots for each volunteer

       1. Opening Shift volunteers – discuss pick up materials.

       2. Note: minimum 2 volunteers at table as no one member represents FA, minimum 3 volunteers during lunch hour to rotate one member for lunch. 1 volunteer at table has a minimum of 2 years abstinence, working with a sponsor, 2^nd person has at least 90 days of abstinence. 

    2. Schedule of Set-Up & Take-Down of supplies  -  volunteer has location address with contact information to pick up & drop off supplies. 

    3. Information About the Event – especially the address and floor. 

    4. Health Fair Guidelines for Day of the Event

    5. Health Fair Evaluation Form – not to be completed by volunteers. Volunteers should review the form to give feedback to the FA Meeting  or LSG coordinator. FA Meeting or LSG coordinator will complete the form and email it to the EAI PI Health Fair Coordinator @eaipi@foodaddicts.org

    6. Health Fair Checklist 

    7. Individual Information Follow Up form – place in clipboard.

    8. Health Care Provider/Professional Information Follow Up form – place in clipboard.

    9. Suggestions for Health Fair Volunteers 

    10. Information for Volunteers about the event form- parking, contact person in case of a problem. 

    11. How to Use PI Material: Banners & Tablecloth

FA Meeting or LSG coordinator email volunteers the following forms: Suggestions for Health Fair Volunteers, Contact List, Information for volunteers about the event, Health Fair Evaluation Form.

13. FA Meeting or LSG Coordinator sends the following completed forms to the EAI PI Health Fair Subcommittee Coordinator at eaipi@foodaddicts.org 

    1. Information About the Event Form

    2. Contact List of Coordinators, Volunteers, and Time Slots for each volunteer.

    3. Notification to Intergroup Chair [EAI] @eaipi@foodaddicts.org.

    4.  Set-Up & Take-Down Information form.

    5. Evaluation Form.

DAY OF EVENT STAGE:

1. Volunteers on opening shift – discuss pick up of material before the event.

2. Volunteers during lunch -    3 at the table to rotate to have lunch.

3. When in a discussion with someone – share a pamphlet, show your before & after pictures, if possible, show the website. Show the FA book. 

4. Take Down volunteers – pack up the supplies.  Return supplies to the contact person on the day and time agreed upon.

5. Binder – review forms in binder before your shift –especially… 

   1. Suggestions for Health Fair Volunteers 

   2. Contact List of coordinators & volunteers & time slots for each volunteer

   3. Health Fair Evaluation Form – not to be completed by volunteers. Volunteers should review the form to give feedback to the FA Meeting  or LSG coordinator. What worked, what did not work. 

   4. Make sure Individual & Health Care /Professional  Information forms are  in the Clipboard. 

      1. Individual Information Follow Up form – place in clipboard.

      2. Health Care Provider/Professional Information Follow Up form – place in clipboard.

   5. Information for Volunteers about the event form- parking, contact person in case of a problem at the event.

AFTER THE EVENT:

1. FA Meeting or LSG coordinator will assign volunteers to follow up with anyone requesting additional information listed on the Individual or Health Care Provider forms in the clipboards. 

2. FA Meeting or LSG Coordinator will gather information from the volunteers to complete the Evaluation Form and send to eaipi@fooaddicts.org

3. FA Meeting or LSG Coordinator will send a thank you note to the hosting organization. Ask to be on their mailing list for next year if this is an annual event. Also, ask the host organization if they would be interested in putting the FA's website link on their school’s  organization’s website if they have not already placed a link to the FA’s website. Follow up with the FA Weblinks subcommittee at weblinks@foodaddict.org.  

4. Send a thank you note to volunteers outside of FA Meeting or LSG.