The step-by-step guide includes the steps that the H.O.P.E.+ team believes are necessary to plan a health fair in the community. However, there are extra steps that your team can take to successfully accomplish a health fair. Some of those optional or extra steps that the H.O.P.E.+ team follows are:
Referrals
Raffles
Participant Incentives
Click on each of the tabs to see more information about each of these steps!
Optional Steps/Procedures
One of the goals for the H.O.P.E.+ Initiative was to provide meaningful impact on the health needs of those attending the health fairs. Although a more profound and systemic change is needed to increase services, we attempted to do our part in increasing health care services for these underserved populations. A key process for this to occur was the use of referrals and follow ups. Using referrals and follow ups allowed for participants of the health fair to be connected to services beyond the event. During the health fairs, each agency was provided with a referral form [see attachment], so as individuals visit their station those who need to be connected for additional services may be reached. Agencies are instructed to fill out the participant’s information such as service needed and contact information for follow-up. At the end of each health fair, referrals are collected and the process of following up begins.
H.O.P.E.+ example: At the start of every health fair, when agencies sign in and gather their materials, they are provided with copies of the referral sheet. At the end of the health fair, agencies are instructed to turn in these copies for our team to create a plan for follow-up. One of our community collaborators takes over referrals and has a community health worker take over these follow ups. During these follow ups, individuals are connected to services they are in need of including but not limited to primary care providers, dental care, eye exams, vaccinations, screenings, and assistance with specific conditions.
Raffles
The H.O.P.E.+ team attempts to bring as many agencies and services as possible to the health fairs. The goal is to try to get attendees to engage with as many agencies as possible. We understand this can be difficult since individuals might only have a limited time to attend the fair. However, a solution the team has found to work is the use of raffles. Raffles serve a multitude of purposes, they gather the attention and attract more attendees, they encourage interaction with all the agencies, they retain attention, and overall can be a positive incentive as they create a sense of excitement and anticipation making the health fair more enjoyable. Think of a way in which you could employ a raffle in your health fairs to maintain engagement and an enjoyable environment. Try to make the raffle at the end of the health fair so that participants stay during the entire event.
H.O.P.E. + example: During each of the health fairs we have conducted, we have asked our participating agencies to donate goodies whenever possible. The prices can vary depending on the funds and items agencies have available, but these nonetheless make the health fair even more exciting. Some of the gifts that have been raffled include blankets, backpacks, reusable water bottles, mugs, and gift cards. We have identified that these prices work as motivators for individuals to stay at the health fair for the entire time and even invite other to join and participate.
The raffle strategy that we have employed is to staple a raffle ticket to the station cards provided at registration. Upon registration, participants drop half of their raffle ticket in a crystal bowl and keep the other half attached to their station card. We notify each one of them when and where the raffle will happen.
Participants Incentives
Although the raffle is effective, we understand that not every individual will be able to stay at the health fair until that time. We also want to make this a positive environment, and do not want discourage participants who did not win a raffle item to leave with a negative feeling leading to them not participating in future health fairs. To do this, we suggest incentives to all participants who attend the health fair. Providing participants with incentives can increase their participation, it will encourage participants to engage and participate in the health fair activities, it can link healthy behaviors to a prize which could lead them to engage in more healthy behaviors, and overall being increase satisfaction with the event. All of these help the goal of a health fair of promoting health and well-being in the community.
For incentives, think of the population your targeted population. What kind of items would they benefit from obtaining from this health fair? What prize can make a difference in their well-being in a short- or long-term? What kind of items are available to me that I could provide to all or most participants?
H.O.P.E.+ example: Through our funder, Direct Relief, we received XXX of dignity kits. These kits have hygiene items (soap, shampoo, conditioner, toothbrush, toothpaste, lip balm, nail clip, hang sanitizer, lip balm, floss, hairbrush, band-aids, pads, a rag, and socks) inside a drawstring bag. These kits were made specially for the home-free in mind. These kits are easy to carry and contain basic items that individuals might need to take care of their health and hygiene.
Another incentive used have been metal grocery carts. During one of our early health fairs food items were distributed by a local food pantry. However, throughout the distribution, we noticed many individuals being unable to carry these heavy food items. Many of them reported needing these items but not being able to carry them throughout the health fair and back home. This time our solution was for volunteers to help individuals, especially elders, to carry their items back home. We understood this was not a sustainable solution and that these individuals would need something to help in the long-term. We were able to buy 100 metal grocery carts for our next health fair to provide individuals with a tool that would serve them in their daily lives for a long period of time. For that health fair, we asked individuals to attend at least 60% of the stations (30 of 50 stations) available and obtain a metal cart (for those 66 and older) or a dignity kit (anyone under 65) on a first come, first served basis. These incentives were a success and further motivated individuals to engage in all the activities available to them and really take advantage of all of the resources. With the help of a local foundation, funds will be provided for our upcoming health fairs to continue to incentivize and help our participants.
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