A health fair is a great way to familiarize staff members with health issues and related wellness programs. During a health fair staff members might be able to obtain resource materials; participate in offered health screenings (vision, hearing, blood, blood lipids, cancer, dental, etc.); observe demonstrations on the use of fitness equipment; catch mini-seminars on various health issues; get free promotional items from local businesses; sample healthy foods; and obtain information about their health benefit plan.
Some businesses hold a “health & benefit fair” which includes vendors representing the various employee benefit plans (long-term disability, retirement, etc.) available to employees through their organization.
Considerations when coordinating a wellness fair:
• Setting up a thriving health & wellness fair takes extensive time. Time issues ought to be taken into account in planning and organizing such an event. The most time consuming part is generally contacting potential participants, making arrangements for their participation, confirming their participation, and setting up the day of the event.
• Sufficient space, tables and chairs must be on hand to allow for the number of vendors involved. Some vendors may have portable displays or materials that will require additional space, access to electrical outlets, or other logistical considerations that must be discussed prior to the health fair.
• Vendors will be hoping to make contact with as many persons as possible during the event. Securing their commitment to future health & wellness fairs requires that every effort be made to reward participation by publicizing the event, selecting the proper venue, and offering rewards and incentives.
• If possible, locate the health & wellness fair in an area with heavy foot traffic.
• Ask vendors to bring free materials at their table and to make a donation to a prize drawing. Follow all organization policies when soliciting donations.
• As an idea to increase employee participation and to maintain high interest levels, each attendee might be given a “passport”, similar to a bingo card, to be signed by each vendor. The signed passport becomes the ticket for the prize drawings. Such drawings should take place every 15 or 30 minutes.
• Consider teaming up with nearby employers to stage a health fair. A team effort will spread out the work and maximize participation.
Ideas for a Benefits Fair:
Include representatives from each of your employee benefits provider groups. Ask each vendor to be prepared to answer employee questions concerning their program. Representatives could include:
• Retirement plan representative.
• Long-term disability plan representative.
• Health plan representative.
• Health Benefits representative.
• Contract cell phone representative (if applicable).
• Local savings and loan or credit union representative.
• Workers’ compensation representative.
Limited Space for a Health Fair: If space is limited conduct the fair during lunch time. Place stations in company hallways or in individual small conference or office rooms located throughout the building. Offer a map with all the stations listed. Hold a no cost drawing awarding a prize for anyone who goes to 75 percent of the stations. Use a punch card or similar method to verify.
Resources for health & benefit fairs coordination:
Assume a broad definition of “health” and reflect that by involving a variety of vendors and services involved with physical, mental, economic and social health; for example, health agencies, safety organizations, benefits providers, local healthcare facilities, recreational facilities, parks, financial planners, childcare referrals, EAP, health clubs, health food stores, library, alternative and complementary medicine providers, etc.