Broker & Carrier
Account Managers

Vendors

Once the health fair is released, HFC notifies vendors within a 30 mile radius that they are now able to express interest in the health fair. This is where the magic happens. Expect at least 10-15 vendors to express interest within the first 48 hours. Vendors are notified via email and text about the health fair and will express interest in the health fair - basically saying they’re interested in attending the health fair. After giving it a few days, you or your point of contact at the group can approve the vendors only to your liking - so vendors only get into the health fair if you or the point of contact allow them to be in the health fair. You basically have a list of interested vendors to select from. You can compare vendors in each category and pick the best vendors appropriate.

So, what about vendors the group has previous relationships with or past health fair vendors? Not to worry! Encourage your client to upload their past vendor list in the “invite vendors section.” They can either copy / paste those vendors emails or upload an entire excel file and invite all of them to participate. If they’ve had health fairs in the past, this is essential. If they end up not wanting to approve the vendor after inviting them, no worries - they don’t have too. HFC provides a central location to manage vendor securement and communication.

You or the POC is able to individually message vendors (i.e. to find out how many massage therapist the wellness center is bringing), as well as send an announcement (i.e. parking instructions) to all the registered vendors for the health fair.

Employee Turnout

We give your group the tools and resources to promote their health fair.

A save-the-date promotional flyer will be emailed to your client 24 hours after you create the health fair. Your point of contact at the group can use the save-the-date flyer to notify employees via email, by posting it throughout the office, and more. Your point of contact can also log into their dashboard and edit the flyer (text, logo, and details).

NOTE: Ensure your client promotes the health fair and spreads the word, If employees don’t show, it will be a disaster. Don’t take this lightly. Here’s a link to health fair best practices: Show Me HFC's Health Fair Best Practices.

Day of Health Fair Prep

HFC consolidates all the health fair information into one document, as well as table tags and an employee attendance ticket - saving hours of work. Not only does it save you and your point of contact hours of work, it gives you all peace of mind!

To give you further peace of mind, HFC’s communication system will ask vendors to confirm their attendance via email and sends reminders via email and text.

Event Details Sheet
The event details sheet contains all the vendors attending, as well as all the important info on each of the vendors (wifi, special needs, rep name and cell, and more). You or your point of contact are able to print this out to have at your fingertips on the day of the health fair, giving you a boost of confidence.

Table Tags
HFC provides table tags with the all the essential details for each vendor (wifi, electricity, rep name, special request, and etc.). Table tags will help with setting up the venue, as you or your client will be able to see the vendor’s needs as well as other important info (electricity, extra space, cell #, etc.).

Attendance Ticket
The attendance ticket lists all the registered vendors. Keep track of which employees came through the health fair. This can also be used as a raffle ticket.

Securing Venue
They need to lock down the space inside their building, for example: the lunchroom, conference room, gym, theater, or any spot that’s appropriate for a health fair.

Securing Tables & Chairs
Most companies (in our experience, over 95%) have adequate amounts of tables and chairs. They’ll need to make sure those tables and chairs are reserved for the day of the health fair.

Sending out Parking and Check In Instructions
This is one piece of communication that HFC doesn’t automate, as we’ve found that each organization hosting a health fair has different check in and parking instructions. HFC does however provide a tool to assist with messaging all the health fair vendors. This tool can be found in the “messaging section” inside the dashboard. It’s called “Announcements.” You or the host are able to mass message all the vendors (including carriers) and upload attachments, like the generic parking instructions for the organization hosting the health fair.