Learn how employer groups with multiple office locations use the HFC Health Fair Planning tool.

What else should my remote counterpart know?

: Health Fair Vendors

Once the health fair is released on HFC, HFC notifies vendors within a 30 mile radius to express interest. Vendors will begin to express interest within 2-3 hrs. You or your onsite contacts can approve the vendors that are the best fit for your health fair. You can compare vendors before approving.

Encourage your onsite contact to upload their past vendor list and vendors they have current relationships with via the “invite” feature under the vendors section in the dashboard. If they’ve had health fairs in the past, inviting those vendors is essential.

: 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 contact at the remote location 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.

: Venue

Your offsite contact needs 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. They also need to secure tables and chairs for the day of the health fair.

: Parking & Check-in Instructions

Parking and Check-In instructions will need to be manually sent to all vendors; this can be done through HFC by using the announcement feature.

This is one piece of communication that HFC doesn’t automate, as we have 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 (your site contact) 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.

: 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.