HEALTHY FAMILIES, HEALTHY COMMUNITIES



HEALTHY FAMILIES, HEALTHY COMMUNITIES Planning GuideCONTENTSPLANNING GUIDEGoals and Objectives for Healthy Family, Healthy Communities EventInitiative Planning a Healthy Community Healthy Families EventSETTING UP COMMITTEES AND DUTIESChair and/or Co-ChairsPlanning and Coordinating Committees PLANNING ACTIVITIESInteractive Booths, Exhibit, and Demonstrations Short PresentationsEVALUATION & FORMS Event Task/Responsibilities List Sample of Exhibitor/Vendor List Exhibitor Evaluation Registration Cards (English & Spanish) Vendor/Sponsorship Opportunities Form Sample of Marketing FlierABOUT HEALTHY FAMILIES, HEALTHY COMMUNITIESHealthy Texas combines the expertise of the Texas A&M Health Science Center with Texas A&M AgriLife Extension Service’s one-of-a-kind, statewide reach to promote preventive health at the most local level of the community, improving the well-being of Texans for generations to come. “Healthy South Texas,” the pilot program of Healthy Texas, is a novel effort to reduce the highest impact diseases and their consequences, including diabetes, asthma and infectious disease, throughout a 27-county region in South Texas. This comprehensive, multi-disciplinary team will engage families, enhance education, promote behavior change, and improve quality of medical care and health outcomes.Healthy Communities, Healthy Families one of many programs with in the Healthy South Texas Initiative will engage the entire family—from youngest to oldest—through education, demonstrations and information about lifestyle changes to improve their well-being and health outcomes. By reaching out specifically to young families because they hold the future: when their children are given a healthy start, we can look forward to a more vibrant community for generations to come. This event is just the beginning of that journey.GOALTo provide as many of our young families as we can with support, motivation, resources and knowledge that empowers them to take control of their health and serve as an example for future generations.OBJECTIVESIncrease health awareness by providing health screening, activities, informational materials, and demonstrationsIncrease awareness of local and state resourcesMotivate participants to make positive health behavior changesProvide information on when and where to obtain immunizations, for children and adultsTeach self-care and preventive practicesIdentify topics and participants for future Healthy Communities, Healthy Family eventsConnecting organizations to the communityEstablish Texas A&M, Healthy South Texas agents and specialist, as a source for educational health programming in the county they servePLANNINGSuccessful event requires a tremendous amount of planning always starting as soon as possible. The first task is to identify a Chair and/or Co-Chair. As Chair and/or Co-Chair the main role is to provide direction and leadership in order to attain the goals and objectives of the event. Together they are jointly in charge of planning the event and identifying committees needed to make the event successful.SETTING UP COMMITTEES AND DUTIESCHAIR AND/OR CO-CHAIRIdentify who will be Chair for the event and who will share the responsibilities as Co-Chair. Identify community members from organization you may want to participate in the Healthy Communities, Healthy Families event and ask them to participate as part of the planning committee.PLANNING AND COORDINATING COMMITTEESChoose a planning committee based on the activities, information, and demonstrations you will be providing at the event. They can consist of individuals from:Health professionals, from health agencies, hospitals, community clinicsWomen’s ClinicsOBGYNs (Obstetricians and/or gynecologists)Insurance plansSchoolsDaycaresState and city organizationsChurchesLocal businessesLocal mediaElected officialsOther members of target areaA broad-based community planning committee will provide:Widespread support and better attendanceIdeas that can better meet unique needs of people in the communitySelection of time and place least likely to conflict with other community activitiesMore people to share the workMore media promotion and attentionSafe, reliable screening practices with referrals and explanations for abnormal results identifiedDuties of Committee:Identify the target audienceIdentify best ways to reach the target audience.Will screenings be offered and who will provide the determined screenWill immunizations be offered and who will provide the immunizationsDevelop a timeline with tasks and appoint someone to leadCreate an agenda for the event, including opening and closing times, lunch if provided, etc.Select a dateSelect a locationPublicity and promotionEquipment and table, chair, audiovisual, etc., rentalsDecorationsRefreshments and/or lunches for participants, volunteers, and vendorsPermits and insurance requirementsPrinting, mailing, including promotional and follow-upIdentify potential donors, sponsors, and vendors.Coordinate contact of all donors, sponsors, vendors, and vendorsAssist with management on the day of the event, and are available to welcome participants, assist with sign in sheetsAssist with obtaining participant evaluations / registration cards / vendor card Plan for follow up phone calls on all participants who screen out of range or require additional informationMembers of the planning committee can provide leadership and coordination for sub-committees. They can also identify key people for a subcommittee if needed.Sub-committees can be:Clinical - Health professionals who will provide screenings at the event and can organize and plan for having adequate staffing to provide the screenings. Clinical agencies providing screening must have the proper certifications and licenses to do screenings and provide their own forms for the screenings. Interactive Booths, Exhibits, Demonstration and Short PresentationsCompile a list of potential exhibitors (view sample vendor/exhibitor list)Create a running list of potential presenters that can provide a short presentation on the main stage if there is allowable time (Ex: Dinner Tonight, Physical Activity, Zika, Diabetes, Prenatal etc..)Demonstration/Games/Interactive Booths on physical activity, food preparation, BLT, EFNEP, MWV etc(Note: if preparing and distributing food samples please check with your local city ordinance for required food handlers permit for volunteers and staff as well as an overall city permit and fee) Marketing and CommunicationsDeveloping and disseminating posters, flyers, and mailingsDevelop sponsorship packetsDeveloping and disseminating announcements to the media, including radio, TV, newspapers, store bulletin boards, church bulletins, etc.Include a brief announcement about the health fair in church bulletins.Include event information in the county Extension newsletter and Healthy South Texas websiteCompile invitation list of local and state dignitaries in conjunction with College Station (Jenny Jones or Cristina Conejo)Design invitations for elected officials/dignitariesDistribute event-specific invitations to elected officials/dignitaries in conjunction with College Station (Jenny Jones or Cristina Conejo)Develop event outline, speeches and acknowledgementsCreate a map for participants to locate booths of interest and essential services at the eventCreate and post signs at the event for booths and directions to restrooms, water fountains, refreshments, entertainment, first aid, lost parents, and exitsDevelop Social Media marketing strategiesFollow up with media prior to event to ensure attendanceProvide Healthy South Texas bannersSecure photographers for event if neededIf a stage is provided secure necessary AV equipmentFacilities and Administrative CommitteeInside versus Outside: if the health fair is outside, a contingency plan will be needed for bad weather, including wind;Determine who will need electrical needs for equipmentEnsure there are tables and chairs available for all participating vendorsAre there adequate restroom facilities available? Are drinking water and refreshments available? Food safety: cooking and refrigeration.Parking: Is it adequate?What type of cleanup is required?Safety: Are there stairs to get to the event?Is the location near transportation?Is the location easily accessible for the target audience?Is the location easy to find?Plan for security.Plan locations for exhibit boothsPlan for crowd flow.Provide appropriateness of refreshments if servedDevelop an assignment list for the day of the event so volunteers can be easily directed to their assigned areasEVALUATION & FORMSEVENT TASK/RESPONSIBILITIES LISTSAMPLE OF EXHIBITOR/VENDOR LISTEXHIBITOR EVALUATIONSREGISTRATION CARDS (English & Spanish)VENDOR/SPONSORSHIP OPPORTUNITIES FORMVENDOR/EXHIBITOR REGISTRATION FORMSAMPLE OF MARKETING FLIEREVENT TIME TABLE AND RESPONSIBLE FOR TASK???WHEN COMPLETETASKSTARTFINISHRESPONSIBLE PERSON?Example5/12/20165/12/2016Luisa ColinEstablish goals and objectivesSelect chair or co-chairs. Select and meet with planning/coordinating committeeForm subcommittees if needed, ask them to report activities to planning committee.Identify target audienceSelect dates and timesSecure locationIdentify possible services, information, exhibits, activitiesPrepare budgetSecure commitments from health care providers, exhibitorsInvite (save the date) exhibitors, clinicians, and other vendors participating in the event to reserve the selected date by filling out and submitting an event registration form. The following information should be on the form: date of event, time, location, general guidelines, list if you are providing their vendor sign, will they need electricityFinalize what information you want to collect from attendees (name, address, phone, zip code, county, etc…) Develop registration cards, evaluations, any print materials neededDevelop or order informational handoutsOnce location is secured plan and develop floor plan to ensure enough tables, chairs, stage, and any other necessary supplies are availableContinue meeting with committee chairs monthly to review progress1 month prior to event start publicizing the event, tv, radio, social media, posters, etc…Week of event meet with committee to ensure everyone knows their role and what will be occurring at the eventConfirm with vendorsConfirm door prizes if providedFinalize plan for registration and if evaluations will be done and howMake a list of possible needed supplies: pens, tape, Velcro strip, paper clips, tacks, stapler, paper, batteries, emergency kit, camera etc..Purchase / secure lunch or refreshments that will be provided for staff, vendors, participantsSet up for eventFollow up on referrals, screenings, evaluationsReport on outcome and accomplishments of event*add tasks as neededDay of eventSet up as needed.Direct and instruct volunteersStart at scheduled timeCollect registration cardsCollect EvaluationsFollow-up after the eventFollow-up with anyone who may have screened out of range for the screenings that were being providedFollow-up with registration cards to ensure all information was obtained at the event or additional information will need to be mailed out to the participants.Develop report of event and share with all vendors and committees, share successes and ideas for improvementSAMPLE EXHIBITOR/VENDOR LIST:List of potential vendors from the county or surrounding counties and their contact, ask all vendors to provide a door prize that can be raffled off during the eventVENDORCONTACT PERSONPHONE / EMAILDOOR PRIZE YES - NONOTES:1County Health District – WIC, La Leche League2County Health District - Immunizations3Department of State & Health Services4Transportation Coordination Network5Local Children’s Hospitals and their services6Local Health Insurance Plans7Community Clinics8Community Hospitals, Women’s Clinics9Local Physician to provide Sport Physicals10Baby formula companies11Pharmaceutical Representatives12County Police Department13County Fire Christi Fire Department14Parks & Recreation15Local gyms (YWCA, YMCA)16Local Grocery Stores17Local Pharmacies18Community Food Bank19Churches20ADA (American Diabetes Association)21AHA (Americna Heart Association)22March of Dimes23Boys & Girls Club24Local Womens Clinic (OBGYN)25Texas Beef Council26Mayors Fitness Council if available in community27Mammograms informationEvaluating the Healthy Communities, Healthy Families EventExhibitor evaluation can be handed out near the end of the event and ask them to drop them in the designated area when they leave. Another option is to verbally interview the vendors and ask for feedback.For participant evaluations, have tables at the doors where participants are most likely to exit; hand out the forms and ask them to complete prior to leaving, or have volunteers interview participants as they are leaving. Keep in mind when developing the evaluations to keep them short with just a few questions and space for them to list any negative or positive concerns. Possible questions for Exhibitor’s Evaluation:Name of Organization: Representative Name:Phone #: 52895561595000Rate the Event: 1 = Needs Improvement -5 = ExcellentAttendance12345Ease of Registration for EventFacilitiesLocation of BoothBooth SpaceAdditional Comments:How many participants did you tell about your services/product? How many samples and or handouts did you provide to attendees? What if any informational handout did you provide please list:Please return completed card to Raffle booth to be entered into raffle prize drawing.First Name: Last Name: Daytime Phone #:ZIP Code: Email Address: Would you like to learn more about:( ) Controlling diabetes( ) Preventing diabetes ( ) Controlling asthma( ) Preventing infectious diseases ( ) Physical activity( ) Nutrition/healthy cooking( ) Prenatal health( ) Infant health ( ) Youth health( ) Worksite wellness( ) Gardening/growing food ( ) Prescription cost assistance0000For what age would you like to win a prize? (check one)( ) Baby( ) ToddlerFavor de completar tarjeta y entregar a taquilla de rifa para participar en el sorteo.Nombre: Apellido: Número de teléfono:Código Postal: Correo electrónico: Le gustaria aprender mas sobre:( ) el control de la diabetes( ) la prevención de la diabetes ( ) el control de el asma( ) la prevención de enfermedades infecciosas( ) actividad física( ) nutrición/cocina saludable( ) salud prenatal( ) salud infantil( ) salud de los jóvenes( ) bienestar en el trabajo( ) jardinería/cultivo de alimentos ( ) asistencia con los costos deprescripción0000Para qué edad le gustaría ganar un premio? (marque uno)( ) Bebé( ) Ni?o peque?o Healthy Families, Healthy Communities ExpoVendor OpportunitiesGold Vendor – $2,500Gold Vendor registration form & payment must be received by June 30, 2016 to be included in promotional material.Recognition of your company in handouts, signs, news articles and event publicity prior to, during and following the eventDouble exhibit booth with access to electrical outletCompany banner displayed near event entranceCompany name listed on sponsorship sign at eventRecognition on Healthy South Texas websiteSilver Vendor – $750Single exhibit booth with access to electrical outletCompany name listed on sponsorship sign at eventRecognition on Healthy South Texas websiteExhibitor – Door Prize Donation (minimum $25 value)Single exhibit booth*In Kind DonationIf you are unable to participate as an exhibitor, we will graciously accept new and unused infant products, toys (0-18 years), clothing, gift cards and other products to give away to event attendees as door prizes. Your company’s name and website and/or phone number will be listed on the item(s) you donate.*Exhibitors providing health screenings at the event will be given two tables. Healthy Families, Healthy Communities ExpoVendor/Exhibitor Registration FormPlease type or print pany name as it should appear on all event acknowledgmentsRepresentative Name(s)Address/City/State/ZIPTelephone NumberEmail AddressApplication Submitted by:Printed Name: Signature: Date: Vendor Level: (Check all that apply)457200-5080( )00( )457200187325( )00( )457200379730( )00( )461645-508000Exhibitor (door prize donation). Description of item donated: Silver ($750)Gold ($2,500)45720016510( )00( )In kind donation. Description of item donated: 45720029210( )00( )4616452921000Electricity required at booth.Wattage: 402590015875( )00( )456882515875( )00( )4025900158750045688251587500Will you be providing health screenings at this event?YesNoIf yes, what type? Return this application and payment no later than Gold Sponsors deadline:Email: Fax:Mail to:00healthytexas.tamu.edu00healthytexas.tamu.edu0971613500736600-736600030607002032000HEALTHY FAMILIES,HEALTHY COMMUNITIES EXPO73723524193500Free event for expectant mothers, new parents and guardians and young families!Giving your baby and family a healthy start through:DemonstrationsResourcesGamesEducationHealth screenings (cholesterol, blood pressure, blood sugar)740410-2984500Amazing door prizes include:??And more!7391402032000PLUS, the firstfamilies through the door will receive diapers and backpacks full of baby gear!healthytexas.tamu.edu/event/healthyfamiliesexpocc/Healthy Texas combines the expertise of the Texas A&M Health Science Center with Texas A&M AgriLife Extension Service’s one-of-a-kind, statewide reach to promote preventive health at the most local level of the community, improving the well-being of Texans for generations to come. “Healthy South Texas,” the pilot program of Healthy Texas, is a novel effort to reduce the highest impact diseases and their consequences, including diabetes, asthma and infectious disease, throughout a 27-county region in South Texas. This comprehensive, multi-disciplinary team engages families, enhances education, promotes behavior change and improves quality of medical care and health outcomes. Learn more at healthytexas.tamu.edu.Healthy South Texas is an equal opportunity program provider. ................
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