Wellness promotion: how to plan a college health fair.

This article discusses how to plan and produce a college health fair which will serve students and staff on campus, and also residents in the surrounding community. Included is information on defining goals, obtaining agency participation, securing appropriate facilities, and on considering financial realities. A specific timetable is included so that the health fair coordinator can easily organize all aspects of the event.

May in April -- this is the date for the Annual Bronx Community College Health Fair. This event, sponsored by the Department of Health, Physical Education and Wellness, is very much anticipated on campus as we all plan for our "spring tune-up." My role as coordinator for twenty-one years has given me the opportunity to generate resources and to develop insights and creative approaches in order to bring health services to our college population and to those in the surrounding community. This article will focus on the important planning aspects for creating a successful health fair.

DEFINE THE GOAL

Our first aim is to offer a selected number of screening tests and exams. The choice of tests and exams is dependent upon the needs of our diverse population. We are diverse in terms of age as well as financial and cultural background. Tests chosen are also dependent upon the availability, of agencies, campus space, and cost. Last year we tested for HIV, cholesterol, and diabetes as well as chiropractic, podiatric, vision, speech, and pulmonary function abnormalities. In addition, and very importantly, we provided blood testing to increase the numbers in the National Bone Marrow Donor Registry which is in great need of more people of African-American and Hispanic descent, two groups largely represented on our campus. All of these tests were done in our large, airy, wheelchair accessible, multi-purpose community hall.

On campus we parked three mobile vans which were staffed by professionals who provided mammograms, hypertension screening, and hearing exams. Finally, in the privacy of our health service area, we offered Pap smears, breast exams, and screening for testicular cancer.

When planning, our second aim is to include many health professionals with their exhibits, information, and resources for referrals. Last year we included the following components: help for drug addiction (including alcoholism and tobacco use), asthma, sickle cell anemia, sexually transmitted diseases, pre-natal care, and family planning. Nutritional information was also included. Familiar, nationally known groups such as the American Cancer Society, Alcoholics Anonymous, Al-Anon, and Women, Infants and Children's Nutrition Program were visible as well.

Our final aim relates to our role as sponsoring host. The Department of Health, Physical Education and Wellness emphasizes our mission by including relevant components each year. A staple of our fair is our physical education life fitness measurements -- height, weight, cardiorespiratory endurance, strength, flexibility and body composition.

We also include presentations by representatives from our athletic and intramural programs. These emphasize the value of activity to enhance alternate and natural highs as the basis for wellness and as a prevention from dependency and other health problems. Students who participate in these programs serve as role models on our campus. Their commitment to participation in regular physical activity serves as an example to others. Many college students want to look good and to feel good and they understand the role of exercise and conditioning to achieve this. They are more apt to set a fitness goal if they have a peer mentor to guide them.

PLAN AGENCY PARTICIPATION

It is necessary to research your region for resources. Here are some possibilities, and some examples from our fair:

1) National Organizations

* American Cancer Society, New York, N.Y. -- Prevention information and support services -- Stop smoking groups

* The National Bone Marrow Donor Registry, New York, N.Y. -- Blood typing for National Registry

* WIC Program, Morrisania Family Care Center, Bronx, N.Y. -- Nutrition education and supplemental food

2) Local Hospitals, Community Outreach Department

* Bronx Lebanon Hospital Center, Bronx, N.Y. -- HIV testing and counseling -- Hypertension screening (mobile van)

* St. Barnabas Hospital, Bronx, N.Y. -- Asthma workshop -- Pulmonary function test -- Counseling and referrals for drug abuse -- Dental screening

* Long Island Jewish Hospital, Queens, N.Y. -- Sickle cell disease screening

3) Health Professional College

* New York College of Podiatric Medicine, New York, N.Y. -- Foot exams

4) Non-Profit Community-Based Clinics

* Morrisania Family Care Center, Bronx, N.Y. -- WIC Program

* Morris Heights Health Center, Bronx, N.Y. -- Breast exams -- Pap smears -- Testicular cancer screening

* New York League for the Hard of Hearing, New York, N.Y. -- Hearing exams (mobile van)

5) Municipal Health Services

* N.Y.C. Department of Health, Bronx, N.Y. -- STD information and referrals

* N.Y.C. Department of Maternity and Family Planning Services, Bronx, N.Y. -- Family planning exhibits -- Pre-natal care resources

* N.Y.C. Department of Transportation, New York, N.Y. -- DWI prevention

6) Non-Profit Foundation

* American Italian Research Foundation, New York, N.Y. -- Mammograms (mobile van)

7) Individual College Departments, Bronx Community College, Bronx, N.Y.

* Department of Health, Physical Education and Wellness -- Physical Education Program -- Life fitness tests -- Athletic Program -- Alternate high presentation -- Intramural Program -- Wellness presentation

* Department of Communication, Arts and Sciences -- Speech screening

* Department of Nursing -- Blood pressure screening

* Department of Student Development (Health Service) -- Male and female cancer screening -- Use of health service space -- Support of college nurse

(8) Self Help Groups

* Al-Anon, New York, N.Y. -- Support for people affected by someone else's alcoholism

* Alcoholics Anonymous, New York, N.Y. -- Support for people with alcoholism

* Alcoholism Council Fellowship Center of New York, New York, N.Y. -- Support for problems with alcoholism

* Sickle Cell Anemia, Organization for Self-Help, Bronx, N.Y. -- Support for problems with sickle cell anemia

(9) Central Unit Of Your Institution

* City University of New York, New York, N.Y. -- Cholesterol testing -- Diabetes testing

ASSESS EXPECTED SUPPORT

On a college campus most faculty and staff appreciate the importance of preventing health problems and are willing to contribute services. The Deans' offices, public relations, custodial, and food service staffs can be important sources of support. Faculty in health sciences and related disciplines are usually enthused about a health fair and may offer their students incentives to participate.

It is also useful to approach student government for financial and marketing help, and for the organization of volunteer committees. Students are generous. They will make signs, distribute flyers, work the helium tanks to inflate balloons, and they will assist exhibitors.

SECURE APPROPRIATE SPACE

Most institutions plan facility use one year in advance. Reservations must be made early. Some components are only possible in certain areas so being first is crucial. For example, the cancer screening exams demand a private space, specifically the college health services medical rooms.

The more widespread support there is for the fair, the greater the chance to negotiate for optimum space. The main area for testing and exhibitions must be large, have sufficient exits for traffic flow, be well-maintained, adaptable to weather conditions, have adequate electrical, audio-visual, and lighting equipment. Wheelchair accessibility is the final requirement.

At Bronx Community College we use three main sites for our fair. Our main testing and exhibition hall is adjacent to a grassy expanse and a patio area. On a beautiful spring day we move our tables outside to increase the festive mood. Our campus, with plenty of private space, is ideal for parking the mobile vans. Finally, we have a well-equipped health service which is appropriate for the male and female cancer screening exams.

DO FINANCIAL PLANNING 

The challenge is to provide the health services cost free to the institution and to the participants. Start by drawing up a list of agencies to contact based on services needed. This is the most important and time-consuming part of the planning. It involves a lot of telephoning, follow-up, and a significant amount of public relations. It is, nevertheless, very possible to get excellent services cost-free. For those services which are really worthwhile but cannot be obtained free, no matter how many agencies are contacted, budget decisions will have to be made. We consistently decided to pay a health professional for the Pap smear procedure ($150 for the day). Fortunately, the agency that employs this professional pays for the supplies and lab analysis. We also pay for hearing evaluation services. Since this fee is high ($725 for the use of the mobile van facility), we invite this group every other year.

Costs that we incur on a yearly basis involve money for professionally made signs which identify participating agencies and which, because of their quality, add to the professional appearance of the fair. Each sign costs $40. We need about 35 signs. The biggest expense is for the first year. In subsequent years we only need to purchase signs for agencies joining us for the first time.

We provide lunch for agency personnel. We give each person a $6 lunch voucher to be used in our college cafeteria (80 people at $6 each = $480). Our participating health professionals tell us that we are unique in offering lunch and that is much appreciated.

If tables are unavailable, acquiring rentals will be necessary. This generally costs $8 per table (40 tables at $8 = $320). Other costs involve balloon purchase ($110 for 750 printed balloons) and helium tank rental ($80 for two tanks). Miscellaneous costs involve the purchase of tablecloths, extension cords, name tags, pens, and masking tape ($250).

Our yearly budget is about $3,000. We are funded by a supplemental administrative budget and are approved on a yearly basis. It is, of course, possible to do without some of the above mentioned expenses. One can start small, or one can apply for a grant or ask for donations to cover expenses.

When money is involved, there are some pitfalls. First, a group may contact you to ask to have a table at which they can sell health-related items, either food or goods. They may even offer to pay for the use of the table. The nutritional value or the quality of the food may be difficult to assess and food in this area could create a mess. In addition, the sale of food or other goods could make the fair resemble a flea market and this would diminish and distract from the health fair mission.

Another potential problem involves a situation in which a company offers to provide "freebies" in return for the prominent display of its logo. For example, a fast food chain might want to offer free soda. Proceed with caution. Neither the fast food logo nor the free soda seems compatible with a health fair. On the other hand, a health provider offering key chains, hats, or pens might be tempting. Just carefully assess the quality of that provider's services.

PLAN CALENDAR

The use of a specific time management plan will keep the coordinator on track. Such a plan follows:

* Six Months to One Year Before Event - Set date and time -- Make facility reservations -- Draw up lists of desired tests, exhibits, information, and referral services -- Make calls to inquire about agency availability and get mailing addresses -- Plan and get approval on a budget

* Four to Six Months Before Event -- Send invitation letter to agencies -- include RSVP form and stamped, return envelope -- Make follow-up calls to agencies that did not respond

* Two Months Before Event -- Send work orders for tables and chair set-up, extra trash containers, and audio-visual set-up -- Meet with security people. Plan for extra security at the main sites. Plan parking arrangements for cars of agency personnel and for mobile vans -- Order signs identifying agencies and the services offered -- Design graphics and written text for program which will describe fair events

* One Month Before Event -- Send second letter to agencies -- final information -- when, where, transportation information, lunch plans, parking -- Send fair program to printer -- Advertise in newspapers, on radio, through flyers and posters -- Plan lunch for agency personnel, if budget allows - sandwich buffet in nearby room, or vouchers for cafeteria, or box lunch -- Order balloons and helium -- Organize student volunteer committees

* One Week Before Event -- Make phone calls to remind agency personnel and to troubleshoot for each agency -- Make floor plan -- Check lunch plans with provider -- Distribute fair program on campus and in the community

* Day Before or Same Day -- Set-up, or check on set-up, of tables and chairs -- Arrange signs according to floor plan

* Day of Fair -- Distribute programs at entrances -- Start student balloon committee working -- Greet agency personnel, give each a letter explaining lunch plans, escort to their area, provide evaluation form -- Assign student volunteers at exits with evaluation forms for those leaving fair -- Keep an eye on everything -- Troubleshoot -- At end of day, remove signs to save for next year

* Week to Month After Event -- Send thank you letters -- include "Certificate of Participation," a nice touch -- Evaluate event -- Pay bills

EVALUATE OUTCOMES

As a result of the health fair we expect that participants: 1) will avail themselves of specific tests, exams, information and referral; 2) will be able to evaluate the quality of these offerings; 3) will get medical help where indicated; and 4) will come onto our campus and see us as an important educational and community resource in their neighborhood.

To determine whether the outcomes were produced: 1) participants fill out a written evaluation form as they exit the fair; 2) each agency also fills out a form at the end of fair day noting number of contacts, service provided and planned follow-up, if any; 3) students in our health and physical education classes are assigned a brief evaluation paper in which they rate one of the agencies; and 4) agencies send us results of specific exams or tests and information on those individuals they saw in follow-up care (names are excluded for confidentiality).

WHAT CAN GO WRONG

Not much. If you have followed the checklist, have a roof over your head, tables and chairs in place, a volunteer committee to help, it's now up to everyone else. It's time for you to enjoy and to take a bow.

ADDITIONAL READINGS

Adelman, H. (1996) Restructuring Education Support Services: Toward the Concept of an Enabling Component. Kent, Ohio: American Health Association.

Adler, L., Gardner, S., (Eds.) (1994) The Politics of Linking Schools and Social Services, Washington, D.C.: Falmer Press.

Dryfoos, J.G. (1994) Full-Service Schools: A Resolution in Health and Social Services for Children, Youth and Families. San Francisco, Calif: Jossey-Bass.

Rosenblum, I., DeCicco, M.B., Taylor, L. and Adelman, H. (1995). Upgrading School Support Programs Through Collaboration: Resource Collaborating Teams, Social Work In Education, 17; 117-124.

Weist, M.D., Schlitt, J. (1998) Alliances and School-Based Health Care. Journal of School Health, 10; 401-403.

Ann Kelemen, M.A., M.S., is an Assistant Professor in the Department of Health, Physical Education and Wellness at Bronx Community College. Address all correspondence to Professor Kelemen at the Department of Health, Physical Education, and Wellness; Bronx Community College; 181 Street and University Avenue; Bronx, NY 10453; Email: [e-mail].