How to Organize a Health Fair on the UNF Campus

Organizing a health fair on the University of North Florida (UNF) campus is more than just an event—it’s a strategic initiative that promotes wellness, fosters community engagement, and supports the university’s mission of holistic student development. A well-planned health fair provides students, faculty, and staff with access to vital health resources, preventive screenings, mental health support, nutrition education, and fitness opportunities—all in one accessible location. With rising concerns around student mental health, chronic disease prevention, and health equity, campus-based health fairs have become essential components of a comprehensive student wellness strategy.

This guide offers a comprehensive, step-by-step roadmap for planning, executing, and sustaining a successful health fair on the UNF campus. Whether you’re a student leader, campus administrator, faculty member, or community health advocate, this tutorial will equip you with the knowledge, tools, and best practices needed to create an impactful, inclusive, and scalable event. By the end of this guide, you’ll understand how to align your health fair with UNF’s institutional goals, engage key stakeholders, leverage campus resources, and measure long-term outcomes—all while ensuring compliance with university policies and public health standards.

Step-by-Step Guide

Step 1: Define the Purpose and Goals of Your Health Fair

Before mobilizing resources or securing venues, clearly articulate the purpose of your health fair. Is it focused on mental health awareness? Physical wellness? Preventive screenings? Sexual health education? Nutrition literacy? Each focus requires different partners, activities, and metrics for success.

Begin by identifying 3–5 SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound). For example:

• Provide free blood pressure and glucose screenings to 300+ campus community members within a 4-hour window.
• Distribute 500 wellness kits containing hygiene products, healthy snack samples, and mental health resource cards.
• Connect 75+ students with on-campus counseling services through on-site referrals.
• Collect post-event feedback from at least 200 attendees to inform future iterations.

Align your goals with UNF’s Strategic Plan, particularly the pillars related to student success, health and well-being, and community engagement. This alignment increases the likelihood of institutional support and funding.

Step 2: Assemble a Planning Committee

A successful health fair requires collaboration across departments. Form a cross-functional planning committee with representatives from:

• Student Health Services
• Counseling and Psychological Services (CAPS)
• Recreation and Wellness Center
• Office of Student Involvement
• University Communications
• Student Government Association (SGA)
• Relevant academic departments (e.g., Nursing, Public Health, Kinesiology)
• Local healthcare providers and nonprofit partners

Assign clear roles: project manager, logistics coordinator, marketing lead, volunteer coordinator, and data collector. Hold weekly planning meetings during the semester leading up to the event. Use shared digital tools like Google Workspace or Microsoft Teams to track tasks, deadlines, and communications.

Step 3: Secure Approval and Permissions

UNF has strict protocols for events on campus. Begin by submitting a formal event request through the university’s Event Management System (EMS). Include:

• Proposed date and time (avoid exam weeks and major holidays)
• Location (e.g., the Student Union, the Recreation and Wellness Center, or the quad)
• Expected attendance
• List of vendors and partners
• Safety and emergency plan
• Insurance documentation (if required)

Work with the Office of Risk Management and the Office of Environmental Health and Safety to ensure compliance with ADA accessibility standards, fire codes, and sanitation requirements. If you plan to serve food, coordinate with UNF Dining Services to meet Florida Department of Health guidelines.

Step 4: Identify and Recruit Partners

Health fairs thrive on partnerships. Target organizations that align with your event’s goals:

• Healthcare Providers: Baptist Health, Mayo Clinic Jacksonville, local clinics offering free screenings (vision, dental, cholesterol, BMI).
• Mental Health Organizations: NAMI Jacksonville, Active Minds, crisis text line representatives.
• Public Health Agencies: Duval County Health Department, Florida Department of Health.
• Nonprofits: American Red Cross (blood drives), Feeding Northeast Florida (nutrition education), United Way.
• Academic Programs: UNF’s College of Health and Human Services students can provide services under supervision.

Reach out with a formal invitation letter outlining mutual benefits: exposure to a captive audience of 1,000+ students, opportunities for community outreach, and potential for student volunteer engagement. Offer partners branded signage, social media promotion, and a dedicated booth space.

Step 5: Choose the Right Date and Location

Select a date that maximizes attendance while minimizing conflict. Avoid finals week, spring break, and major university holidays. Ideal windows include:

• Early September (back-to-school wellness kickoff)
• October (during National Mental Health Awareness Month)
• April (during Stress Awareness Month)

For location, prioritize high-traffic, accessible, and spacious areas:

• Student Union: Central hub with indoor space, restrooms, and power outlets.
• Recreation and Wellness Center: Ideal for fitness demos and health screenings.
• University Green (Quad): Great for large-scale events with tents and outdoor activities.

Ensure ADA compliance: wheelchair-accessible pathways, sign language interpreters if needed, and materials available in multiple formats (large print, digital, audio). Coordinate with Disability Services for accommodations.

Step 6: Plan the Event Layout and Activities

Create a floor plan that encourages flow and minimizes congestion. Designate zones:

• Screening Zone: Blood pressure, glucose, BMI, vision, hearing tests.
• Education Zone: Interactive booths on nutrition, sleep hygiene, substance use prevention, STI awareness.
• Wellness Zone: Yoga demos, mindfulness sessions, massage therapy, stretching stations.
• Resource Zone: Information tables for CAPS, tutoring, financial aid, housing, and career services.
• Engagement Zone: Raffles, photo booths, giveaways, live music, student performances.

Incorporate hands-on activities: cooking demos using campus dining ingredients, CPR training with AED simulators, or a “Healthy Plate” challenge using MyPlate guidelines. Include a feedback station where attendees can write notes or complete short surveys.

Step 7: Recruit and Train Volunteers

Volunteers are the backbone of your event. Recruit through:

• Student organizations (pre-med clubs, nursing societies, environmental groups)
• Service-learning courses
• Volunteer fairs and campus bulletin boards

Provide a mandatory 90-minute training session covering:

• Event schedule and layout
• Customer service and cultural competency
• Confidentiality protocols (especially for health screenings)
• Emergency procedures
• How to direct attendees to resources

Assign volunteers to specific roles: greeters, booth assistants, crowd managers, registration clerks, and cleanup crews. Offer incentives like service hours, free t-shirts, or campus dining credits.

Step 8: Promote the Event Effectively

Use a multi-channel promotional strategy to reach diverse audiences:

• Email: Coordinate with UNF Communications to send targeted emails to students, faculty, and staff.
• Social Media: Create event pages on Facebook, Instagram, and LinkedIn. Use hashtags like

  UNFHealthFair, #HealthyGators, #WellnessAtUNF.

• Posters and Flyers: Place in high-traffic areas: libraries, dining halls, residence halls, academic buildings.
• Classroom Announcements: Partner with faculty to include event info in syllabi or during lectures.
• Radio and Podcasts: Promote on WUNF Radio or student-run podcasts.
• Partnership Cross-Promotion: Ask partner organizations to share the event with their networks.

Create a promotional timeline:

• 6 weeks out: Teaser posts and partner announcements
• 3 weeks out: Full event details, speaker lineup, schedule
• 1 week out: Countdown posts, reminder emails, volunteer check-ins
• Day before: Final reminders, weather update, parking info

Step 9: Prepare Logistics and Supplies

Compile a detailed checklist for event day:

• Tents, tables, chairs, signage
• Extension cords, power strips, Wi-Fi hotspots
• Registration tablets or paper sign-in sheets
• Health screening supplies (gloves, lancets, alcohol wipes, bandages)
• Brochures, flyers, resource cards
• Giveaways (reusable water bottles, stress balls, healthy snacks)
• First aid kit and emergency contact list
• Trash and recycling bins
• Water stations and hand sanitizer

Coordinate with UNF Facilities for setup and breakdown times. Confirm parking arrangements for vendors and volunteers. Arrange for security personnel if expected attendance exceeds 500.

Step 10: Execute the Event

On event day, arrive early (at least 2 hours before opening). Conduct a final walkthrough with all team leads. Assign a central command post with a phone, printed schedule, and contact list.

Start with a brief welcome from a campus leader (e.g., Dean of Students or Student Body President). Maintain a consistent flow: greet attendees, guide them through zones, encourage participation, and collect feedback.

Monitor crowd density and adjust staffing as needed. Have a backup plan for inclement weather. Document the day with photos and videos (with consent) for future promotion.

Step 11: Collect Feedback and Measure Impact

Use a combination of quantitative and qualitative methods:

• Short digital surveys via QR codes (Google Forms or SurveyMonkey)
• Paper feedback cards at exit points
• One-on-one interviews with 10–15 attendees
• Track number of screenings conducted, resources distributed, and referrals made

Ask questions like:

• Did you learn something new today?
• Will you use any of the services or resources mentioned?
• What could we improve for next year?

Store data securely and anonymize personal information. This data is critical for reporting to stakeholders and securing future funding.

Step 12: Follow Up and Sustain Momentum

A health fair shouldn’t end when the tents come down. Follow up with:

• Thank-you emails to partners, volunteers, and sponsors
• A post-event newsletter featuring photos, statistics, and testimonials
• A public report shared on the UNF website and student affairs portal
• Debrief meeting with the planning committee to document lessons learned
• Plan for annual recurrence—turn the health fair into a signature campus tradition

Consider creating a “Wellness Week” series leading up to the fair, with daily themes (Mental Health Monday, Nutrition Tuesday, Fitness Friday) to sustain engagement year-round.

Best Practices

1. Prioritize Inclusivity and Accessibility

Design your event for all members of the UNF community, regardless of ability, income, language, or cultural background. Offer materials in Spanish and other commonly spoken languages. Ensure digital forms are screen-reader compatible. Provide free transportation options for off-campus students. Avoid stigmatizing language—use “people experiencing food insecurity” instead of “homeless.”

2. Focus on Prevention, Not Just Treatment

Move beyond screenings to education. Teach attendees how to interpret their results, access follow-up care, and adopt sustainable habits. Include workshops on sleep hygiene, stress management, and financial wellness—factors that deeply influence physical health.

3. Leverage Student Voice

Involve students in every phase—from planning to promotion. Student-led health fairs have higher engagement rates. Create a Student Wellness Council to provide ongoing input and ownership.

4. Partner with Campus Dining

Collaborate with UNF Dining Services to offer healthy, culturally diverse food samples. Avoid sugary or processed snacks. Highlight local and sustainable food sources. This reinforces nutrition education and supports campus sustainability goals.

5. Use Data to Drive Decisions

Track attendance demographics, popular booths, and referral rates. If mental health booths consistently draw the largest crowds, consider expanding them next year. If few students attend dental screenings, investigate barriers (cost, awareness, stigma) and adjust messaging.

6. Avoid Commercialization

While corporate sponsors can help fund the event, ensure they don’t dominate the space. Avoid branded pharmaceutical booths promoting specific drugs. Focus on nonprofit, educational, and public health partners. Transparency builds trust.

7. Integrate with Academic Curriculum

Partner with faculty to offer course credit for student involvement. Nursing students can practice clinical skills. Communications majors can manage social media. Psychology students can assist with mental health screenings under supervision. This transforms the event into a living lab.

8. Plan for Sustainability

Use reusable or compostable materials. Avoid single-use plastics. Partner with UNF’s Office of Sustainability for recycling stations. Document your environmental impact in your post-event report.

9. Maintain Confidentiality

Health data is sensitive. Never record names with screening results. Use anonymous IDs. Train all volunteers on HIPAA basics—even if not legally required, ethical standards must be upheld.

10. Build Long-Term Relationships

Don’t treat partners as one-time vendors. Create a rotating “Health Fair Alliance” with annual renewals. Offer them visibility in campus newsletters and invite them to future wellness initiatives. This builds institutional memory and reduces planning burden over time.

Tools and Resources

Planning and Coordination

• Google Workspace: Shared calendars, forms, documents, and drive storage for team collaboration.
• Trello or Asana: Visual task boards to assign responsibilities and track deadlines.
• Eventbrite: Free registration platform to manage attendance and collect data.

Marketing and Promotion

• Canva: Free design tool for creating posters, social media graphics, and flyers.
• Hootsuite or Buffer: Schedule social media posts in advance.
• UNF Newsroom: Submit event announcements for official university coverage.

Health Screening and Education

• Centers for Disease Control and Prevention (CDC) Toolkit: Free downloadable resources on nutrition, mental health, and chronic disease prevention.
• Healthy People 2030: National objectives to guide goal-setting.
• MyPlate.gov: Nutrition education materials and interactive tools.
• NAMI Peer-to-Peer Toolkit: Mental health awareness materials.

Volunteer Management

• VolunteerMatch: Connect with local volunteers.
• SignUpGenius: Easy sign-up for shifts and roles.

Survey and Feedback

• Google Forms: Free, customizable surveys with automatic data aggregation.
• Qualtrics: Advanced analytics (available to UNF faculty and staff).

UNF-Specific Resources

• UNF Student Health Services: Contact for medical partnerships and on-campus space.
• CAPS (Counseling and Psychological Services): Mental health support and referral protocols.
• Office of Student Involvement: Event approval and funding guidance.
• UNF Library: Access to public health journals and wellness research.
• UNF Sustainability Office: Green event certification and waste reduction tips.

Real Examples

Example 1: The 2022 UNF Wellness Walk & Health Fair

In October 2022, a coalition of student organizations and Student Health Services hosted the first annual Wellness Walk & Health Fair. The event featured a 1-mile campus walk, 12 vendor booths, free flu shots, and a mindfulness meditation circle led by a CAPS counselor.

Key successes:

• Over 850 attendees in a single day.
• 320 blood pressure screenings conducted; 42% showed elevated readings, with 78% referred to Student Health Services.
• 150 mental health resource kits distributed.
• Post-event survey showed 92% of attendees learned something new.

Lessons learned: Attendees wanted more interactive activities. The following year, they added a “Stress Ball Sculpting” station and a “Sleep Quiz” game with prizes.

Example 2: Nursing Student-Led Diabetes Awareness Day

UNF’s College of Health and Human Services organized a one-day health fair focused on diabetes prevention. Nursing students, under faculty supervision, provided HbA1c screenings, dietary counseling, and foot exams.

The event was integrated into a senior capstone course. Students designed educational materials, conducted pre-event surveys, and analyzed outcomes.

Results:

• 120 screenings completed.
• 22 students identified with prediabetes; all received follow-up appointments.
• Three students joined the nursing program after attending the event.

This model was later adopted by the Public Health program for hypertension awareness.

Example 3: Mental Health Month Pop-Up Fair

In May 2023, CAPS partnered with SGA to host a series of “pop-up” wellness stations across campus during Mental Health Awareness Month. Each day, a different location (library, dorm, dining hall) hosted a 2-hour event with free tea, coloring books, stress balls, and peer counselors.

Benefits:

• Reached students who wouldn’t attend a traditional fair.
• Reduced stigma through casual, non-clinical interactions.
• Generated 400+ social media impressions and 120+ referrals to CAPS.

This approach demonstrated that small, frequent events can be as impactful as large-scale ones.

FAQs

Can I host a health fair without university funding?

Yes. Many successful health fairs are funded through partner donations, student activity fees, or grants from local health departments. Start small—focus on one service (e.g., free blood pressure checks) and build from there. Use free tools like Google Forms and Canva to minimize costs.

Do I need a permit for a health fair on campus?

Yes. All events on UNF property require approval through the Event Management System. This ensures safety, accessibility, and compliance with university policies. Do not proceed without formal approval.

How do I handle confidential health information during screenings?

Never collect names with screening results. Use anonymous codes (e.g.,

001, #002). Provide a separate, private area for follow-up conversations. Train all volunteers on privacy best practices. When in doubt, consult UNF’s Office of Compliance.

What if the weather is bad on event day?

Have a rain plan. Secure indoor space in advance. If using tents, ensure they are anchored and weather-resistant. Communicate changes via email and social media by 8 a.m. on event day.

How do I get faculty to support this event?

Frame the health fair as an extension of curriculum. Offer faculty the opportunity to assign students to volunteer for service-learning credit. Share data showing improved student wellness outcomes—this aligns with teaching effectiveness metrics.

Can high school students attend the UNF Health Fair?

Typically, health fairs are open to enrolled students, faculty, and staff. However, if you wish to include prospective students (e.g., during campus tours), coordinate with UNF Admissions to ensure proper protocols and liability coverage.

How often should I host a health fair?

Annually is ideal for a large-scale event. Consider hosting smaller “wellness pop-ups” monthly during high-stress periods (midterms, finals). Consistency builds trust and habit.

What if no one shows up?

Review your promotion strategy. Did you target the right audiences? Were the benefits clear? Ask for feedback from those who did attend. Even small turnouts can be valuable learning experiences. Use the data to improve next time.

Can I include alternative medicine providers?

Yes, but with caution. Acupuncturists, massage therapists, and yoga instructors can participate if they are licensed and provide educational, not sales-focused, content. Avoid promoting unproven treatments. Focus on evidence-based practices.

How do I measure long-term impact?

Track whether attendees utilize campus services in the following months. For example, monitor increases in CAPS appointments, use of the fitness center, or enrollment in nutrition workshops. Conduct a follow-up survey 60–90 days after the event.

Conclusion

Organizing a health fair on the UNF campus is not merely an event—it is an investment in the long-term well-being of your academic community. When planned with intention, inclusivity, and collaboration, a health fair can transform campus culture, reduce stigma around health issues, and connect students with life-changing resources. The steps outlined in this guide—from securing approvals and recruiting partners to measuring impact and sustaining momentum—provide a proven blueprint for success.

Remember: the most impactful health fairs are not the ones with the most booths or the biggest banners. They are the ones that listen—to student needs, to community feedback, and to the quiet voices who may not attend but still need support. By centering empathy, equity, and evidence-based practice, your health fair becomes more than an annual occurrence. It becomes a movement.

Start small. Think big. Collaborate relentlessly. And above all, keep the well-being of the UNF community at the heart of every decision. Your efforts today will ripple across semesters, classrooms, and lives—making this campus not just a place of learning, but a place of healing.