Event Planning Toolkit

Are you interested in organizing a community event for your group or organization?

Immunize Nevada is excited that you are interested in planning a community event and immunization clinic! This toolkit has templates and checklists to help you have a successful event that meets the following objectives:

  • Increase awareness by providing health screenings, activities, materials, demonstrations, and information;
  • Increase awareness of local, state, and national health services and resources;
  • Motivate participants to make positive health behavior changes;
  • Provide low or no-cost immunizations for children and adults

Download a PDF of the complete toolkit OR download each file individually below

Community Event Planning Checklist: use this checklist and timeline to assist in planning a successful event.

Community Event Promotion Form: send this form to info@immunizenevada.org for promotion on calendar and to add to volunteer posting.

Exhibitor Invite Letter: send this invite to community organizations. Suggestions are:

  • Child safety
  • Recycling
  • Recreational safety
  • Women’s/Men’s health issues
  • Nutritional information/Food Bank
  • Oral health
  • First aid and emergency preparedness
  • Childcare resources
  • Cancer & preventive exam schedules
  • Substance abuse  
  • Mental Health
  • Access to Healthcare  
  • Medicaid and Health Insurance Exchange
  • Local healthcare providers
  • Community services such as finance, power and housing
  • Blood pressure
  • Mobile mammography
  • Vision screenings
  • HIV/AIDS organizations and education
  • Local PBS
  • Law enforcement
  • Youth agencies
  • Girl/Boy Scouts
  • Local library
  • Child abuse and Family Violence
  • Nevada WebIZ

Exhibitor Sign-Up Form: have exhibitors complete form, can also be gathered online through Google Docs or other survey program.

Exhibitor Sign-Up Confirmation:  Be sure to confirm details with exhibitors once they submit their form.

Volunteer Sign-Up Confirmation: Be sure to confirm details with volunteers once they sign up to help.

Exhibitor and Volunteer Tracking Spreadsheet: Use this spreadsheet to easily track exhibitors and event volunteers. Customize for the information you need to gather.

Press Release Template: Complete this template to promote your event to the media.

Exhibitor Bingo Card: A fun way to encourage event attendees to visit exhibitor booths. Offer a raffle or giveaway for completing the card.

Final Event Details Email: Send to your exhibitors and volunteers so they know what to expect day of the event.

Evaluation Form for Exhibitors: Use this form to get feedback that will help in planning the next event.

Exhibitor Thank-You Email:  Always thank your exhibitors, sponsors, volunteers and others that helped make your event a success.

Immunization Clinic Resources

Immunization Clinic Supply Checklist

Immunization Clinic Best Practices

Top Ten Principles for Successful Clinics

Immunziation Clinic Workflow Diagram

VFC Screening Guidelines:  Children who receive vaccines in a community vaccination clinic setting must not automatically be considered VFC-eligible; all children must be screened for eligibility.

Off-site Vaccine Storage Guidelines: Information about proper storage of vaccines when at a community clinic setting.

Immunize Nevada team members are available to answer any questions you may have. Tips and lessons we’ve learned are:

  • Start planning early. The last month before the event is time-consuming no matter how well you've planned.
  • Find a location that's convenient for attendees. Take into account the location’s accessibility, temperatures, seating, and the proximity to transportation.
  • Pay attention to small details, including those related to trash cans, water locations, electrical outlets, restrooms and more.
  • Have a back-up plan for last-minute vendor cancellations or no-shows.
  • If this is your first health fair, pay special attention to getting the word out about it in your community. Vendors and organizations that participate rely on having people with whom they can interact.