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1 Health & Wellness Fair November 21, 2013 11am – 4pm United Blood Services Mona Kleman Sierra Gruss Ari Kamp
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Health & Wellness Fair
November 21, 201311am – 4pm
United Blood ServicesMona Kleman
Sierra GrussAri Kamp
Nikki KoukisHenry Semonsen
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1. Program TitleThe Health and Wellness Fair will take place Thursday, November 21st from 11am - 4pm on Dexter Lawn. The day will be full of fun health related events sponsored by event’s vendors. Events include a blood drive, yoga classes, healthy snacks, bone marrow matching, SLO running events, Cal Poly clubs, prizes, and more.
2. General Mission and programming philosophy of the agencyUnited Blood Service Mission Statement: “United Blood Services exists to make a difference in people’s lives. As a non-profit health care service, we provide a safe and adequate supply of blood components and related services to individuals, health care organizations and communities. Dedicated to serving the public interest, we achieve our mission by upholding medical, ethical, regulatory and professional standards, and by supporting research in the fields of blood services and transfusion medicine.”
3. Target PopulationA. Target Audience: The target population of the health and wellness fair will include all ethnic groups and range in age from late teens to mid adults, specifically marketing to college aged students. The program will specifically be aimed towards Cal Poly students, faculty, and employees, but will be open to the San Luis Obispo community if an individual shows interest. The event is for an audience who wants to learn more about healthy living and/or an audience that is interested in health and wellness. The event is also aimed for those who want to contribute to the community and save lives.
B. Special Consideration:The blood drive put on by the United Blood Services, must account for special considerations in regards to the donors, as the donors must meet a set of requirements. Requirements include: donors must be at least sixteen years of age, 110 pounds, and cannot have completed any items on the restricted list (see attachment).
Other items to consider regarding the health and wellness fair are food allergies for the different items provided by vendors. Special adaptations needs to be made for participants with various disabilities and other health related risks that would affect participation in activities such as yoga. If an individual chooses to participate in yoga, one must sign a liability release form provided by the Yoga Centre. Scheduling must also be considered to ensure a large enough time span for participants to donate blood, as well as take part in interactive booths.
When marketing and promoting donation of blood to college aged individuals other special considerations need to be accounted for. Examples include:Be present in UU hours, verbalize to students as he/or she walks by “Hello, can I interest you in donating blood this Thursday.” Inform students the week of event so individuals can be aware of his/her schedule, and not forget about event. Inform Greek organizations the weekend before the event, to ensure it does not get lost in other important information. Ask friends of group
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members to donate to make the donation process more personal by being part of a group project. Staff and faculty will be secondary target audience, email will be sent out but it is not as easy to fit into staffs busy schedule. Etc.
Leadership issues that need to be addressed include displaying a professional feel toward peers when attempting to get individuals to volunteer. As well as acting responsible, professional, and serious, while in contact with Greek and other campus organizations. A professional manner must also be conducted when working with businesses and adult professionals.
C. Benefits The Health & Wellness Fair will provide many benefits to participants. With informational booths about different health related aspects, participants will leave the event with a better understanding of different clubs on campus, how to take part in a healthy lifestyle, and how to improve overall health and wellbeing. This will be possible through learning about different classes the Yoga Centre offers, what healthy eating alternatives Bliss Café can provide, how to become involved in SurfRider, Pharmacy, and Colleges against Cancer clubs, and what running events are approaching through SLO marathons. They will be able to learn, as well as participate in interactive events through the Yoga Centre, and different games provided by the vendors.
This program will be of interest for participants, for there will be free food provided, prizes such as free memberships raffled off by the Yoga Centre, music played by a Spotify representative, and vendors giving away other promotional items, such as candy, bags, and additional items that the business will provide. It will also appeal to participants who are interested in healthy living, for they will be able to learn more through informational booths, and to those who enjoy contributing to the community, which will be possible through donating in the blood drive.
4. Program GoalsA. Three Program Design Goals
1. Obtain 100 blood donor signups to ensure a successful blood drive.2. Organize at least 5 booths that provide wellness information.3. Provide t-shirts, giveaways, and incentives for participants.
B. One Participant Performance Objective 1. By the end of the wellness fair, 100 participants will have donated blood and have a
better understanding of wellness and improved self worth.
C. Primary Planning Objectives1. To contact at least 10 vendors to participate in the event. 2. To call Cal Poly regarding campus regulations.3. To have a sign up booth prior to the event to generate 100 donors.4. To create a Facebook page to increase publicity.5. To contact clubs on campus to attend the fair.6. To contact health and nutrition classes to increase attendance. 7. Secure all rental equipment and supplies.
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5. Program DescriptionA. Program DescriptionThis event would be considered a Health and Fitness Programming event and is structured as an interactive fair with vendors for participants to visit. The overall event will offer the following activities:
1. Registration: Participants will be able to pre-register for the blood drive on a Google doc distributed in several different ways. The Google doc will be posted on the Facebook page, sent to all sorority and fraternities, and will be available during U.U. hours. Participants will also be able to show up to the blood drive the day of the event and may be able to donate blood through a walk in appointment. There is no registration required for the rest of the Health & Wellness fair.
2. Promotion: Prior to the event a multitude of different promotional strategies will be used to increase awareness of event. Flyers will be posted around campus as well as handed out to students in the U.U. A Facebook page will be created with all event information to increase publicity. Emails will be sent to all IFC, PHA, USFC fraternity and sorority presidents and philanthropy chairs encouraging attendance from their members, as well as to all dorm R.A.s asking them to share the event with their residents. There will also be a booth during U.U. hour where participants can sign up to donate blood.
3. Set-Up: Set-up on the day of the event will begin at 10:00am. Vendors will arrive at 10:00 and each will set-up own booths. Blood Drive Busses will arrive at 9:00am and connect to generators and set up for blood drive. Event staff will be available to assist vendors and set-up where needed.
4. Refreshments: Bliss Cafe will provide free samples of vegan food for event participants. Samples will include vegetable curry and rice, gluten free brownies and cookies, and Indian pastry wraps. United Blood Services will provide water, apples, and other snacks for blood donors. Other vendors will provide candy and other prizes at own booths.
5. Blood Drive: There will be two blood busses where 100 donors can participate in the blood drive. Donors will pre-register or walk in day of the event, complete health history questionnaire, donate blood, and after completion will receive food, water, and a t-shirt.
6. Health & Wellness Fair: The Health & Wellness Fair will consist of 5-10 health related vendors who will provide information, activities, and other interactive health related events for participants to take part in.
B. Schedule of Day’s ActivitiesTime Activity Who Location 10:00- 11:00am Set - up Event Staff, Vendors Dexter Lawn11:00am - 4:00pm Blood Drive Event Staff, United Blood Service Dexter Lawn
Employees, Donors11:00am - 4:00pm Health Fair Event Staff, Vendors, Participants Dexter Lawn 4:00 - 5:00pm Clean-up Event Staff, United Blood Service Dexter Lawn
Employees
C. Short Animation Plan
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T1 Participants arrive at Dexter Lawn and will be directed to donor check-in table inside Dexter Building by event staff.
F1a. Participants are greeted by event staff.b. Participants will follow signs with areas to check-in tablec. d. Participants must have printed fast trak or fast trak on their phone when registering.e. Explain check-in process to participants.f. Participants are directed inside Dexter Building.
T2 Once checked in, donors are directed by event staff to one of two blood busses.F2a. Donors sit in waiting area outside busses and converse with one another.b. Donors will sit outside one of the two United Blood Service busses.c. Donors will be provided chairs to sit and relax in. d. Donors will sit in line based upon arrival and wait turn. e.f. Donors will be directed to sit in front of one of the two busses.
T3 Nurses will invite participants into the busses to donate as spots become availableF3a. Nurses summon donors into bus to donate. b. Donors will enter bus and be directed to donation area. c.d. Donors must follow all safety regulations provided. e. Nurses will create a comfortable atmosphere for blood donors. f.
T4 When finished donating, donors will be directed back to Dexter building for free snacks and a t-shirt
F4a. Staff will greet donors and provide them with wanted items. b.c. Donors will receive snacks and t-shirts upon completion of blood donation. d. Encourage donors to take appropriate amount of snacks and only one shirt per donor. e.f. Donors will be directed back to check-in area to collect items.
T5a Participants will be encouraged to visit other vendors involved in the health and wellness fair.
T5b Participants will walk around Dexter Lawn visiting and interacting at each booth.F5a. Participants will be greeted by all vendors and booths they visit. b. Each vendor will create a booth that reflects his or her business and organization. c. Music will be played and giveaways will be distributed to individuals by vendors. d.
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e. Vendors will interact with participants as they walk by. f. As participants finish donating, they should be directed back to Dexter Lawn to enjoy the
rest of the Health & Wellness Fair.
6. Management PlansA. Management Plans: Pre-event requirementsSix weeks before:Initially meet with Mona to discuss event ideas Determine target audienceDetermine number of donors needed Establish budgetEstablish goals and objectivesBrainstorm possible vendorsEstablish themeDevelop promotional strategiesObtain approval from campus
One month before:Event confirmation for Dexter LawnContact vendors Contact clubs on campusContact campus about regulations, UU hour, vendors, floor plan, diningContact campus risk management Create posters Create PSAMeet with Mona to discuss event details Determine logistics of registrationDesign floor plan
Two weeks before:Promote EventCreate & invite people to Facebook PageHang up PostersEvent confirmation for U.U.Make event public on Cal Poly CalendarBegin preregistration for blood drive Contact Campus again following up Follow up with vendors regarding final event plans Contact Greek Life informing about eventPromote blood donations as a philanthropy opportunity to all Greek organizationsContact Greek Life regarding speaking at meetingsContact Health and Kinesiology departments informing abut eventContacts Dorm R.A.s to inform residents of event Meet with Mona to discuss event details Week of:
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Continue promoting event Have a booth in UU for sign upsHang up posters Continue preregistration for blood driveContinue communication with Greek president and philanthropy chair’s emailsAttend Greek Life meetings speaking about attending Meet with Mona to clarify last minute details Reconfirm all services with vendors Review floor planContact and remind donors
After:Send thank you letter to vendorsReview vendor and participant feedbackGather results from blood drive
B. Day of Event StaffingAssignment Who Schedule Comments Set-up Blood Busses U.B.S 9-11 United Blood Service is to connect to
generators and set up busses for days blood drive.
Set-up Check-in Table U.B.S 9-11 United Blood Service is to set up table inside Dexter building where
donors can check in and get snacks
before donating. Contact Pre-Registered Event Staff 9-5 Event Staff is to be in contact withDonors all pre-registered donors regarding
cancellations, confirmations, and any other questions donors may have
Set-up Vendor Booths Vendors 10-11 Vendors are to arrive and set up tables, tents, and all needed supplies for own booth.
Check-in Donors Event Staff 11-4 Donors are to arrive at scheduled appointment time and check in inside Dexter building. Event staff isto direct donors to correct bus location.
Interact with Blood Donors U.B.S. 11-5 Nurses are to seat individuals, verbally provide them with the questionnaire, prepare the donor to donate blood, and assist after donation.
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Interact and check in with Event Staff 11-4 Event staff is to check in participants and vendors continuously with vendors and event
participants to ensure success and smooth running of the program.
Operate Vendor Booths Vendors 4-5 Vendors are to operate own booths and provide interactive activities for health fair participants
Clean-up Vendor Booths Vendors 4-5 Vendors are to take down own booths, and all other equipment used.
Clean-up Blood Busses U.B.S 4-5 United Blood Services is to disconnect busses and clean up all areas before leaving.
C. Leadership GuidelinesWhen working with participants, authority must be maintained, for staff will be working with peers who will be confused and will need direction. When working with vendors, professional manner must be conducted, for staff will be working with businesses and adult professionals.
7. Facilities NeededEvent is to be located on Dexter Lawn (West) at Cal Poly’s Campus, 1 Grand Ave, San Luis Obispo, CA 93407. For facility registration process, event staff will submit a Cal Poly Facilities & Event Request form online through the Cal Poly website. Event staff will also be in contact with Cal Poly general facility office at (805) 756-5555 for confirmation. Dr. Goldenberg will make the initial reservation of Dexter Lawn forwarding event confirmation to event staff for approval and alterations. Once confirmation form is received, event staff will ensure accuracy of reservation and stay in contact with Cal Poly Facilities if any changes are to be made. Event staff will email campus facilities at [email protected] with confirmation reference number and event description to ensure that event reservation is public on campus master calendar. The facility reservation will include walkways and sidewalks of Dexter Lawn for United Blood Service busses and vendor booths to set up, as well as lawn space for additional vendor space and for participants to occupy.
Vendors will be located specifically on the west side of Dexter Lawn sidewalks to meet safety regulations. United Blood Services will make reservation of Dexter Building 34 for registration and snack distribution, and will be in contact with campus for confirmation. During set up, vendors and United Blood Services will park on Dexter sidewalks allowing them to unload equipment, which will be cleared by Don Poplem and Cal Poly Facilities. When finished unloading, vendor vehicles will move to the parking lot located outside of building 10. After receiving prior approval from U.P.D., vendors will be allowed to park in the parking lot with purchase of a daily parking pass or buy paying a meter. During event, participants will be directed to bathrooms located inside of Dexter Building 34. (Refer to map on page 23).
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Prior to the event, reservations will be made for U.U. plaza for Monday, November 18 - Thursday, November 21, from 11am-12pm. Event staff will submit a Cal Poly Facilities & Event Request form online through the Cal Poly website, and will receive confirmation via email. Once confirmed, confirmation email will be brought with event staff to U.U.
8. Equipment and Supplies NeededActivity: RegistrationQTY. Item Source Purchased Borrowed 1 Table Sierra 11/183 Chairs U.U. 11/18
Activity: Blood Drive QTY. Item Source Purchased Borrowed 15 Chairs U.U. 11/214 4ft folding tables United Blood Service 11/2112 Folding Chairs United Blood Service 11/21
Donor Snacks United Blood Service 11/21Bottled Water United Blood Service 11/21Donation Education United Blood Service 11/21Pamphlets
1 10x10 Pop up tent United Blood Service 11/21Sidewalk Signage United Blood Service 11/21
Activity: Health Fair QTY Item Source Purchased Borrowed 5 Tables Sierra 11/21
Yoga Mats Yoga Centre 11/214 Pop-up Tents Yoga Centre, Pharmacy Club, 11/21
Bliss Cafe, Colleges AgainstCancer
9. SponsorshipFor the Cal Poly Health & Wellness Fair there will be a wide variety of sponsors that will contribute their unique services to the event. Members will begin by researching various local businesses, individuals, non-profit organizations, as well as other Cal Poly clubs and services that are believed to positively contribute and reflect the Cal Poly Health & Wellness Fair.
Once a long list of desired agencies and sponsors has been established the agencies will be contacted through the solicitation process. This process will be initiated by inviting each agency to participate with a detailed letter that conveys the specifics of the event, as well as the services and roles that are requested from each of them. After giving the agencies enough time to receive and read the emails, a follow up phone call will be made to each agency inquiring about the event and their interest in being involved. It will then be determined if the agencies are interested and/or able to participate, and if they would be a good fit for the event. If the agencies meet the
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criteria, an additional follow up meeting will be scheduled at their business or location of convenience to more closely specify the details and logistics in regards to their involvement in the Health & Wellness Fair.
Agencies/clubs that showed interest but were unable to commit:
Healthy Inspirations SLO – showed initial interest, failed to get back to the group.MateoSol Garden & Wellness Empowerment – owner out of town day of the event, suggested numerous business partners and networking options to contactSLO Natural Foods Co-Op – planning to attend but had shortage of employees able to work eventCal Poly Health Center: PULSE – wanted to be involved but lacked students to volunteer time to work the event. Cal Poly ASI Services – initially committed, lacked communication between ASI management and employees and unfortunately lacked volunteers and resources to participate the day of the event. Poly Escapes – manager showed interest, had group contact a student employee who did not get back to group.City of Hope – initially committed but cancelled the day of the event due to fear of commuting with poor weather.Kinesiology Club – planned to attend but student volunteers cancelled due to other events/commitments two days prior to event.
Agencies Clubs that committed and contributed to the event:
The Yoga Centre:Enthusiastic about attending and spreading the word about yoga services available to Cal Poly demographic. Very cooperative in planning process and very generous in contributions. Main contact: Travis Bobbitt, owner, [email protected]. Alison, events coordinator [email protected] and solicitation process: initial email, follow up phone call, scheduled meeting with the Travis, the owner. Contributions: Donated four yoga mats, clothing items, one three-month membership, one year-long membership for raffle, also gave out free day passes to all participants. The Yoga Centre also provided instructional and informational hands on yoga to participants led by two employees. In addition to supplies and services, they offered information and sign ups for obtaining teacher training through the Yoga Centre to those that were interested.
Bliss Cafe: Showed strong interest in being involved and saw the Health & Wellness Fair as a positive form of getting name out among college students. Also very generous in contributions and cooperative, especially regarding food restrictions and guidelines at Cal Poly. Main Contact: David, the owner. 805-801-0219, [email protected]: Provided small plates of food and snacks to participants. Food included: Vegetable curry served over basmati rice, gluten free Indian pastries, gluten free chocolate chip
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and dark chocolate cookies. Also provided coupons to Bliss cafe and other local business in partnership, as well as menus and information about healthy food alternatives.
SLO Marathons:Primarily interested in informing students about local running events, as well as looking for volunteers and participants in upcoming events. Main Contact: Samantha Pruitt, owner, [email protected], 805-458-0655. Jazmyn, SLO Marathons employee, [email protected]: Information, promotional flyers, and pamphlets on services and events, as well as SLO Marathons bags and stickers. Also had signups for volunteer and participant opportunities.
Spotify Music:Pursued interest in contributing music to the event. Main Contact: Brittney Nguyen, Spotify representative, [email protected]: Provided music for the event played over speakers. Also raffled off free music subscriptions to Spotify radio as well as music signups.
Pharmacy Club:Showed interest in participating in the Health and Wellness Fair right from the beginning, and saw it as an opportunity to send out their clubs message to students interested in pharmacy. Main Contact: Ashley Blair, Club President, [email protected]: Set up a booth with a trivia wheel. They offered candy prizes in prescription bottles to people who answered questions correctly.
Colleges Against Cancer:Very eager to set up a booth at the fair, and used it as a chance to promote Relay for Life as well as recruit new members to the club.Main Contact: Josephine Le, [email protected] Contributions: Set up a booth with a trivia wheel and awarded snack prizes to the people who answered correctly. They also provided information about the club and how students can get involved.
Surfrider Club:One of the last groups to sign on to the event but had a very committed leader and this club ultimately had a very strong presence at the event. Main Contact: Alex Li, president. [email protected]: Set up booth with information about Surfrider club and ways to get involved. provided pamphlets, pictures, signups, volunteer options, and also donated a few t-shirts and bags to participants.
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10. Registration Process:A. Pre-Event Registration ProcessThe Cal Poly Health and Wellness Fair requires a registration process for all individuals who are willing to donate blood to the United Blood Services. The pre-event registration process must be stressed in order to make the day-of blood drive run smoothly. Individuals will walk straight up to the check in table, say his or her name, be checked off, and be able to get right in line to enter the bus. Such techniques will speed up the donor process due to the completion of the online registration. The deadline for pre-registration will be Thursday, November 21st at 7:00am. Yet, walk-in appointments will be allowed.
There will be no fee for an individual to donate blood for the United Blood Service organization. The registration process has recently become paperless so all registration will be completed online (Instructional papers are stapled behind this page). The Fast Track paper after completing the registration process is to be printed and presented to the check in table the day of the blood drive. Although, an alternative procedure will be offered if an individual forgets to print the Fast Track.
There will be three ways to access the pre-event registration information:1. An individual can search “Cal Poly Health & Wellness Fair” on Facebook to access the
event page. The Facebook page will be the main communication opportunity, in order to have all information needed condensed into one area.In the description area of the event page one will read the following:Part of informational blurb: “Come join the United Blood Services on Dexter Lawn Thursday, November 21st for Cal Poly’s Health and Wellness Fair! For more information about donating blood please visit unitedbloodservices.org. After doing so please check out the Google document to set up a time slot (Posted on the wall).”While the following links are to be posted on the wall of the event page:Post 1: “Sign up to donate blood on the following Google doc!https://docs.google.com/spreadsheet/ccc?key=0AlR_JUTy6Ml9dDJ0WEVaQ2FxSWRCYUpDcloxa2tOTlE#gid=0. Please only sign up for a time slot if you can commit to donating”Post 2: “If you plan on donating blood, please make sure you check out donor qualifications!http://www.unitedbloodservices.org/pdf/bs300l-ubs.pdf”
2. An alternative way for individuals to receive the information about pre-registration will be through an email sent to every president and philanthropy chair in each IFC, PHA, USFC, Fraternity and Sorority.
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Here is one example of the template of the email sent to the various organizations:
Once each house responds, the response includes the direct link to the signup sheet (the Google Document) to make the process even simpler for individuals (To be able to send out in an email to the house).
Here is the template of the response
3. An individual can also learn about the pre-registration process to donate blood by passing through the U.U. between 11am-12pm on Monday November 18th, Tuesday November 19th, Wednesday November 20th, and Thursday November 21st. Individuals could visit the United Blood Services informational table to learn about the donation process as well as sign up for a time slot to donate on the Google Document open on event staff’s computer.
4. Lastly, an individual could acquire the resources to pre-register from the Facebook page by receiving an informational flyer or seeing the United Blood Service Poster on Campus, hearing about the event from one of the group members or from a friend, or by hearing an announcement from event staff during Greek organization meetings.
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Confirmation Email:The night before the event, each individual who signed up on the Google Document will receive an email of the following information:
B. Day of Event registration or check in process:United Blood Service employee responsibilities:
Set up check-in table inside building 34 as a safety precaution of the weather. Print out the full list of all pre-registered individuals and have the packet present at the
check-in table. If pre-registration individuals do not show up, budget the amount of time to see if walk-in
individuals are possible. If so, have individual complete registration process on his or her phone.
Event staff responsibilities:
Patrol Dexter Lawn answering individual questions Monitor and track cancellations
Results:Out of the 95 pre-registered individuals, only 40 showed up. Luckily, 46 individuals were walk-ins and did day-of registration. Making a total of 86 individuals who donated blood, which is quite successful granted that there was a capacity of 100 individuals.
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11. Risk ManagementA. Pre-event safety precautionsStaffing:
All United Blood Service staff will be pre-screened and hired by United Blood Services. All blood donors will be pre-screened and determined eligible by United Blood Service
staff and nurses. Emergency plan will be reviewed with staff and agency prior to event Event staff, volunteers, and vendors will be made aware of risks weather conditions may
cause. Ex: slippery walkway Yoga Centre will provide own liability and release waivers individuals participating in
interactive yoga and activities. Bliss Café will inform all individuals of food and ingredients to prevent allergic
reactions. All vendors will provide proof of insurance releasing campus and event staff of liability.
Equipment: All electric work will be set-up, completed, and inspected by Cal Poly Electricians. All United Blood Services equipment and practices will be authorized by United Blood
Service Supervisors and will meet health regulations. Bliss Café will use equipment that meets California Health Standards. Event staff will approve all vendor tents, booths, and tables to eliminate any safety
hazards.
Other Issues: U.P.D. will be contacted regarding:
Parking permits Music allowance Parking accessibility Allowance for loading and unloading of vehicles on Dexter Lawn Past fire safety
Facilities will be contacted regarding: General facility regulations
Don Poplem with facilities will be contacted regarding: Loading and unloading of vehicles Floor plan of events Tent approval Bus Placement General spacing of fair Adequate aisle and walkway space Restroom accessibility Discussion of free donation of food
U.B.S will be contacted regarding: First Aid Safety precautions Health regulations Interview and background check of employees
Dave with campus risk management will be contacted regarding:
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Vendor Contracts Overall Risk Management Proof of Insurance On Campus Vendors Yoga Centre Waivers
B. Day of the event emergency procedures1. First aid supplies and certified nurses will be present on each blood bus to ensure safety of
donors. 2. Additional first aid supplies will be available at the registration table inside Dexter building. 3. All donors will be pre-screened to determine donation eligibility (see qualifications list).4. If donor has a bad reaction to blood donation, nurses will take necessary measures and
monitor donor until individual is stable enough to leave. 5. If injury occurs, first aid will be performed and if needed individual will be taken to hospital
or 911 will be called.
12. Promotional PlanThe event will be promoted in a variety of ways. The main source of promotion will be online through the Facebook page. There will also be flyers handed out, emails sent out, a booth in U.U. and speeches given at different organizations meeting. The events theme of a health and wellness fair will also be incorporated into promotion, by contacting clubs on campus that are health related, as well as promoting the blood drive as a philanthropy event to different Greek organizations philanthropy chairs. Below are further details about each aspect.
1. FacebookThe Facebook page will be created two weeks in advance in order to give participants enough notice in advance, but also not too early where they push the event off and forget about it. The Facebook page will include the time and location of the event, as well as a picture that promotes the Health and Wellness Fair. The page will also include a blurb in the information section that reads:
“Come join the United Blood Services on Dexter Lawn Thursday, November 21st for Cal Poly’s Health and Wellness Fair!For more information about donating blood please visit unitedbloodservices.org. After doing so please check out the Google document to set up a time slot (Posted on the wall).Even if you cannot donate blood, we would love for individuals to swing by the fair to check out other vendor and club booths. Thanks, hope to see you all there!!
PURPOSE:Provide a free information event regarding all aspects of health and overall well-being for employees, faculty, and students.Take part in fun health related events from 11am - 4pm. Participate in the Blood Drive by donating, take yoga classes, enjoy healthy snack from local vendors, take a BMI test, learn about other clubs on campus, and more!
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VENDORS INCLUDED:Yoga Centre: Interactive Yoga, Raffles, and PrizesUnited Blood Services: Blood DriveCity of Hope: Bone Marrow Matching Bliss Cafe: FoodSLO Marathons, half marathons & 5 K'sColleges Against Cancer ClubPharmacy ClubSurfRider Club
Before the event, the Facebook wall will contain information about donating blood, donor qualifications, vendor information, and other announcements, reminders, and updates. After event page is created, over 1,000 people will be invited to the Facebook event in order to promote and spread the word of the event to as many people as possible.
During the event the Facebook wall will be posted on reminding people of the Health & Wellness Fair taking place and encouraging them to come.
After the event, a post on the Facebook will thank everyone for his or her participation. This will be the post:“Thank you to everyone who came out today! Whether you gave blood or just stopped by to check out the booths and grab some free food we appreciate you coming and couldn't have done this event without all of you! Hope you all had as much fun as we did :)”
Attached is a screenshot of what the Facebook page looks like:
2. FlyersA flyer will be created that will be
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distributed to students in the U.U. and hung up around campus the week leading up to the event. A blood drive poster provided by the United Blood Services will be hung around campus and in all of the dorms to spread the event information. The flyers used will all be designed to reflect the overall health and wellness theme of the event.
3. EmailAn email will be sent out to all IFC, PHA, USFC fraternity and sorority presidents and philanthropy chairs announcing our event and encouraging attendance from their members. In addition, an email will be sent to all dorm R.A.s asking them to share the event with their residents.
4. U.U. Booth During the week of the event, there will be a table in the U.U. At the table, flyers will be handed to students as well as have a signup sheet where students can sign up to donate blood.
5. Attending MeetingsAfter contacting the Fraternity and Sororities on campus, if group is contacted by any of the contacted organizations, event staff will attended organization’s meetings making announcements about the Health & Wellness Fair and encouraging participation in the blood drive.If contacted by Pi Kappa Alpha’s president, event staff will make an announcement to the whole house at their informal fraternity meeting.If contacted by IFC president, event staff will attend IFC president meeting and speak at the podium in front of all 18 IFC Delegates.
When What Where Nov. 18-20 Sign Up Booth Have people sign up in the U.U. to donate
blood Nov. 18-20 Flyer Distribute flyers to students walking through
the U.U. Nov. 18-20 Library Inform students at the library about event and ask
them to sign up to donate blood Nov. 7-21 Facebook Page Invite 1100 participants to the event through
Facebook pageNov. 15 Email Email every president and philanthropy chair in
each IFC, PHA, USFC Fraternity and Sorority about our event and encouraging attendance.
Nov. 17 Pi Kappa Alpha Announce event at Pi Kappa Alpha Fraternity Meeting meeting
Nov 19 IFC Meeting Announce event at IFC President meeting
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ContactsVendor Contacts:
The Yoga Centre: Travis Bobbitt, [email protected]. Alison, events coordinator [email protected]
Bliss Cafe: David, 805-801-0219, [email protected] City of Hope: Vivian Abernathy, [email protected], 626-256-4673 x 63812 SLO Marathons: Samantha Pruitt, owner, [email protected], 805-458-0655.
Jazmyn, SLO Marathons employee, [email protected]. Spotify: Brittney Nguyen, spotify representative, [email protected] United Blood Services: Mona Kleman, (805) 542-8529, [email protected] Surfrider Club: Alex Li, president. [email protected] Colleges Against Cancer: Josephine Le, [email protected] Pharmacy Club: Ashley Blair, Club President, [email protected]
Campus Contacts: RA (resident) contact: (805) 756-5690; Email: [email protected] UPD (parking & music): (805) 756-6679; (venders & load-in/out): (805) 756-5550 Facilities (Don Poplem): (805) 756-5515; General facilities: (805) 756-5555 Master event calendar (adjustment): [email protected] Equipment rental/request: MDS.calpoly.edu Risk Management (Dave): (805) 776-6666 Campus dining- Catering Manager (Russle): (805) 756-1178 Electrical: Don Popham, office 756-5515, cell 441-8666, [email protected],
Greek Contacts:Philanthropy Chairs: Name: Organization: Phone Number: Email:Brittany Luper PHA (714) 507-8555 [email protected] Linde Gamma Phi Beta (530) 638-6559 [email protected] Wilson Alpha Omicron Pi (916) 761-0146 [email protected] McGuire Chi Omega (949) 689-3133 [email protected] Ratkovich Alpha Phi (626) 590-9382 [email protected] Prince Alpha Chi Omega (559) 760-9570 [email protected] Hoff Kappa Alpha Theta (970) 819-6036 [email protected] Takata IFC (916) 524-9606 [email protected] Padilla Alpha Epsilon Phi (714) 809-0615 [email protected] Murphrey Sigma Kappa (916) 217-1992 [email protected] Curry Alpha Omicron Pi (818) 939-4647 [email protected] Brosnan Kappa Kappa Gamma (415) 342-8179 [email protected]
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PSAORGANIZATION: CONTACT:United Blood Services Sierra Gruss4119 Broad St. Program DesignerSan Luis Obispo, CA 93405 (925) 303-5968
Start Time: November 7, 2013
Stop Time: November 21, 2013
Reading Time: 20 Seconds
COME JOIN THE UNITED BLOOD SERVICES FOR CAL POLY’S HEALTH AND
WELLNESS FAIR!
TAKE PART IN FUN HEALTH RELATED EVENTS ON CAL POLY’S DEXTER LAWN,
THURSDAY, NOVEMBER 21ST FROM 11AM - 4PM.
DONATE BLOOD, PARTICIPATE IN YOGA, ENJOY HEALTHY SNACKS, BECOME A
BLOOD MARROW MATCH, AND MORE!!
FOR MORE INFORMATION, PLEASE VISIT UNITEDBLOODSERVICES.ORG
(52 WORDS)
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VENDORS
22BLISS CAFE
BLOOD DRIVE
23EVENT STAFF
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Event Evaluation
1. Program ActivitiesStrengths1. The United Blood Services blood drive was the biggest event of the Health Fair, with a
total of eighty-six donors.2. Bliss Café handing out free samples enticed college students, as well as provided
publicity for the vendor.3. The different vendors each provided different elements that appealed to a variety of
audiences. 4. Due to loose structure of event, participants were able to attend event as they pleased. Weaknesses1. When taking pre-registration blood drive sign-ups, we didn’t account for the amount of
donors who would not show.2. Participants did not take the time to visit all booths. 3. On-goers were unaware if event was open to all, and if the event was free. Recommendations 1. Put up the free sample sign up in front of Bliss Café earlier in event.2. Have an announcer explaining event and drawing people in. 3. Provide more vendors with more program activities to appeal to a larger audience.
2. Scheduling of EventStrengths1. By scheduling the event on a Thursday afternoon, students were more likely to be on
campus and able to see and pass through the Health & Wellness Fair. 2. The large time window of the event allowed for individuals to incorporate the event into
their daily schedules. 3. Pre-registration time slots allowed for participants to sign up for a time that works best
for them and allowed them to plan appropriately. Weaknesses1. Having vendors confirmed last minute created difficulty scheduling with Campus Risk
Management. 2. Difficulty getting in contact with campus officials due to their busy schedules and bigger
issues (being a student did not help). 3. Ill-informed on scheduling procedures resulting in an insecure feeling of being
unprofessional and undeserving of faculty time. 4. Rain the day before and poor weather the day of, may have caused a decrease in
attendance. Recommendations 1. Be informed on campus scheduling procedures before contacting campus.2. Have a workshop in class regarding example vendors and practice how to go about
contacting various campus event officials about vendor and event needs.3. Schedule the event earlier in the quarter to avoid unwanted weather conditions. 4. Schedule in-person meetings with all vendors to increase communication.
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3. StaffingStrengths1. United Blood Services provided all staff required for blood drive.2. Vendors provided own staff to operate booths.3. Group members will available throughout day to staff and help where needed. Weaknesses1. No volunteers were requested, but volunteers could have been used to ensure smoothness
of event. 2. Announcer could have been beneficial during the event to increase publicity and
participation. 3. Because vendors provided own employees, it was difficult to ensure interactive staff
members. Recommendations 1. Have more volunteers day of the event that event staff could delegate smaller tasks to.2. Encourage vendors to send interactive staff to event.3. Recruit 5-10 volunteers to promote the event around campus the day of, encouraging
them to stop by the Health & Wellness Fair.
4. FacilitiesStrengths1. Dexter Lawn was a convenient location that was easily accessible and allowed for a lot of
foot traffic of students walking around campus and too and from classes.2. By having the event in such a visible, open area, Dexter Lawn provided publicity and
brought attention to the event that would not have been received if located elsewhere. 3. Dexter Lawn is a very open, large space, which allowed us to accommodate two blood
busses, as well a numerous amount of vendors. Weaknesses1. By having the check-in inside of Dexter Building, participants were confused on where to
check-in and ended up getting lost.2. Because we chose to have our event on the lawn, we didn’t have a lot of flexibility when
it came to the weather. The rain became an obstacle that we couldn’t accommodate for, and resulted in a loss of participants.
3. The booths were set up on the inside of the walkway, which isn’t a typical footpath. People had to come out of their way to visit the booths.
4. We didn’t personally make the reservations for the facilities, which made contacting with campus and scheduling difficult.
Recommendations 1. Have an alternate location or cancel event in case of bad weather. 2. Have event staff make the reservation, so there’s clarity on all the details. 3. Have the blood donor check in booth outside in an easy accessible location.
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5. Equipment and SuppliesStrengths1. Sponsoring agencies provided most of their own equipment and supplies.2. Campus provided a simple process for renting equipment and supplies.3. Group members were resourceful in finding and obtaining needed supplies. Weaknesses1. Did not have as many tables as needed on the day of the event.2. Did not have a budget to supply extra non-essential equipment.3. Did not have supplies that ASI requested due to a miscommunication resulting in not
participating in event. Recommendations 1. Create list of needed equipment from vendors sooner in advance.2. Provide vendors with a list of equipment that we could provide through campus.3. Communicate with agencies ahead of time to see if they will be supplying any decorative
equipment for booths.
6. Registration ProcessStrengths1. Having pre-registration online made registering easy and accessible for all.2. By allowing donors to walk-in without prior appointments, we were able to compensate
for the participants who didn’t show.3. The booth in the U.U. allowed us to appeal to individuals who didn’t receive the event
information through Facebook. Weaknesses1. By allowing people to pre-register, we had no way of making sure they would actually
show on the day of. 2. The online pre-registration Google doc. didn’t allow those who had no computer access
to register. 3. Because the pre-registration was a Google doc., participants could edit it freely and
overwrite previous registrations. Recommendations 1. Create an online registration sheet that can’t be edited by individuals other than event
staff.2. Have volunteers that aid in the registration of walk in donors to eliminate excess work of
U.B.S. employees.3. To have sign up interest sheets in all dorms in order to increase participation of under
classmen.
7. Safety and Risk ManagementStrengths1. United Blood Service staff was educated on first aid procedures.
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2. All donors were pre-screened before determined eligible to donate. 3. Communication with campus prior to event allowed for all regulations to be followed.
Weaknesses1. Event staff not aware of what was taking place inside of each bus. Ex: friend was looking
for her friend who passed out in bus, event staff did not know where she was.2. By bringing in outside vendors, we also brought on liability issues for campus and event
staff.3. Having individuals sign Yoga Centre waivers discouraged participation. Recommendations 1. Contact and confirm vendors earlier so they can comply with campus regulations prior to
week of event.2. Do not let campus regulations scare event staff from inviting off campus vendors.3. Notify U.P.D. of event and meet to become aware of possible citations.
8. Promotional PlanStrengths1. By having a Facebook event page, we were able to appeal to a large audience and
specifically market our target audience, college-aged students.2. We were able to post all information on the Facebook age, allowing the information to be
easily accessible and conveniently located in one spot. 3. Having a booth in the U.U. allowed us to target students who were not connected to the
Facebook page. 4. By promoting the blood drive as a philanthropy opportunity, we were able to market
more easily to Greek organizations. Weaknesses1. Since we could only invite our friends on Facebook, we had to hope that they would
share the event, but couldn’t be sure that the word would be spread.2. We requested to notify all dorm R.A.’s of the event, but communication was lost on the
other side and the message was never sent, causing a loss of freshman participation.3. We focused mostly on marketing towards students, but we could have marketed to more
staff and faculty to increase support and participation. Recommendations 1. Hang up more posters and flyers around campus and the community to spread the
information more effectively.2. Make personal contact when requesting attendance and participation rather than just
sending out emails.3. Be more assertive and interactive at U.U. booth when asking individuals to donate
blood.
9. Financial IssuesStrengths1. United Blood Services took financial responsibility for all items associated with blood
drive.
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2. Vendors took financial responsibility for all items associated with booths and Health & Wellness Fair.
3. There were no participation fees or additional costs so participants were more interested in participating.
Weaknesses1. Our agency United Blood Services was a nonprofit, so they couldn’t provide us with a
budget or many materials.2. With no budget, we had no funds for decorations, which may have helped bringing more
people in. 3. Because we had no budget, we couldn’t do much promotion. We didn’t have funds for
flyers, posters, etc.Recommendations 1. Have each group member assigned to attaining a certain number of sponsors to allow for
additional funding. 2. Ask the agency to provide a budget for certain items, such as promotion. 3. Have each member contribute a small amount, example $5, to allow for a small budget
for event.
10. Sponsoring AgencyStrengths1. United Blood Services was flexible with meeting arrangements and was willing to help
where needed.2. Vendors were positive, enthusiastic, and excited to be a part of our event.3. Health Fair provided business opportunities for local vendors, as well as introduced the
local vendors to Cal Poly students. Weaknesses1. Miscommunication with ASI and Poly Escapes led to them not participating in the event.2. Effective communication with local businesses.3. Vendors fully committing to participation in the event.4. Vendors cancelling due to weather and short staff. Recommendations 1. Follow up initial emails with phone calls and personal visits to increase confirmation of
vendors.2. Target on-campus vendors to reduce extra liability paperwork.3. Target vendors who would provide interactive booths.
