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how do you help your volunteers participate in affair you may want to encourage them to attend another fair you may also offer a pre draw for your volunteers but in order to do so you have to coordinate with client services melody or zolly or let your liaison know and the sites that offer pre draws mostly this happens in the statewide area we have to have a guarantee of 50 or more participants in order for a quest to be able to pick up and process the blood so again talk to your liaison and client services about coordinating that you can also open early for your volunteers if you'd like or you can rotate the volunteers in and out of the screening lines the blood draw lines just make sure that all these screenings are still covered and that they're not jumping the line in front of participants no participant would like to see that so make sure they're full flowing in with that line and if you have any ideas or suggestions let your liaison know and we'll try to help you figure it out we are also continuing our friends and family discount you'll want to share the online discount code my first 9 HF again not case-sensitive and this is for anyone who has never attended a 9 health fair and they will also receive 20% off the health screenings when they register online we also have two more new discount packages and we're going to talk about that on the next few slides okay so these package discounts and these are just guaranteed in 2020 there's no guarantee that we would do these in years to come you may see you now as take a break in package discounts or we may have brand new ones so just focus on these for 2020 participants will receive these package passes we're calling them and we'll show you a visual of what they look like in the next slide each package pass is worth $10 off the different blood screening packages so we'll go into what those packages include if they pick the baseline health package that includes the blood chemistry and you guys know Kimberly can explain more about the blood chemistry it's I think as she puts it it's the mack daddy it includes a lot of different blood screenings it's a 28 panel blood screening and a1c those two are included baseline health and they can get one package pass worth ten dollars off if they purchased those two together if they want to choose the essential health package that means they're picking blood chemistry a1c and then we've added on vitamin D for that one they would get 2 package passes if they did those three and get $20 off so the participants will then pay the cashier with their package passes and plus any other form of payment they need for the remaining balance here's a sample of what the package pass is going to look like we're not quite sure if that's gonna be white or colored we haven't figured that out but there's front and back it explains the baseline versus essential health the portions at the bottom or for the cashier to fill in so don't worry about as a volunteer handing these out in the registration area you don't need to fill any of that out the cashier will take care of that when they flip it over you can see it's got an expiration date a little bit more explanation about what the packages are so there's the passes for you and you should have volunteers in the registration area helping to educate and pass these out it's a great idea we'll go into some ways that you can get these out your screening package educator or we shortened it since that's really long the SPE will work side by side with your medical registration educator we know sometimes people shorten that registration educator or medical what is this educator or educator that's it so the SPU can work alongside the Reg occator and they can do it together the SPE can go down the line for on-site or the walk-in registration if there's a long line of people waiting to actually get their form and fill it out in the registration area utilize that time to go down and talk to people whether waiting so that person can have bundle of those package passes with the talking points that we put together in the protocol and be ready to help the participants make their decisions they will have as I said a bundle of those passes they'll come in your supplies utilize the protocol that's in section 7 that's the non-medical section pages 14 to 16 I know some of our sites just want to get more Medical registration educators to do this you're free to do that you can definitely do that but if you can't get enough medical folks then utilize this screening package educator it can be a non-medical person to help people talk about what these deals are and there is we're anticipating some of the common questions so there's a question-and-answer section in that protocol that will help those volunteers explain some of the common questions we think you're going to hear okay so I won't go into too much detail here you guys probably have heard that planning your fare can be so much better so much less stressful and you can have a lot of joy if you're working with people that you love being around and you can take the load off off of you if you have more team members working with you so if you've got co-coordinators working together for the site coordinator position on medical position or the medical coordinator position that will help spread the load as well publicity coordinators volunteer coordinators are tremendous so those volunteer coordinators can just help get out the logistics and really organize all the medical and non-medical folks and then for publicity you're obviously getting the word out about volunteer positions that you need filled and for participants to know what's awesome about your fare it's highly recommended that you have a publicity coordinator we have been working with quite a few different universities and colleges to get publicity interns as well and you guys are free to work on that angle if you want to approach any universities or colleges and try to get students to help out you can also have training coordinators that's kind of nice if you create zones the morning of your fair and you have training coordinators that are responsible for a registration area you know the lab area if the lab supervisor needs a little extra support with training and helping new phlebotomist out you can have that with the different medical screenings and you know information booths you might have in your fare so those training coordinators can really help spread your workloads a morning of your fare and then food coordinators we like to spoil those volunteers that are coming and donating their time to you guys so it's nice if you could have breakfast beverages and lunch in a volunteer break room and that food coordinator can just focus on asking for those donations and not have to worry about anything else this is a sign that we recommend that you guys have either in your volunteer check-in or your volunteer break room it will really help to communicate with the volunteers that its leadership volunteers that are doing all this work we want to make sure these day of the fair volunteers are aware it's not nine Health Fair staff doing all the work it's you guys and they may like the opportunity if they don't realize it's a volunteer position that you know our volunteer positions that are doing all this this work and this great community service they may decide hey I can do that or I'd enjoy that this might be a great thing for my resume or I need more community service hours there's lots of things that people like to do with their time and sometimes planning events is one of those so nine healthcare t-shirts are available again this year the color has not changed from previous years it is still a royal blue so if you have a t-shirt in your closet and it's still in good condition feel free to wear that you will want to designate one volunteer to order your t-shirts and be in charge of that we usually recommend ordering at least one week if not two weeks prior to your fair dates additional t-shirts can be bought for your day of volunteers or additional volunteers for five dollars each you will not have to pay at the time of your order will be invoicing later after the fairs have calmed down and we're back in the swing of things and you will be able to get ten free t-shirts once you have listed all of your coordinators and your Co coordinators in the fair management system so that we can know their names their sizes and all that stuff so if you have any questions about this you can contact your liaison and if you feel you need more than ten free shirts definitely talk to your liaison about that first site leadership so we want you to take care of your health as well as taking care of the health of your community each of your teams will be giving blood screen be given blood screening vouchers so that you can get your blood checked as well and if you need additional vouchers you please reach out to your liaison we're here to help you with that client services melody or Zahle will send the vouchers to the site coordinator to get out to the rest of the site leadership teams and again please reach out if you want additional vouchers for someone on your team will also receive vouchers for your community so if you need help with getting additional vouchers you will want to email terri at nine health fair and that request is due by the 2nd of February which is a couple weeks away already so you can request an additional 15 vouchers in addition to those three blood chemistry vouchers that you'll be given for help creating a plan or knowing what to do with these vouchers and getting them out to the people and your community that need them you can contact Virginia she has a lot of really great tips she's our community or weed specialist she's been doing this for many years and she does a tremendous job at being able to seek out those places and people who need and can be a benefit to these so again make sure you have your voucher requests in to Terry by the 15th and these vouchers are used for people in the community who otherwise would not be able to be able to get blood work drawn out of 9 health care and we really why don't we reach those people so please we're continuing with online registration and just a little overview there's an online registration protocol in Section 4 of the resource guide so you will definitely want to check out the for this and since share this video or have your day of volunteers doing this look at the video ahead of time to start with participants will arrive at your fair with a two page single sided printout we don't have a slide of that but you can take a look at that when you look at the video they will check in that the online registration table which is separate from the day of registration and they will need to get stickers to give to the phlebotomist to put on their lab tubes so online registrants will skip by on-site live day of registration they don't have to stop at form check because form check will actually be completed when they get their stickers and they also do not have to stop at cashiering however they have to stop and merge into the existing blood draw line they don't get to cut to the front of the line because they're registered online some people may think that they can just go through with their mobile phone I had this happen at one of my fairs but you actually have to have that physical piece of paper because we we need that protracting purposes so online registration volunteers ambassadors traffic volunteers and obviously cashier and lab supervisors need to be familiar with online registration you'll want to have extra copies of both sides of the form in case people print it out double-sided if a participant has registered on another site and comes to your site instead that's fine just go ahead and add their information to the exception report and you will have copies of that that you can make copies of to have it your fare and your liaison will go over all this with you too so you want to have copies of the exception report copies of the front side the back side of the form in case someone does come in they forget their form they couldn't print it out hopefully those are rare in some rare instances but just go ahead and be prepared for that you will want to have extra staff for this if you have up to a hundred online participants at least two to three volunteers and over 200 I would have three to four volunteers and you can have someone walking the line with a clipboard and witnessing those participants and that way when they get to the online table all they have to do is get their stickers they've already been witness and it saves a couple of seconds of time and it makes them happier when they see you coming down the line and getting them expedited as quickly as we can there's a couple of really good videos for you guys too on that main line Health Fair page website and then you go to volunteer training like we were talking about the videos before so review those there's one for coordinators and one for day the fair volunteer is really helpful to look at that yes and so here's another slide and as you can see you'll print the online registration report from your coordinator dashboard and that is found in your fare management system so the original system that you've been used to using you'll still access that the same way and if you're new to the fair we'll make sure that you know how to do that because online registration does stay open until the minute before your Fair opens but you've got this don't worry about it you'll have extra forms there you'll have volunteers working the line and you'll have extra copies for anyone who said difficulties so do not worry about online registration I know some people think it's a bigger deal than what it is but you guys have got this don't let that long line intimidate you we also have a new exciting participant participant dashboard and as Alex said Amy our new employee of digital health is here to work on that and make it even better we're launching it's really all over the spring this year we piloted it a little bit and it went over well some of the staff have taken part in this as well so if you want to learn more about it which I would encourage it'll be a great video for you to watch you can go to the link listed here so basically what it does is it shows year-over-year trends and there's a copy of our results for your medical provider and there's a copy for the participant that's a little more user friendly it explains things a little better it's in color who doesn't want color and education is attached shape screening and so basically as you can see here on the hemoglobin it's outside the normal range and it'll give you a little accessible on that and then it'll also give you tips on how you can work on that specific blood test result it's really cool we've come a long way with this and the personalized education based on those screening results it's it's a good it's a great thing to see I like a trending the trending is great too so you can see if you're doing better or worse staying the same it's it's quite amazing and you can get those discounts when you register online that this is all for people who register online so our people that walk in don't get this dashboard so the discounts that we talked about Plus this dashboard there's so many benefits to registering online and that this is one of them cashiering of one of the most important things that your fair cashier forms and supplies will be sent directly to your cashier supervisor I think in the past they may have been sent to the site coordinator but now we're sending them directly to the cashier supervisor obviously you never want to send money to the nine healthcare office all currency is converted you'll take funds out of the nine healthcare income the day of your fare and convert that currency and do a cashier's check if you have any cash sharing questions please feel reach it feel free to reach out to Terry she's more than happy to answer your questions so now we have a few reminders before your fair start planning you've probably already done that since we've been bugging you to complete steps one two and three by tomorrow and you will also want to decide what screenings you would like to offer by tomorrow in order to do this you go back to the fair management system and you will put your screenings in and we'll talk a little bit more about that in a moment you want to invite people to command your health fair and help you with setup teardown day of a lot of schools and clubs they have the expectations of having to go out and be in the community and give back and they want to be at nine health fair it's a great place we love our volunteers and we really hope that you can reach out to people in your community to help you put on great fare you don't have to do it all alone you too can reach out for many volunteers you'll want to see the Planning section of the resource guide there's lots of great tips and tools in there and obviously when you're putting on an EIN health fair it does take equipment and supplies and food lots of stuff so you want to ask for donations you want to have a volunteer who's very comfortable asking for donations money whether it's supplies money or food donations have someone who's willing to go out and into your community and hit the ground running and ask for those donations the worst thing they can say is no okay so here's some more kind of training and events that we should want to go over today you are already listening to the managing your night health fair webinar we are going to have a posted recording of that on the volunteer training page of the May 9th health fair website you can also view a virtual model fair we're not doing a model fair this spring so you can watch the virtual option or we have some other trainings we have these medical and non-medical trainings that you can view if you go in the volunteer management system and look under events look for those medical and non-medical trainings we have a staff member named Chantel she is an instructor she has issues 9 health her guru and was a leadership volunteer for years before she became staff she puts on those medical and non-medical trainings and they're a great substitute for people that need that in person live kind of vibe and flow of what goes on at a fair before they run their fair so check those out we have other website trainings coming up including lab trainings there's going to be I believe three of them for lab supervisors and then the volunteer management system one that we've already mentioned if you guys need more support with that reach out to the volunteer engagement team if you need more support with the volunteer management piece of it you can see packing days there are statewide is on February 18th will be packing all your supplies before the guard starts delivering and then for metro area we're gonna do on March 17th and then your liaison will be touch with you about delivery schedule and Dave Quinn Tana we have his contact information later is also useful if you're want to know about your delivery schedule for your nine health fair supplies and then you can see in nuts-and-bolts we include these dates as well as just little reminders for you guys okay so first signage you guys may remember that we had raiser flags at quite a few sites last year I don't think quite everybody in the spring earned one it was an incentive last year so if you got your steps in steps one two three done by beginning to you know mid-december in 2019 then you earned this bright red seven-foot-tall raiser flag to use outside your fair well we offer this again this year as an incentive so if people got done with their steps in mid-december then you could earn another one these are really nice in high traffic flow areas so there's cars driving by fast there's going to be a lot more visible with this tall red flag outside waves and the wind and really gets their attention put it wherever you have you know an entrance into your parking lot you can put it close to your main entrance to let participants know where to walk in the front door but we really want to emphasize that this is intended for outside your fare we had some folks that used it inside their fare and we really want those passer buys to benefit from this tall bright red flag so make sure to use it outside your fare there are a couple of ways that you can weight this down there are cross bars at the bottom with holes at the end of each of the cross bars you can use stakes in them metal stakes there's a water back bladder that comes with the Razr flag so you can weight it down that way if that's not not enough and you're in a really high kind of wind area put some sandbags on it as well or if you have other ways you want to weight it down these are your property so if you can see there it's the property of the nine health fair site so not 9 health fair as an organization but your site so once you've earned one of these raiser flags it's yours to keep we don't want it to get damaged in the TRUCKING it back and forth between nine health fair and you guys so if you've got a basement garage they're really tall and skinny so keep them upright and store them where it works for you guys and I already said that it's really it attracts participants so put it in a high visibility area one more piece of signage that's coming back this year's those coming soon signs you guys may remember we sent these kind of flat sandwiched boxes with these coming soon signs they're on metal stakes and meant to put in the grass if you don't have a lot of grass around your site you can tape them up on poles on fences outside of buildings so there's lots of ways you can use them if you don't have a lot of grass that you're able to put these yard signs in you guys can customize them as well so right now everything is you know nine Health Fair coming soon but if you want to put your date on it if you want to put an arrow on it anything like that that's totally fine make them your own and they are intended for if they are still in good condition you can use them against but if you wrote your date on it then the intention is you get new ones for the company the next year after that we don't expect those to come back with supplies so you're either going to end up tossing them or store them whichever works for you and try to get those out early see it says two weeks before your actual fair date the more people drive by them they're going to get it into their mind okay I'm going to go to that site they're running a ninth Health Fair so the earlier you get it out the better okay more on local publicity as you can see it's key if your community members know all the special stuff you're offering at your fair they're more likely to remember it and and stop by the day of your fair so I'll show you on the next two slides there is a local publicity checklist this is a returning checklist it's been really popular with our site coordinators and publicity coordinators you can download that checklist right from the resource library you can also see Flyers logos and we're going to have a webinar for publicity coordinators coming up we are going to do publicity nudges again if you have a listed publicity coordinator or a publicity intern then we'll we'll send those nudges to them if you do not then it's just going to go straight to the site coordinator so hopefully you can get someone else and it's not too much on just the site coordinator another idea that has been suggested is reaching out to your local city council persons to include your fare in their monthly newsletter a lot of churches synagogues or temples have a monthly newsletter as well but they need to go to full press about a month before their distribution month so a September newsletter would go into print about August 1st and so we're probably looking at by beginning of March we'd want to give this in so city council your Chamber of Commerce local rec centers or any of that you can reach out to them and they may be more than happy to advertise for you and you if you are in a district or in a region you may want to think about adding all the fairs in your region so that your Co advertising with the other fairs in your region or district very good ideas and we know you guys have unique ideas too so as much as you can spread the word to community members and businesses so this is the front side of that publicity check lists that I mentioned and then on the next slide here's the back and it just kind of chunks it out into different kind of topic areas that you can focus on for your publicity plan so more publicity you want to promote things that are interesting or new and we have lots of new for you and interesting we have the package discounts which we talked about earlier with the with the passes the baseline health and essential health we also have the dashboard and any new blood screenings we have which this year we don't have any new blood screenings we still have we're still going to offer blood type and HSA RP we added those I think a couple seasons ago and they haven't been overrun yet so we're gonna keep offering those your optional screenings are a big thing that you want to advertise because people will be drawn to your fare for specific screenings that other fairs may not have or may not be able to offer some people go to several fairs to get all the screenings they need so they may attend your fair for the blood screening and the breast exam but they may hop over to another fair to go and get the pap smear exam or whatever it is you can also advertise nine health eTools and there's the link for you to get more information about that and of course we always have education organizations that will want to attend your fair we have a list on our website of IEC s that are approved by the nine health fair and we also may receive calls or emails from IEC s or total wellness zones that are interested in your site and if we do get those calls or emails we will be communicating with you about those folks that want to be at your fair and your liaison or someone else from the organization will let you know about that and again these are optional we have an entire new section in our resource guide section 13 that discusses the total wellness zone is the end the AEC's if in doubt and you have any questions just ask your liaison and go ahead and go to that approved list on our website and seek out the organizations you want and many of them will love to be at your fair so you want to partner up IEC is so if you're having breast exams and pap smears you may want to have a women's health connection there so that they can talk to these subjects and help women and participants get the resources they need after the fair or just give some more education because the screener may not have time to do all that education because they're doing the screenings so we all know we're in the social media era and people love to see things on social media some people love to see it in the newspaper as well so feel free to get on Instagram Twitter Facebook and remember to tag us if you make a video or if you create any pictures for social media you just use at nine health fair and we'll go ahead and share your content make sure you take lots of pictures of your Fair site you can make a video with your team or you can also do a blog if you want and we have resources here our social media team Stephanie will be back soon ready to go and she can help you with all of that and how to make the video extra exciting because people remember videos and they also trust the 9 health fair 9 to his brand so just reach out to Stephanie in our marketing communications department and she can help you with that and she may even end up at one of your fears and making a Facebook live video so which is another thing you all can do as well and she does really well as those she does so we talked about nine health eTools which is a suite of free evidence-based virtual tools we want to be more of a year-round prevention partner and we want to empower people to own their health all year long and not just be a nine-day event for a lot of people even though we all know it's longer than nine days now so we have programs for quitting smoking mental health support just general healthy tips and we also have a cardiac risk health disease assessment and building healthy social supports that's from the National Institutes of Health I suggest you guys go in and take a look at this we've had a lot of traffic on the mental health support we can take online anxiety or depression screenings and we also can connect people who take those screenings confidential of course to free licensed therapy as we all know there's a huge need for mental health in addition to physical health so you want to have information about that at your fair you may even want to have a booth about it it just let us know and if you need any help with that Amy is here to be able to help you with that okay so I think we mentioned site grants a little bit before earlier but we want to make sure you guys understand what they're for so sites will receive funds based on your participant numbers and there's no application needed all of them are at least $200 and they'll come straight straight to the site coordinator if your site are 500 or above you will receive some additional kind of paperwork and client services will work with you on that so we also can work with sites on increasing it their specific needs so you have extra janitorial services or whatnot we do have limits of course as a nonprofit but we'll work with you best we can to get you all the support you need of course we want to try to ask for donations and stuff so we don't have to you know do all the the funding of it it's just tricky as a non-profit so we want to make sure to come up with as many solutions as we can to support you guys financially with everything you have to purchase use these funds to support your volunteers and purchase items related to running your fare so there's all kinds of things that that might be it might be tablecloths it might be paper goods it could be food for your nourishment station right outside the lab area where you have juice and crackers if you've got extra can be for that breakfast and lunch we do want to make sure that you save your receipts for what you're using the site grant grant funds for and we're going to reconcile those expenses with client services after your various over instructions on that will be included when you receive your site grant money and then supplies we've got a couple different supply slides coming up nine health fair screening and station supplies the number will be determined by what you enter in the fare management system so if you don't enter anything we're going to go by the numbers if you're returning site we go by the numbers that you entered from the previous year but get those in there those are actually due by tomorrow January February January 31st that's Friday tomorrow so we want to make sure you guys get those in if there is a high number of you know people doing skin screening or breast exams or whatever it may be and we don't have enough supplies we need to know that early on so get those screenings and stations entered we also our our website is going live for all participants and volunteers on February 3rd so that's another and to have those screenings in there because your participants want to know what you're gonna offer and shoot for the moon if you guys are not sure if you can get a screener or not for one of your medical screenings that you'd like to offer put it in there we'd rather have the supplies for you and then you can go and turn it off later if you didn't end up getting the medical person to run that make sure that when you receive the nine health fare boxes from the guard you inventory those supplies right away and let us know you have everything you need because if you don't we want to give our staff here liaison district leaders enough time to get you what you're missing 9 health filler again is going to provide all the basic protocols and tally sheets and you'll have an envelope a manila envelope filled with those but if you need the optional screenings there in the resource library so you've still got to print the optional ones okay so for lab equipment we're going to talk about lab for a second here you're gonna contact Melissa diet quest and you can see her phone number there and she will help if you're missing anything or you have questions you need more gloves anything like that let Melissa Dino and she'll help with anything related to the lab area supply delivery from the guard those members will contact your equipment and supply coordinator that was in step two in the fare management system so if you want to go in there and double-check your step two that you've got the right person with the right phone number it's really important that the guard can get ahold of that coordinator if they can't get ahold of your equipment and supply coordinator they're going to contact the site coordinator if you have questions about the supplies from nine health fair you can contact Dave Quinn tana he is our manager our warehouse manager and our building manager here at nine health and you can see a cell phone number there is seven two zero nine eight seven nine eight five five it's great to text him to if he's running around at the warehouse some of the time he's not sitting to answer a phone so give him a text let him know your name what site you're with and he will get back to you so a few important things for the lab area area lab supervisors be supervising and looking over the lab at all times and not drawing blood I know sometimes lab supervisors love to help out it's busy the lines are long but we really don't want them drawing blood because they need to be supervising and making sure all the other phlebotomist sand the centrifuge people have what they need to do their jobs adequately and they also be need to be ready if someone were to get a biohazard exposure or a needle stick where to happen all of our phlebotomists volunteer phlebotomist must wear gloves it's mandatory policy if they are palpating the vein before they are drying the blood that's ok with to do without gloves but as soon as that needle goes in their hand and they're actively drawing blood they have to wear gloves if they refuse to do so you will need to dismiss them kindly from drawing blood at your fair again we're gonna have the colon cancer fit screening kits a heads up you should dispose of any expired kits you have in your basement or garages if they're going to expire within 6 months also dispose of those because they get circulated out to the participants and then the participants and the man and their invalid they can't be processed and then they either don't get their valuable colon cancer screening tests that they've actually done they get frustrated they don't send it back in or we send them another kit and it still doesn't get done it's just discouraging to them we are also wanting you to write 9 HF on the inside tear flap of the yellow return envelope in the past you had to write the extremely long site number you no longer have to do that if you want to you can have someone at your site create a label that just says 9 HF and have the volunteers stick the label on the inside flap the morning of the fair it does need to say 9 HF so it gets processed correctly under 9 Health Care's account day of your fair here we are the day of your fair if a screening has changed or canceled if a screener can't show up or it's the line is too long and you have to close the screening early you want to update your website screening list and you'll do that on the fare management system you can also contact your liaison who may even be at your fare or another staff member you can also let us know at nine health fair we will get our hotline number out to you probably it'll come out in nuts-and-bolts I think what's the main 9 health fair number we get rid of a separate one 9 health fair hotline number a couple of seasons ago so just call it three oh three six nine eight four four five five and I'll make sure to take care of you guys clearly I have not used the hotline myself on-site registration form as you can see everything in yellow is mandatory you'll see a little signed authorization received box on the on the left lower side next to the yellow that's because that authorization form that we launched last year I think is no it's not mandatory we had it in yellow last year which looked like it was mandatory and it wasn't mandatory so thanks to the leader that caught that and our apologies for that the signed authorization form we're going to go into in a little bit here it it will reflect what it's actually going to look like so we're gonna go to the next slide now sorry about that the authorization form if it's signed it provides nine health fair to be able to share personalized information to the participant that signs that form so the way I take this is if I were to go into the fair and I sign that form and I get a high cholesterol reading I'm gonna get personalized information saying Kimberly it looks like your cholesterol is high what does that mean here are some things you can do and also if I've registered online I'll see that information in the dashboard as well so it the to kind of work together to give you a little bit more personalized information this year on site online registration will no longer have to worry about getting this form signed because it's built into the online process so they will have already completed this online if they've registered online so again it allows us to inform participants of other new things new health programs new eTools we may have come up with so make sure if they sign that form that checkbook check box is on the participant registration form that it is checked and if anyone does not want to sign this absolutely they do not have to sign it if they do sign it they retain the original copy the white copy and a form check volunteer will take the carbonless the yellow copies and the signed forms will be put in a white pre-marked envelope for the signed forms and then they'll be given to the cashier supervisor at the end of the nine health therefore return to nine health fair and here is what the form looks like and on the top you'll see marketing authorization form and sometimes that can kind of throw people off so again it's for that personalized educational opportunities new information based on their results new programs we have it's not that we're going to be marketing to them we're not selling anything one other thing that I like to point out to our participants you know just learning about this particular form is that it's only tied to one blood screening so if you come back season after season we have to ask you again if you would like us to communicate with you about your blood results so we can't just keep calling you and contacting you and emailing you about that all your results you have to agree each time you come in to get your blood work done do you want us to provide you with more education and right now Kimberly and the other nurses we have the staff nurses and volunteer nurses that come in and make phone calls about critical and alert values that they see it in the participants blood work but everybody else doesn't get a phone call you don't get that extra education so if people sign this it's a great way to make sure you're really well informed on what happened with your blood work what's going on are there any trends trending towards you know things that are concerning so yeah it's only tried to one blood draw though so just know that it's not forever and ever okay so we've touched on this already and the next slide is well again online it's gonna save that a little few more seconds this year so we don't have to explain the authorization form to our online participants we will again have exit surveys we've got a lot of really great feedback people love you guys they love coming to your fairs you want to have someone outgoing to do the exit survey so just make sure you have someone at all of your exits if you have multiple exit locations these were packed yesterday as a matter of fact and they'll be delivered with your nine healthcare boxes from the National Guard you'll use the checkout volunteers to help with this and sometimes I've noticed high school children they love to do stuff like this they're very outgoing and there's a puppy on the magnet so you could always lure them in by saying hey would you like a free puppy and we also encourage you to tell them about the fair why we need this because we want to be invited back to the community the volunteers need the feedback 9 health Baird needs the feedback it can help us rather a little more data for grants and donations and again really we want to be able to come back to that venue so being able to show the venue how appreciative the community is is a huge help for us exit surveys will be returned to the nine health fair with your supplies or to any nine health fair staff member who may be at your fair my favorites just in case accidental needle puncture biohazard protocol the first thing you're going to do if someone has a needle stick is someone is gonna be designated to call the nine Health Fair nurse immediately at 3:03 five eight eight zero zero nine three please put that in your cell phone this is not if you run out of supplies or anything like that this is for needle sticks and any other emergent medical questions you have to call us right away if someone is transported to an urgent care or an ER from your health fair go ahead and get them stabilized and then call us but with the needle stick or a biohazard exposure please call us immediately we will make sure that the participant has followed up with you do not have to do any of that so again very important that you call us keep it keep that in your phone and you want to make sure your lab supervisor medical coordinator side coordinator everyone has access to that phone number and the accidental needle puncture biohazard protocol you want to have copies of that on hand at your fare that way nothing will happen if you have those copies and you can find those in the resource guide for cashiering issues you'll contact teri and any online registration issues you'll want to contact melody first and then if melody isn't able to get back to you Dane will be more than happy to help out okay so tips to help run a smooth fair there's a couple on here that we want to focus on before your fair and then some are suggestions for right at your fair we want to make sure that you guys are assigning your volunteers and you have them in positions before your fair we've seen some of our leaders that like to just gather medical and non-medical volunteers and then assign them the morning of we find that this creates a little bit of chaos and anxiety and some of those day the fair volunteers so the more organized you can be ahead of time it will make their experience a lot better and they're going to want to come back and help you year after year with the new volunteer management system they are picking what position they want to be in so that'll be really helpful if you utilize that system to register your volunteers they're already going to be placed in a position and next email reminders so we've got those automated email reminders set up in the volunteer management system but it's not gonna get at all the details free logistics for your fare so if you want to send your volunteers details about where to park what to wear or not to wear so like for Liberia no open-toed shoes if you want them to wear their scrubs are you offering breakfast or lunch all those details to make sure your volunteers are ready and they know when and where to come to your fair check with the participants in line so there's there where we switch today of the fair if their participants seem like they're struggling at all you've got someone that looks like they're exhausted or they physically don't feel well and they've been waiting in line for a while you may want to offer them a folding chair so they can sit if you've got little cups of water or they have a water bottle that's empty and you want to refill it for them it's just nice ways to take care of your participants and they'll remember those little things and that all reflect in those exit surveys about their experience you can also assign volunteers as place holders if you've got extra non-medical volunteers that want to help out they can be placeholders for your participants in line if they need to go sit somewhere else something for your online registration and this is the same suggestion we were making for the new package educator if you want to have people with the clipboard and I know Kimberly is mentioning this to how people go down the line and they're gonna have that hard surface whether it's a binder clipboard they're gonna write in the hours fasting on each of the online registration forms they're gonna have the participants sign and if they're 18 or older they can be the witness right there before they get to the online registration tables they've checked off several things they have to check in there to give their stickers and then you send them on to the blood draw area this will keep that line moving nice and fast people want to get through online registration quickly but I will also make note for you guys tell those participants the benefit is not getting through the line quickly it's getting their results faster so it comes to the online dashboard faster than the people get it in the mail so it's one to two weeks if they do it online two to three weeks if they register in person and then the other huge benefit is the dashboard so that dashboard that trends year over year that Kimberly talked about earlier those are the benefits now of online registration okay so now we're gonna go to what goes where after I'm not going to go into detail here we just want to point out one of our wonderful staff members and longtime volunteer Lynne sunshine made these beautiful spreadsheets of what goes where after you're fair and there are five categories on statewide and five on Metro the details are different so making sure you're looking at the correct page this is in section for the equipment and supply section page seven for statewide and then it's for metro area section four page eight again there's those five sections you can see there's a note at the bottom of both of them that if you have extra gloves or guys that have been opened you can donate them to local community clinics that need that kind of stuff or school nurses whoever you think is in need of those kinds of extra things we can't send them back out to the fairs we also can try to make donations as well but just know you don't have to send those open two packages back okay do you guys have any questions for us today I'm going to jump in here and say we had a great idea yesterday from a volunteer to encourage your volunteers to bring their own water bottles and to bring their own coffee cups so that's a wonderful idea for our environment and if we can do so that is great all right we don't see any questions coming in so we're gonna wrap it up today thank you so much for joining into our managing your 9:00 health for our webinar and we will post this on the nine health fair website for you guys to view later and share with your other coordinators take care everybody