From the beginning it is important to determine the budget allotment for the health fair. Go back to the original goals and objectives of your health promotion program to determine where the money should be allocated. For example, if a goal is to identify health risks, a larger portion of the budget should be used for screenings designed to identify those risks. If a goal is to improve employee morale, the money is best spent on incentives and fun, interactive booths. But don't be discouraged if you are given a minimal amount of money to work with—you may be surprised at what you can get for little or no cost.

Three budget scenarios are presented for you below.

1. Big Bucks

If you are lucky enough to have a sizable budget, but are low on time and staff, you can buy a health fair service directly from a provider who can plan, organize, and implement the health fair for you. All it takes from you is a little help and guidance on the internal logistics. The costs will vary considerably depending upon the services expected from the provider. Be sure to check references by calling other companies that have used their services. Ask the vendor if you can attend a health fair that they are implementing in your area to see firsthand how they operate.

Make sure to get all your expectations in writing and be clear on what you will provide and what the vendor needs to provide or bring. The fair could be a disaster if you were expecting the provider to bring all of the tables and decorations and they thought you were supplying them!

Be clear with the provider on how the health fair is being promoted. Some providers will display their name and logo all over the health fair—so much that your program seems nonexistent. Other providers will perform services but will use your program name and logo on all of the materials, blending in to look like part of your own staff. Again, be sure you know what you want when hiring a health fair provider and communicate it in writing in the contract. Check out WELCOA's Premier Providers to find the best health fair vendor.

If your budget is moderate, you might consider a combination of a professional health fair provider and your own efforts. The provider might deliver a core set of booths and services that you both agree upon, and you can organize other health fair booths from your company HMOs, internal departments, and voluntary health agencies. This method takes a lot more of your planning time but can result in a well-rounded health fair showcasing many more resources than those just from the provider.

Finally, if you have no budget, be assured that many successful health fairs have been done on very limited budgets. Don't give up until you do an assessment of resources, both internal and external.

You may be able to cover the costs of some items out of different budget lines, thus allowing for more money to be allocated for screenings or incentives. For example, in your department, you may have a separate budget line for printing that can be used for all of the posters, flyers, forms, and the like. Or, if travel is involved, a separate travel budget may be used. Be creative. Try to get other internal departments (such as training, safety, benefits, or your employee assistance program) to share some of the cost with you, especially if you are including them in the health fair.