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UF Health University of Florida
Brand Center College of Public Health & Health Professions
Event Services Overview

Community Outreach
Plan Your Event

Use this checklist to plan health fairs, educational workshops and other events designed to serve community members outside of PHHP. Community outreach events often take place off-campus or in non-standard venues and involve participants unfamiliar with the university — accessibility, clear communication and thorough logistics planning are especially important.

Phase 1: Before your event

Venue and logistics

  • Confirm the event location — if off-campus, secure a venue agreement and confirm logistical details such as setup window, parking, restroom access and power availability.
  • If on-campus, submit a room request via EMS and confirm the space is accessible to community members not affiliated with UF.
  • Confirm parking availability for community attendees — see Parking and Directions Guide.
  • Assess accessibility: confirm wheelchair access, accessible restrooms and proximity to drop-off areas — see the Accessibility Guide.
  • If the event involves data collection from participants, confirm whether IRB review or exemption is required with your department.

Partnerships and volunteers

  • Identify and confirm community partner organizations involved in the event.
  • Confirm faculty or staff who will be present in a supervisory or clinical capacity.
  • Recruit and confirm student or staff volunteers and brief them on the community audience and event purpose.
  • Assign specific roles to each volunteer — see Day-Of Checklist and Role Assignments.

Budget and purchasing

  • Download and complete the Budget Template — community events often involve printing, supplies and giveaway items that add up quickly.
  • Submit a PAR for any supplies, printing or catering before placing orders.
  • Confirm your chart field and spending authorization with your fiscal administrator.
  • If grant funding is supporting the event, confirm allowable expenses with the grant contact.

Materials and supplies

  • Identify all printed materials needed: flyers, informational handouts, sign-in sheets and participant forms.
  • If health screenings are involved, confirm all necessary supplies and equipment with the coordinating faculty member.
  • Prepare materials in multiple languages if your target community includes non-English-speaking populations.
  • Review materials for accessibility: minimum 12-point font, high contrast and plain language — see the Accessibility Guide.
  • Order supplies with enough lead time to allow for PAR approval before purchasing.

Communications and promotion

  • Determine your primary promotion channels — community outreach events require external promotion beyond PHHP listservs.
  • Draft promotional materials in plain, jargon-free language appropriate for a general audience — see AI Prompt Templates.
  • Share event details with community partner organizations and ask them to distribute through their channels.
  • If the event is open to the general public, submit it to the appropriate PHHP event calendar and building digital displays — see the Event Tech Guide.

Day-of preparation

  • Prepare a participant sign-in system and any required consent or release forms — see the UF Photo Release Form.
  • Confirm volunteer arrivals and review role assignments.
  • Brief all volunteers, students and faculty on the event purpose, audience and any relevant protocols.
  • Prepare directional signage that will be readable to someone unfamiliar with the venue.

Phase 2: During your event

Day-of tasks

  • Arrive at least 45 minutes before the event to complete setup and brief your team.
  • Manage participant sign-in and distribute any required forms before activities begin.
  • Monitor the event flow and address any accessibility concerns in real time.
  • Keep a running headcount and note any unexpected attendance patterns for future planning.

Phase 3: After your event

Immediate follow-up

(within 48 hours)

  • Compile attendance data and sign-in records.
  • Submit receipts and expense documentation to your fiscal administrator.
  • Return any borrowed or rented supplies or equipment.

Wrap-up

(within one week)

  • Share a brief summary or outcome report with community partners if appropriate.
  • Document lessons learned, particularly around accessibility, venue logistics and participant engagement.
  • If data was collected from participants, confirm next steps with the coordinating faculty member.

Last Reviewed: 7/14/26 | Submit a Revision