Frequently Asked Questions

Q. Why attend our health fairs?


You will have an opportunity to educate employees (of corporations we work with) on what you do, where you are located, and answer their questions about your services.

You will have the ability to pre-screen the employees who could benefit from your products and/or services. This will help to inform them on how your products and/or services will be able to help them.

The more people you screen and educate on the value of your specialty, the more interest and demand you will create for your group.

In most cases, you can collect contact information from the employees that express the desire to set an appointment or informational call after the event. You can then confirm their appointment/meeting date and time later.

You will be provided exclusivity for the topic that you come in under, meaning you will be the only group promoting your selected topic at the event (unless otherwise specified). If your business includes several topics then we ask that your promotions and display targets only the topic you are purchasing for the event.

At each event we only bring in topics that our clients are interested in. This will help to ensure a higher quality event for your group because you will know that our client has an interest in the products/services you offer for their employees.

If you are a medical exhibitor we always guarantee our clients that you will be in-network with the insurance plans they offer to their employees. This will help your group to generate more interest at our events because you can tell the employees you are in-network with their specific insurance plan.

Q. At our events Health Fairs Direct provides you with?


One Table (size will vary) or one conference table space.

Chairs

Access to electricity if previously requested

In the New York City Metro area: Fabric tablecloth and table sign

Q. What are the Exhibitor Expectations?


Health Fairs Direct provides promotional material to the client so our events will be well-attended. These promotions are updated regularly and your participation will be added to the newest version once you are fully booked for the event.

We typically achieve 25-30% participation from the employees at our corporate health and wellness fairs, but find that the numbers are much higher for the smaller populations.

We incorporate a door prize / raffle item as part of our events and require that each exhibitor provide a door prize as part of their registration. We suggest you provide a prize that relates back to your office with one of your services or hard goods.

Health Fairs Direct sets up the stations based on their topics, electricity needs, and by aligning a consistent flow throughout the event so that there are no backlogs nearby the more popular stations. You will be directed to your table/space upon arrival.

We ask that you have some sort of interactive component/screening at the event so that you can show the uniqueness of your group as well as generate more interest. This helps to draw more employees to your table.

The events are typically run inside the client’s office and the location will vary based on the resource. For example, the event may be in a conference room where you share a portion of the table; they may use their kitchen that could have smaller tables; they may have a training room with individual tables; you may be asked to share a table if there is little space at their location. In all cases, we ask that you are flexible and considerate towards the client so that we maintain a positive atmosphere throughout the event.

For events outside of the New York City Metro area, Health Fairs Direct will not provide a tablecloth and table sign for your station. Please be prepared to provide these items for yourselves to enhance your station’s presentation.

Spaces are always booked based on eligibility and coherence to the client’s specifically requested exhibitor topics. Your space is not confirmed until the registration form and payment is successfully received.

Health Fairs Direct does not guarantee internet access at the events. Exhibitors may bring a mobile hotspot for most organizations. Due to the nature of some businesses, such as Banks, Security Companies, etc., all internet connections may be restricted. Please be aware that certain buildings’ structures tend to reduce the ability to receive a WiFi current though their walls. Please have an alternate plan if case WiFi is not available.

Q. What is Health Fairs Direct’s Expectations?


We expect you to arrive at least 30-45 minutes prior to the event to allow for security and to have your station ready 15 minutes prior to the event start. You may not pack up your table until the event end time. Leaving prior to the event’s completion will result in a cancellation of your account. Your impression towards the corporation includes this level of responsibility and their employees will expect the same level of care when they come to your office.

The events are business professional dress code.

You will have an opportunity to educate employees (of corporations we work with) on what you do, where you are located, and answer their questions about your services.

There is no direct selling at the event. You can have the interested employees provide their information so you follow up afterwards.

When at the event we ask that you remain at your table the whole time and don’t go wandering around the facility/health fair. You are there to promote your services, not to peruse the event as if you were an employee.

Exhibitors are not to contact the corporation directly before, during or after the health fair. The Exhibitor’s onsite contacts during the health fair will be the employees of that corporation. Any client wishing to have additional service provided after the event will be organized through Health Fairs Direct.

We ask that you don’t have any personal food items at/on the table during the events. We want to keep the environment professional and feel that snacking at an event takes away from the professional atmosphere. We suggest you eat prior to the event, bring water and protein bars or nuts that you can discreetly eat while leaving the food/water under the table, if this is needed.

The exhibitors cannot take part in any of the services provided at the event as these are for the employees only. This includes chair massage, biometrics screenings, flu shots, and any other services at the other stations.

The client may provide food, snacks and beverage for their employees to enjoy. The exhibitors cannot take part in these provisions.

The exhibitors cannot take part in any of the services provided at the event as these are for the employees only. This includes chair massage, biometrics screenings, flu shots, and any other services at the other stations.

Do not take any handouts/giveaways from other exhibitors at the event as these materials are for the employees. At the completion of the event, you can go to the other tables if desired.

When following up with an employee, please do not attempt to contact them more than three times to ensure they do not feel that they are being over-pursued.