The Caring Ambassadors Program is providing this information to help you host a successful hepatitis C screening event.
The information is based on our experience hosting outdoor screening events. However, each event is different and you will need to customize your procedures according to the venue, length of the event, target audience, and other factors.
We welcome your comments and suggestions.
Identify your target audience.
Hepatitis C affects people from all walks of life. The first step to a successful counseling and screening event is identifying the target group. This should take place well in advance of procurement of funds or booking a venue. The target audience will drive many of the decisions you make about your event, most importantly, choosing a venue.
Identify possible venues.
Once the target population has been decided upon, start considering possible venues. For example, if the target audience is the homeless population, the first step is to identify a venue that is frequented by and accessible to this population.
When considering a venue, ask yourself a series of questions:
Decide what type of antibody screening test will be used.
Develop project plan and budget.
Make requests for funding as needed.
Contact your insurance provider to determine if your current policy covers the event or if you need a special rider specifically for the event.
Liability insurance is an obligation every organization hosting an event must take seriously. It’s important to protect your staff, volunteers, and your organization.
Identify staffing needs
Reserve a venue.
Be sure you understand all requirements and restrictions of the venue before signing a contract.
Develop a communications strategy.
Even the most carefully planned event will be successful unless people come to the event!
Develop a health services resource list.
Millions in the U.S. are uninsured or underinsured. It is very important to have a list of community resources available for people whose antibody screen is positive or indeterminate.
Begin event promotion.
Write media advisory.
Finalize testing arrangements.
Finalize volunteer recruiting (if needed) to ensure the event is fully staffed.
Post the event on local community calendars.
Conduct volunteer training.
Collect/order your informational, outreach, and promotional materials to be distributed at the event.
Print/order forms for screening and consent.
Send volunteer instruction packages.
Secure supplies as needed.
Send out press release and a reminder media advisory.
Purchase any perishables needed for the event.
Pack all event supplies into sturdy boxes.
Sample screening and consent form used by Caring Ambassadors Program. If you are interested in using this form, please contact us.
Sample Volunteer letter used by Caring Ambassadors Program
Sample Out Reach Instructions used by Caring Ambassadors Program
It is helpful to provide fact sheets to your outreach staff and volunteers prior to the event, and to have hard copies available during the event.