Preparing for an Outreach Event
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Before the Outreach Event

Step 1:            Confirm the contact person’s name and number; date, time, location, directions, parking, available space for a display and number of attendees for the outreach event.

Step 2:            Determine who your audience will be:  age, gender, ethnicity.

Step 3:            Use the Presentation Guidebook to determine the appropriate language, activities and scenarios for your audience.

Step 4:            Order needed materials based on handout lists and suggested activities from the Presentation Guidebook.  Request FREE IPC materials by accessing the online ordering system.  If possible, please allow 4 weeks for large quantities of materials to be delivered.

Step 5:            Collect necessary teaching materials and duplicate necessary handouts/evaluations as recommended by the Presentation Guidebook.

Step 6:            Call your local satellite education center or Illinois Poison Center staff (1-312-906-6125 or 1-800-222-1222) with any questions you may have about the materials.

Step 7:            Confirm attendance one week before the outreach event.

Step 8:            Determine, prepare and/or gather visual aids.

Step 9:            Practice and prepare your presentation using the Presentation Guidebook as a guide.

Step 10:         One to two days before the event, pack all materials.

Additional Tips for Preparing for a Health Fair/Exhibit

Step 1:            Follow the steps above for preparing for an outreach event (presentation).

Step 2:            Inquire about the size of the exhibit space/booth, if secure storage space is available for early shipment/delivery of materials and name/address materials should be shipped/delivered to.

Step 3:            Provide a small prize drawing (ex:  IPC mug filled with candy) and

                      or small colorful display (ex:  medicine/candy look-alikes)

Step 4:            Sit either in front or to the side of the booth/table.  You also may want to remain standing.

Step 5:            Greet all guests coming by the exhibit.  Hellos and smiles go a long way!

Step 6:            Ask guests if they have heard about the Illinois Poison Center.

Step 7:            Inquire if guests have children under the age of 6 at home or have regular visitors in that age group.

Step 8:            Inform older adults that the Illinois Poison Center receives calls regarding drug interactions, medication errors and food poisoning and that 30% of calls are regarding adults exposed to poisons.

Step 9:            Encourage all guests to take an IPC magnet and/or telephone sticker, to ensure they have the telephone number at home in case of an emergency.

At or During the Outreach Event

Step 1:            Distribute evaluation forms. 

Step 2:            Count the number of participants and record number.  The IPC will sent you an automatic event follow-up email for your to report event participation and information.

Step 3:            Use good presentation skills:

· Speak slowly

§ Vary your tone of voice

§ Keep eye contact with your audience/guests

§ Involve the audience/guests by asking about their poisoning experiences, asking them questions, allowing time to answer their questions, etc.

After the Outreach Event

Step 1:            Collect all evaluations and left over materials.

Step 2:            Thank all guests/attendees.

Step 3:            Return evaluations and “Outreach Tracking Form” to the Illinois Poison Center.

Step 4:            Return borrowed display and/or teaching materials to the satellite education center.

Step 5:            Contact the Illinois Poison Center and/or your local satellite education center regarding questions, ideas and comments from the outreach event.

Step 6:            Follow up with the organization/community group regarding the feedback about the presentation, provide further information/materials and inquire about future outreach events.

© 2005 Illinois Poison Center, a program of the Metropolitan Chicago Healthcare Council

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