Rain or Shine the Fair must go on!

An important message for those participating in the health fair 

We are here to promote the health and education of our patrons.  This demands that we handle sensitive health information in a mature and professional manner. If you believe someone requires immediate follow-up with a physician, remain calm and tell the patron to follow you to one of the physicians on site.  Faculty physicians will be available all day in the Screening Area, and the Sports Physicals Station.  See the map for locations. Stay within the bounds of your knowledge and training.  Do not guess or speculate.  You are never wrong to say that you do not know and offer to help find someone who can answer for you.

Check-In and Assignments

You have either chosen or been given an assignment and will receive instructions related to that job.  You may also be asked to help in other ways over the course of the event.  Please remember the supportive spirit that led you to volunteer.  Parking is not available at T.J. Rusk, so please park on the UT Southwestern campus.  A shuttle bus will take you to T.J. Rusk. Check in will be at the UT Southwestern Bryan Williams, M.D. Student Center (5323 Harry Hines Boulevard, Dallas, TX 75390).
  • Arrive at the Student Center to check in and receive your t-shirt and assignment. Park in the designated areas as marked on the map below.
  • Morning Shift (8:30am until 12pm)–plan to arrive at the Student Center and check-in by 8:00am.  We will be serving a light breakfast snack at starting at 7:00amat the UT Southwestern Bryan Williams, M.D. Student Center (where you check in) and the first bus will leavefor T.J. Rusk at 7:30am.
  • Afternoon Shift (11:00am-3pm)– plan to arrive at the Student Center and check-in by 10:30am.
  • Games Shift (10:00am to 2pm) – plan to arrive at the Student Center and check-in by 9:30am.
  • Buses will continue to run continuously throughout the day from the campus to the event site for your convenience. They will drop you off at the end of the day at the same location that they picked you up.

T-Shirt Color Guide

  • Volunteerswill be wearing white shirts. They are responsible for manning the booths and overseeing specific activities.
  • Spanish translatorswill be wearing red shirtsso that they will stand out. Direct Spanish speaking attendees to these volunteers if necessary.
  • Committee memberswill be wearing black shirts.They can answer questions about the specific booth that they designed.
  • The Leadership Teamwill be wearing royal blue shirts.They will be able to answer any questions.
  • If a participant has questions, you can always direct them to the Welcome Area.

Ticket Colors and Meaning

  • Each attendee will receive a packet of special drawings tickets at the Welcome Area to use throughout the day.
  • Special drawing tickets:Attendees will fill these out and place them in the drawing box at the Welcome Area. They can obtain more of these special drawing tickets by participating in certain booths, etc. As a booth volunteer, you will be asked to pass out more special drawing tickets at your booth to participants. Remember:the more they get, the more opportunities they have to win. These special drawing tickets will be drawn throughout the day and prizes will be handed out at the Welcome Area. These are subdivided into child and adult special drawing tickets:
  • Carnival and Games tickets:Blue tickets are earned by going to different booths as well. You will be given a packet of these tickets to hand out to participants. Blue tickets are redeemed in the Games section.  Red tickets are earned by playing and winning Carnival Games.  Only the Games section will hand out Red Tickets.  Red tickets are redeemed in the Cafeteria for prizes.

The Bingo Card

The Bingo Card is an incentive for attendees to visit booths that may not otherwise receive as much traffic.  By completing patterns posted along the bottom of the card, patrons will earn special drawings tickets.  Each attendee receives a copy of the Bingo Card at the Welcome Area.  If your booth is on the Bingo Card, you will be responsible for stamping the Bingo Card after attendees participate in booth activities.  Not every booth will be included on the Bingo Card.  If your booth is on the Bingo Card, there will be a label on the banner above your booth that says….

The C.H.A.R.T. (Comprehensive Health Activity Record Tracker)

The CHART will be given at the Welcome Area (each will be given a UTSW number that they will be associated with). Dot stickers on the CHART will help differentiate between individuals participating in the Health Awareness Program (HAP, will have a sticker) and those who are not (no sticker). The Health Awareness Project is a research study that identifies patients at risk for cardiovascular disease and matches them with local primary care clinics. As attendees go through screening rooms, volunteers at those booths will fill out the CHART with the result on the top and the bottom part of the form. As they are about to exit, volunteers will separately collect the CHARTs for those participating in HAP (WILL HAVE a dot sticker) and those that are for general collection.  Volunteers will tear off and retain the bottom slip for our data collection.

Refreshments and Lunch

Room 106has been reserved for volunteers.  You will find water, soft drinks, and snacks.  Lunch will be provided for volunteers who are working both the morning and afternoon shifts.  Lunch will be pizza; there will be vegetarian options, but you are free to bring your own private lunch as well.  The Leadership Team will dismiss you from your booth when you can go to lunch. DO NOT TAKE FOOD OR BEVERAGES OUT OF THE BREAK ROOM AREA.  We are not able to feed the community and it would be discourteous to eat and drink items we are not able to provide for all Fair attendees.  It also helps with cleanup.


There is an AED-equipped First Aid Station at the Welcome Areaand a First Aid kit in the Gym at the First Aid Booth.   Lost children should be taken to the Welcome Area where they will be cared for and the parents will be paged over the PA system.  Other problems or security issues should be called to the attention of a committee chair who will contact administrative staff. Please also remember that there will be a physician available at the Nurse’s Office and in the Screening Area during event times.

Clean Up

We should leave the school cleaner than we found it!  When you receive confirmation from the Leadership Team, please begin packing your booth materials, cleaning your area, and help take down signs, remove trash, dismantle tables, etc.  Working together, this can be done quickly.  Please pack up all your remaining materials so that we may re-use them next year.  Each area will have specific instructions provided on where to place the materials. There will be an “end of the day” checkout station that will be located in the Cafeteria.  We will be recycling all paper signs, boxes, and paper products.

We  our Volunteers!

The gift of your time today is sincerely appreciated.  We can show that appreciation to you in the future by making improvements wherever possible.  Your suggestions about any aspect of the United to Serve program are welcomed.  Send them to suzette.smith@utsouthwestern.edu.

Thank you very much!

Muchas Gracias!

  Evan, Pouriska, Sarah, and Lindsay UT Southwestern Medical Center Volunteer Committee, United to Serve 2018 volunteer.uts@gmail.com   Suzette Smith UT Southwestern Medical Center Director, Bryan Williams, M.D. Student Center 214-648-3578

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