Are you looking for new ideas for your next health and wellness fair? Then this article is just right for you. We will look at the process from analysis and planning to communication, implementation, and evaluation of your health day. Following that, you will find ideas and a list of providers that can help you successfully conduct your health and wellness fair.
Definition of Health and Wellness Fair
Health and wellness fairs in companies provide an excellent platform to comprehensively and compactly inform employees about healthy lifestyles and health topics in one day. The goal is to sustainably raise awareness of health-related issues and to reflect on unhealthy behaviors. A successfully conducted health and wellness fair can serve as an initiator for future measures in the area of corporate health promotion.
Goals of a Health and Wellness Fair
The health and wellness fair offers a low-threshold service of corporate health promotion, giving your employees the opportunity to become aware of their own health issues and the associated behavior changes. To effectively reach them, three aspects should be the focus: 1. Communication of the health and wellness fair to achieve as high a participation rate as possible. 2. The planning of the health and wellness day should be designed in a way that makes engaging with one’s own health fun and not perceived as an additional work burden. 3. Your employees should also be motivated to continue to behave health-consciously after the health and wellness fair.
The 7-Step Plan for the Successful Implementation of Your Health and Wellness Fair
- Coordination: Define responsibilities.
- Analysis and Topic Identification: Understand the health status and needs of employees.
- Goals and Budget: Define measurable and achievable goals.
- Planning: Develop a detailed plan for the event.
- Communication: Prepare the communication.
- Follow-up: Analyze the success of the day and collect feedback.
- Further Development: Plan future measures based on the insights gained.
Step 1: Coordination and Responsibilities
Determine one or two responsible persons for coordinating the health and wellness fair. These individuals will act as central contacts for all participants and are responsible for communication between various actors.
Formation of the Health Day Working Group:
- Determine who will be involved in the planning and motivate these individuals to participate. A larger committee encourages diverse ideas and realistic goals and increases participation in the health day through active communication among colleagues.
Include:
- Company and HR management
- Works council, occupational safety specialists, and safety officers
- Company medical officer and representative for employees with disabilities
- Equal opportunities officer and experts from individual departments
- Specialist for addiction prevention and other relevant individuals
First Meeting of the Working Group:
- Clarify responsibilities.
- Discuss the timing of the health day and check the date as well as the availability of the premises.
- Set the further planning course and choose a date that allows for high participation by avoiding bridge days and vacation periods.
Step 2: Analysis and Theme Identification for Your Health and Wellness Fair
Choosing the right themes is a crucial step in planning your Health and Wellness Fair. To identify the most relevant health topics—both physical and mental—for your company and its employees, you should conduct a thorough analysis:
- Data Analysis: Start by evaluating existing data sources within your company. Use information from:
- the latest risk assessment,
- current workplace inspections,
- the HR database (data on absenteeism, turnover, overtime),
- feedback forms from the last Health and Wellness Fair,
- general or specific employee surveys.
- Own Surveys: Conduct specific surveys to learn directly from your employees which health topics they consider particularly relevant.
- Focus Groups: Organize meetings with a focus group that includes representatives from different departments such as occupational medicine or safety management. This group can provide deeper insights into specific needs and risks.
- Online Research: Supplement your findings with online research. Many health insurance companies offer special programs and materials that can provide valuable ideas and inspiration for your Health and Wellness Fair.
After analyzing this data, define the main themes and focal points of your Health and Wellness Fair. These should address the most urgent needs of your workforce as well as contribute to general health promotion and prevention.
Step 3: Define Goals and Budget
After completing the theme analysis, the next step is to define the goals for your Health and Wellness Fair. Decide whether you want to raise general awareness about health issues or focus on specific topics. Set your goals and establish measurable indicators to evaluate success.
Indicators might include:
- Number of participants,
- Duration of participation,
- Number of booked activities,
- Feedback from participants.
To define your goals, consider the needs of different employee groups:
- Administrative staff
- Production workers
- Shift workers
- Fleet operations
- Hazardous area workers
- Home office staff
For instance, do you need digital offerings for home office employees, or should there be special incentives to encourage office visits on the health day?
Additionally, you need to set a budget. How much can and do you want to spend on the health day? Even with a smaller budget, effective and creative solutions can be implemented. For small events, expect basic expenses of around 1,500 euros. Higher budgets allow for a broader range of offerings, but significant achievements can still be made with limited resources.
Create a plan that includes technical, personnel, and financial resources. Consider what materials and budget are needed and organize volunteers.
Tip: Use creative approaches to make the health day appealing and unique. Sometimes, an unconventional idea that costs little or nothing can be the highlight of the event.
Health Day Financing by Health Insurance Companies
The good news is that many health insurance companies are willing to contribute to the costs of conducting health days, and some even cover the costs entirely!
However, it’s not possible to generalize which health insurance is best suited for your company. Some insurers offer support only as part of a comprehensive Corporate Health Management (CHM) program, which is regulated through framework agreements.
To find out how health insurances in your region operate, it’s advisable to contact them directly. A good starting point could be the health insurance where the majority of your employees are insured.
Important note: Ensure that the health insurance does not use the health day primarily for membership recruitment. Such practices may not offer substantial value to your employees. Critically assess in conversations whether the offers from the health insurance meet the needs of your company to find the best partner for your health day.
Document all considerations in writing. This not only facilitates the current organization but also the planning of future health days.
Step 4: Planning and Preparation for a Health and Wellness Fair
Once you have established the themes and goals for your Health and Wellness Fair, it’s time to plan the program. Consider the following questions during your planning:
When should the Health and Wellness Fair take place?
Choose the optimal time for your Health and Wellness Fair. Consider which months and days are suitable and when most employees are present. Avoid scheduling conflicts with other events.
Tip: If you are unsure about the date, you could plan the Health and Wellness Fair on the International Day of Health, April 7th. This day features a new, globally relevant health theme from the WHO each year, which can serve as inspiration.
How many participants do you expect?
Think about how many people you want to reach and plan the time per participant accordingly. Consider registrations and time slots for offers. Most check-ups, including a brief follow-up discussion, take about 15 minutes. However, the respective providers can give you precise information about the time frame of their services. You might also determine interest in various workshops or seminars via an email survey to adjust your planning accordingly.
Clarify the leave policy for employees on the Health and Wellness Fair day. Where should the Health and Wellness Fair take place?
Check which spaces are available within the company and whether additional locations are needed. In the summer, courses and sports offerings might also take place outside the building.
Ensure access to the venue for your Health and Wellness Fair for arriving external providers. Register them at the reception, clarify car parking spaces and access permissions. It would be unfortunate if your expert is late to the lecture because they had to wait at reception.
Create a site plan that facilitates the coordination of event locations and information stands.
What should be included in the program, and which partners and experts would you like to involve?
Determine the possibility of involving relevant stakeholders. They can offer lectures, workshops, and health measurements.
| Health Insurance and Accident Insurance | Information stands | Health promotion, occupational safety, rehabilitation, addiction prevention |
| Sports Clubs and Sports Associations | Information stands | Counseling, interactive stations, motivation for movement, indoor and outdoor activities (if possible) |
| Pharmacies and Hospitals | Measurement stations | Advice on health products, measurements for blood pressure, blood sugar, cholesterol, lung function, etc. |
| Hospitals or Doctor’s Offices, Scientific Staff | Lectures, seminars, measurement stations | Cardiovascular diseases, back pain, osteoporosis, risk factors, practical experiences |
| Opticians, Special Providers | Measurement station | Vision tests |
| Hearing Aid Acousticians, Opticians | Measurement station | Vision and hearing tests |
| Nutritionists (possibly with cafeteria) | Lectures, seminars, individual counseling | Lectures on healthy eating, weight and body fat measurement, individual counseling |
| Cafeteria, Caterer | Measurement station | Healthy breakfast, fitness buffet, fitness plates, vegan dishes, etc. |
| Physiotherapy Practices | Information stands, courses, lectures | Lectures, mobile massages, Pilates, functional tests, back training |
| Fitness Centers | Information stand, courses | Interactive stations, sports offerings |
| Experts, Speakers, and Lecturers | Lectures, seminars | Based on thematic focus |
Tip: Perhaps there are yoga instructors, nutritionists, or life coaches among your colleagues whom you might want to involve in the offerings.
How should catering be arranged?
Ensure healthy eating options at the Health and Wellness Fair. The day provides an opportunity to permanently improve the healthiness of the cafeteria’s menu. Check whether the budget also allows for healthy snacks or smoothies.
Step 5: Effective Communication for a Successful Health and Wellness Fair
It’s essential that employees are informed about the Health and Wellness Fair well in advance. To achieve this, you should work closely with your internal communications department to determine the best ways to reach out. Proven communication methods include:
- Emails to staff
- Posts about the Health and Wellness Fair on the intranet
- Using Teams and Slack groups for posts and reminders
- Distributing flyers in the cafeteria
- Hanging posters in coffee kitchens and elevators
Consider enriching your communication strategy with original approaches.
For example, use motivational quotes on posters in the coffee kitchen or cafeteria and on floor decals in front of elevators to encourage using the stairs instead of the lift—a playful way to promote the Health and Wellness Fair.
Floor decals could feature motivational messages like:
“The Steps Challenge for more awareness.”
Another innovative approach could be launching a “Health Day Steps Challenge” four weeks before the actual event. This team activity not only helps spread the word about the event within the company but also enhances team spirit and anticipation for the Health and Wellness Fair. On the day itself, you could recognize the team with the most steps and host an exciting raffle with healthy prizes like fitness passes, swimming pool visits, or massages.
A Team Challenge is a great opportunity to strengthen team building, health, and engagement playfully. Look for community features in modern challenge apps where you can arrange to run together and share achievements.
Apps like Changers Fit cost only 99 euros per month for up to 100 participants. These apps provide communication channels such as a community wall or push notifications, which you can use to remind employees about the Health and Wellness Fair in the days leading up to it. More information about the Steps Challenge can be found here.
Doing Good Together on Health and Wellness Fair Day
TIP: Why not combine a Steps Challenge with planting trees or funding a social project? For instance, if the local daycare needs a new swing, your company could donate one if employees collectively walk or cycle 10,000 kilometers by the Health and Wellness Fair using the app. This creates benefits for the employees, the company, the climate, and the kids at the daycare.
Hosting Valuable Health Prize Draws
You can also easily conduct a raffle during the Health and Wellness Fair using the Changers Fit app. Employees buy tickets with the Health Coins they earn in the app for every kilometer walked or cycled. When engaging with health topics directly benefits us, when a playful competition is fun and rewarding, we are more likely to change our behavior. The Changers Fit app measures healthy movement in the competition, and participants receive Health Coins that they can exchange for prizes and raffles.
Step 6: Gather Feedback and Assess Success
After the successful implementation of the Health and Wellness Fair, it is essential to carefully process the post-event activities. It is advantageous to collect feedback from participants immediately after the event. This can be done in several ways:
- Distribute short feedback forms as participants leave the event or send them digitally after the event.
- Engage in conversations with colleagues during and after the Health and Wellness Fair, collecting quotes from positive feedback.
- Document the day with photos that can be used in subsequent reporting, such as in articles for your employee newsletter or on the intranet. In the final documentation of the Health and Wellness Fair, write a short article that can be distributed internally and possibly externally. A photo collage in the foyer or a press release can also contribute to a positive image of your company. Also, thank your all partners and contributors of the event to show appreciation for their participation.
Analyze the feedback received and note what was particularly well received and which aspects could be improved next time. Also, keep ideas for the next Health and Wellness Fair to simplify planning and continuously improve the event.
Review the metrics defined in Step 2 to determine which goals were achieved and where there is a need for improvement. This analysis will help you make future events even more effective.
Tip: Communicate your successes internally to the management levels, for example in the form of a summary report. Also, thank all those involved who supported you with the event.
Step 7: Plan Future Actions Based on Insights Gained
To ensure that the Health and Wellness Fair is more than just a one-time impulse, plan in advance how the content and actions can be continued. Regular reminders and motivational content help maintain employee awareness and engagement. Consider whether suitable courses or webinars can be offered as part of corporate health management.
A follow-up a few months after the Health and Wellness Fair, where health checks like body fat measurements or fitness tests are repeated, can also be useful to show participants their progress and motivate them to keep going.
Tip: Leverage the enthusiasm for health promotion sparked by your Health and Wellness Fair and subsequently offer low-threshold health measures such as a weekly yoga session in the workplace and/or online. Many providers enable you to offer both.
Discuss with the members of the steering committee about further actions that can follow the Health and Wellness Fair and spark interest among employees. If you recognize the need for an integrated health management system to improve job satisfaction and enhance performance, you should seek support from experts who can help you on the path to a healthier and more productive organization.
Health and Wellness Fair Provider List
The Changers App is used at numerous health and wellness fairs to raise awareness, facilitate communication, and motivate employees. While we do not offer health and wellness fairs ourselves, we would like to refer to the following list of dedicated and professional providers who are eager to serve you:
BAD GmbH – Complete service provider
Making health “experiential” and creating a baseline through subsequent evaluations to initiate further measures – this is one of the goals we pursue with our “Action and Health Days” program. Find out more about the offer here: B•A•D Gmbh
Team Gesundheit – Complete service provider
From consultation to evaluation – we handle the complete management of your health days. See what that looks like here: Team Gesundheit
The GesundheitsManager BGM – Complete service provider
Complete provider for BGM with a selection of health day themes. Diverse measurements, consultations, seminars, and workshops from a single source. Find out more about the offer here: Die Gesundheitsmanager
Company move – Complete service provider
Company Move is available throughout Germany. Clear and practical delivery at health days. Find out more about the offer here: Company Move
Vivamind – Checkups
Digital Health Check-Up for Health Reports and the Health Performance Indicator: Digitalization produces data sets used for evaluations. They form the basis for strategic insights and action options for organizations. Vivamind provides straightforward and GDPR-compliant insights into existing and future risks. More information here: Vivamind
Yang Yoga – Corporate Yoga
Yang Yoga offers online corporate yoga as part of the occupational health management (BGM). Yoga reduces stress and boosts health, making employees more active, motivated, and balanced, which leads to a reduction in sickness rates and stress-related absences. Besides increasing productivity, it also enhances the company’s appeal as an employer and improves employee retention. More information here: Yang Yoga
neckattack.net – Massages
Powerful organizational team with a large pool of massage professionals. This combination allows us to professionally support companies of all sizes optimally. We fulfill every wish regarding well-being in Germany and Europe for companies and agencies. More about the provider here: neckattack
jk Gesundheitsmanagement – Complete service provider
During seminars, retreats, congresses, and other corporate events, JK conducts inspiring activities focused on health. These include: keynote speeches, energy breaks, various testing environments (e.g., spinal screening, regeneration check, bio-impedance analysis, motion analysis, performance diagnostics), movement courses (e.g., sensory experience fields, barefoot paths), relaxation offerings (e.g., mindfulness adventures, installation of sound spaces, Eye-Smoother by reducing visual stimuli, massages). More about the provider here: JK Gesundheitsmanagement
ias-Gruppe – Complete service provider
Holistic health check-ups including a comprehensive initial consultation with experienced specialists, a complete diagnostic with state-of-the-art medical technology, followed by an in-depth medical consultation. More information here: ias-Gruppe
SPORTIVATION – Stress Management
The mental health of employees is the focus here. During the health day, the stress levels of the participants are individually assessed. Afterwards, they are trained in seminars on stress and various stress management measures are incorporated to prevent health risks. Various exercise courses serve as a motivational basis for responsible handling of stressful everyday and work situations, while also aiming to improve the overall health status through physical activity. More about the provider here: SPORTIVATION
Wellness & Co. – Massages
A mix of movement, relaxation, and nutrition aimed at enhancing the health awareness and well-being of employees. The program for the health day can be customized and may include elements such as mobile massages, back school, various lectures, relaxation exercises, or fitness tests. More about the provider: Wellness & Co.
brainboost – mental health
Experts in the field of mental health in the workplace assist companies with education, prevention, and corporate health promotion measures. Innovative measuring technologies using biomarkers for mental and psychological health, interventions, and expert coaching on mental performance enhance the mental fitness of employees. More about the provider: brainboost
AMUSA – Complete Service Provider
Planning and execution of a health day focusing on topics such as mental health, nutrition counseling, mobile massages, or stress management, incorporating various elements (e.g., lectures, cooking classes, medical tests, etc.). Additionally, there is an opportunity for follow-up participation in various corporate health management (BGM) courses or further consultations with experts. More about the provider: AMUSA
Prosomas – Complete Service Provider
The concept involves various health days with different, individually selectable focal topics and the option for additional preventive health services. It includes a variety of check-ups to choose from, covering areas such as stroke and heart attack risk, as well as dermatology or colorectal cancer checks, which can be made available to employees. More about the provider: Prosomas
Eat2day – Nutrition
Nutrition and all related knowledge are conveyed to participants through nutritional consulting, lectures, workshops, cooking demonstrations, nutrition games, and various quiz stations. Additionally, there is an opportunity to determine individual body composition, weight, and waist circumference using BIA measurement, followed by tailored impulse counseling. More about the provider: Eat2day
ZS Health Management – Complete Service Provider
Making health days as sustainable as possible plays a central role. A wide range of ideas for organizing the health day is offered, with content on workplace ergonomics, smoking cessation, or the dangers of refined sugar. Additionally, medical screenings (e.g., cardiovascular system), diagnostic procedures (e.g., metabolic analysis), workshops (e.g., concentration skills), as well as lectures and expert consultations are available. More about the provider: ZS Health Management
Sehadler – Eye Health
In many companies, employees spend the majority of their working hours in front of screens. Therefore, it is crucial to preserve the eye health of employees and ensure that measures are taken to prevent eye diseases or vision problems early on. More about the provider: Sehadler
Workplace Addiction Prevention by Miehle GmbH
Comprehensive concept for addiction prevention in the workplace, involving the development of various processes at both the individual and structural levels. Seminars, training sessions, and counseling services support the goals of workplace addiction prevention. More about the provider: Betriebliche Suchtprävention Miehle GmbH
Do you have questions? Contact us!
We look forward to meeting you and exploring the potential of the Changers Fit App for your company together.
Daniela Schiffer
d.schiffer@changers.com
+49 172 367 40 38
