HCV Screening Tips
The Caring Ambassadors Program is providing this information to help you host a successful hepatitis C screening event.
We welcome your comments and suggestions.
9 TO 12 MONTHS IN ADVANCE
Identify 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.
Consider possible in-kind donations in your budget and development planning.
6 TO 9 MONTHS IN ADVANCE
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.
3 MONTHS IN ADVANCE
Begin event promotion.
Finalize testing arrangements.
Finalize volunteer recruiting (if needed) to ensure the event is fully staffed.
4 TO 6 WEEKS IN ADVANCE
Post the event on local community calendars.
Conduct volunteer training.
Hand outs are very helpful even if an in-person training session is conducted. Written materials can be referred to later to reinforce the messages of the training session.
Collect/order your informational, outreach, and promotional materials to be distributed at the event.
Make sure you have enough materials (e.g., brochures, business cards, fliers, etc.) Order materials well in advance if needed; last- minute printing can be very expensive.
Print/order forms for screening and consent.
Depending on the number of participants expected, price the cost of printing in-house, in-house copying, or using a vendor.
2 WEEKS IN ADVANCE
Send volunteer instruction packages.
Volunteer instruction packages should include event location, directions, parking information, dress code, hours of operation, specific scheduled hours, and contact information for on-site event coordinators.
Secure supplies as needed.
Check the supplies list to make sure you have everything needed.
1 WEEK IN ADVANCE
Send out press release and a reminder media advisory.
Purchase any perishables needed for the event.
If hosting a multi-day or extended day event, consider purchasing snacks for staff/volunteers or giving a small allowance for the same.
Pack all event supplies into sturdy boxes.
Hepatitis C can show no symptoms until advanced liver damage develops.