HANDBOOKFOR SEPT. 2018 – MARCH 2019

FAIRS

SENIORS INFORMATION ANDACTIVE LIVING FAIRS

2018-2019

Health & Wellness A joint project between the

Older Adult Centres’ Association of Ontario (OACAO)and the Ministry for Seniors and Accessibility

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As at July 6, 2018

HANDBOOK INDEX

What is an OACAO Seniors Information and Active Living Fair? 3

Funding Support to Host Centres 3

Application Deadline and Approval Notification 3

What the OACAO will Provide 4

Host Centre’s Responsibilities 4

The Components of a Seniors Information and Active Living Fair 5

Trade Show 6

Seminars 6 - 7

NEW Service Delivery Model 8

Outcome Measures 8

Final Report – Information to be included in report 9

Order Form for Publications to be ordered by OACAO Fairs Coordinator 10

Copy of Financial Reporting Document 11

Copy of Final Report Statistical Synopsis of Seniors Fair Document 12

Participation 2-page Evaluation (Please print both pages) 13-14

Exhibitors Evaluation 15 Logo Artwork – OACAO and Ministry of Senior Affairs 16

Advertising and Promotion Ideas To Help Promote Your Fair 17

List of Sample Documents Needed for Seniors Information and Active Living Fair 17

Sample of Promotion Material for Seniors Information and Active Living Fair 18

Sample of Agenda for Seniors Information and Active Living Fair 19

Sample of Invitation to Local Dignitaries 20

Sample of Invitation to Potential Exhibitors 21

Sample of Trade Show Application 22

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HANDBOOK FOR HOSTING

Seniors Information and Active Living Fairs 2018-2019

What is a Seniors Information and Active Living Fair?

The Seniors Information and Active Living Fairs are a public education initiative developed in partnership between the Older Adult Centres’ Association (OACAO) and the Ministry for Seniors and Accessibility to promote activities that reduce social isolation, promote active and healthy living, social engagement, partnerships, independence and learning for seniors, their families and caregivers by bringing accessibility and awareness to programs and services available across Ontario.

This must be a FREE event for older adults and seniors in the host community; therefore, there will be no charge for older adults/seniors, family members or caregivers and community members to attend the event or for refreshments which could include a meal and/or healthy snacks.

Funding Support to Host Centres

Funding support is being provided to the OACAO by the Ministry for Seniors and Accessibility for the development and implementation of the 2018 – 2019 Seniors Information and Active Living Fairs. There will be a total of 70 Fairs awarded funding.

This Call for Applications is for Fairs held between September 1, 2018 to March 31, 2019.

OACAO Members First Time Fairs will receive a maximum of $2,500.00

OACAO Members Subsequent Fairs will receive a maximum of $2,000.00

Seniors Active Living Centre (SALC) Fairs will receive maximum of $2,000.00

Each applicant must submit an Application to the OACAO office by:APPLICATION DEADLINE: Wed. July 4, 2018 at 4pm for Fairs to be held between Sept. 1, 2018 to March 31, 2019.

Once confirmation has been received that your Fair will be funded, a cheque will be sent approximately One month prior to the date of the Fair for 50% of the funding and the remainder will be sent once the Final Report has been received and approved by the OACAO office no later than 30 days after the date of the Fair.

Note: The Final Report must follow the requirements noted in this Handbook and is due no later than 30 days after the Fair.

Acceptable items that may be included in your Fairs Budget include: facility rental, printing, advertising/promotion, honorariums for entertainment and/or special speakers, audio/visual equipment, transportation (bus rental), telephone, translation services/language interpreters, postage and food (healthy meal or snacks at a maximum cost of $12 per person including tax and gratuities), evaluation of the day and First Aid presence.

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** Staff salaries are not acceptable expenses.

What the OACAO will provide: Applications will be reviewed by the Fairs Selection Committee.

The Approved applicants will receive their first cheque (approximately 1 month prior to the event) to be placed into the Host Centre Bank Account. The OACAO is responsible for providing a full Report and Financial Review to the Ministry for Seniors and Accessibility at the end of the full project as well as a written report on each event with recommendations of improvement for future events. We therefore require full compliance of the terms and conditions listed in the signed Letter of Agreement.

The OACAO Fairs Coordinator, OACAO Development and Marketing Coordinator or another OACAO Rep will attend most events. Insurance coverage for all events must be provided by the host organization. Please ensure that your Seniors Information Fair has adequate liability insurance coverage to protect your organization. The OACAO has off-premises commercial general liability insurance for the fairs as well.

Important: The OACAO Fairs Coordinator will be responsible for ordering the required Publications from Service Ontario to be distributed at your Fairs. The Guide to Programs and Services for Seniors of Ontario and other great information will be sent to your Centre well in advance of your Fair. The publications must be made available to the Ministry for Seniors and Accessibility staff representative who will distribute them from a booth to your participants.  If the Ministry for Seniors and Accessibility representative is not available, the OACAO representative will distribute them. In the unlikely case where neither the Ministry of Seniors and Accessibility nor the OACAO representatives are available, then the Ministry for Seniors and Accessibility publications should be displayed at a reserved table for participants to pick up. All left over publications will remain with the host Centre to be distributed at future seniors’ events. We thank you for your cooperation on this.

Host Centre’s Responsibilities:

1. Establish an Organizing Committee that will be responsible for the development and operation of the Fair in their chosen location and will confirm the date, time and location of the event with the OACAO.

2. The Fair must be a min. of 3 - 4 hours in length. i.e. 10: 00 am – 1:00/2:00 pm. (longer is fine)3. There must be 2 signatories on all cheques. 4. Include Demonstrations on healthy and active aging or healthy cooking or eating.5. Hosts are encouraged to hold Free Health Clinics at their Fairs i.e. Blood Pressure or Hearing

Clinics.6. Take & submit digital pictures of the event and downloaded onto a disk or a USB stick which will

be shared with the Ministry for Seniors and Accessibility. 7. Submit a written evaluation and financial report based on a standard format that will be

provided by the OACAO. 8. Invite the local dignitaries (i.e.: MPP, the Mayor or Reeve) to participate in the Fair. 9. Display the Ministry for Seniors and Accessibility and the OACAO logos on all printed

material. Logos are provided in the Handbook on pg. 16. The event is being hosted by your Centre in partnership with the Older Adult Centres’ Association of Ontario and sponsored by the Ministry for Seniors and Accessibility.

10. Hold a Trade Show with a minimum of 15 Exhibitor Tables (more are encouraged). Ensure a balanced representation of both Not- for- Profit agencies and For- Profit agencies.

11. Provide Free Exhibitor space at the Trade Show for the OACAO and Ministry for Seniors and Accessibility.

12. OACAO Business Partners are to be invited to participate in the Trade Show (fees may be charged)

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Refer to list of OACAO Business Partners for contact details. (provided with Letter of Agreement) 13. Insurance: Please ensure that your Fair has adequate liability insurance coverage.14. NEW Provide the OACAO with a digital copy of your Fair Flyer, at least 30 days in advance, to be

posted on the OACAO Website. Also provide details on any Health Clinics being held at the Fair.15. Consider piloting OACAO’s NEW Service Delivery Model at your Fair. Refer to page 8 for details.

11 COMPONENTS OF A SENIORS INFORMATION and ACTIVE LIVING FAIR (between September 2018 – March 2019)

1. A Trade Show – minimum 15 Exhibitors - see notes below.

2. Seminars – suggested topics include: Tax Credits and Benefits for Seniors, Driving for Seniors, Fraud Prevention and Falls Prevention, Elder Abuse – see notes below.

3. Active Living Demonstrations - Demonstrations should take place highlighting Active Living opportunities for older adults. These may be programs from the Host Centre. Other ideas might be a Healthy Eating presentation or demonstration.

4. Hosts are encouraged to hold Free Health Clinics at their Fairs such as Blood Pressure Clinics, Hearing Clinics, etc.

5. Information Packages for participants – printed resource materials from the Exhibitors, a list of support services and resources available in the community.

6. The Host Centre will provide FREE Healthy Snacks or a Healthy Lunch during the event to both the Participants and the Exhibitors

7. All promotional and printed material must display the Ontario logo and the OACAO logo. Logos are provided in your Handbook on page 16. The event is being hosted by your Centre in partnership with the Older Adult Centres’ Association of Ontario and sponsored by the Ministry for Seniors and Accessibility. (Provide the OACAO with a copy of the flyer)

8. Formal Evaluation and Reporting for the event, including the number of attendees, (seniors, their family member and caregivers) number and list of exhibitors, resource material/publications provided, number of volunteers, including new volunteers, volunteer hours and value, number of staff involved and value of staff time, feedback from participants (2-page survey), exhibitors and staff to complete the Statistical Synopsis. (mandatory requirement of the report).

9. Free shared Booth Space to be provided for OACAO and the Ministry for Seniors and Accessibility at the fair. A staff member or representative from the Ministry for Seniors and Accessibility and/or the OACAO will be attending your fair. Please remember to reserve one table for the MINISTRY FOR SENIORS AND ACCESSIBILITY and the OACAO to share at your fair. The MINISTRY FOR SENIORS AND ACCESSIBILITY will not be responding to an invitation from your organization. Please assume that a representative will attend and hold a table for them. Publications will be ordered by Shelley Wesseling, the OACAO Fairs Coordinator from Service Ontario and will be delivered to the host

location in advance. Please note: do not put these publications into participant packages

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as the rep. from Ministry for Seniors and Accessibility and/or the OACAO will hand out the material in order to engage with participants during the Fair.

10. Invite the OACAO’s Business Partners to your event. Please see List of OACAO Business Partners provided with the Letter of Agreement.

11. NEW Service Delivery Model – The Ministry for Seniors and Accessibility has asked the OACAO to provide information on Seniors Hot Topics of interest this year. See page 8 for details.

Trade ShowHost organizations must host a Trade Show with a minimum of 15 Exhibitors as part of their Information Fair. Tables should be provided to Exhibitors to display information on their services and programs for older adults in a Trade Show format. Not-for-Profit organizations are NOT to be charged to participate in the Trade Show. Please ensure you have a balanced representation of both Not- for-Profit agencies and For-Profit agencies. Please see the list of Not for Profit exhibitors that you could invite to your fair.

For-Profit companies can be charged a NOMINAL entry fee. There should be a balanced ratio between Not-for-Profits and For-Profit Exhibitors that are representative of your community.

OACAO Business Partners must be invited to the Fairs (they may be charged a nominal fee). A current list of Business Partners will be provided to successful applicants with Letter of Agreement.

SeminarsIt is required that each Information Fair include 3 to 4 seminars on various topics of interest to older adults and their families. This could include topics on healthy aging or awareness topics. The following topics are strongly suggested. Other topics are up to the discretion of the organizer.

Power of Attorney and WillsPower of Attorney is setup to encourage seniors to choose who can make personal care and financial decisions on their behalf. A will or testament is a legal document by which a person, the testator, expresses their wishes as to how their property is to be distributed at death, and names one or more persons, the executor, to manage the estate until its final distribution. Contact a local Lawyer to see if he/she will be able to offer information on these topics at your event.

Elder Abuse Ontario “It’s Not Right” – Starting the Conversation to Stop Abuse of Older Adults that engages people to effectively challenge social norms and encourages neighbours, friends and families to support at-risk seniors in their communities. Neighbors, friends and family are often the bystanders to abusive situations. They know that something isn’t right but don’t know what to do to help. The “It’s Not Right” educational program engages a wide variety of audiences in discussions on how neighbours, friends and family members can learn to recognize and respond to warning signs of abuse and neglect in the lives of older adults they know, offers information about where to find help as well as how to start the conversation to provide critical support for friends and loved ones who may be experiencing abuse. Please contact Mary Mead, Office Manager at 416-916-6728 or email:admin@elderabuseontario.com

Protect Your Money from Investment Fraud Ontario Securities Commission (OSC) is the provincial regulator for the investment industry. OSC Staff will speak about investment fraud-how to spot red flags of fraud, common types of fraud, where to find unbiased information and what questions to ask before you invest. This presentation is approximately 50

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minutes in length. To book a free presentation contact Christine Allum, Ontario Securities Commission at callum@osc.gov.on.ca or call 1-877-785-1555

Falls PreventionThe Falls Prevention Seminar is a one-hour program designed to inform seniors on how to prevent falls and maintain their independence. Available in English and French, seniors will be given practical information and the tools to help prevent falls and the serious injuries they can cause. The seminar will also look at health issues that put seniors at risk of falling in their home and community. To arrange for a seminar, call the Ministry for Seniors and Accessibility at: 416-326-7076. You may have a local organization that could offer this seminar as well.

Get Your Money!  - Understanding Ontario’s Credits and Benefits for Individuals and Families - Ministry of Finance Are you and your family members receiving all the Ontario tax credits and benefits you are entitled to? Are you familiar with government programs and resources that help all Ontarians, including seniors, parents, and people with disabilities? Do you know you must file your tax return each year – even if you don’t owe any tax – to qualify for many credits, benefits, and programs? To arrange for a seminar, call Caroline Chartrand at 1-866-668-8297 (extension 17018) or send an email to caroline.chartrand@ontario.ca

Overview of Ontario’s Estate Administration – Ontario Ministry of Finance Are you estate planning? Or has someone asked you to be their estate representative? Would you like to better understand how Ontario’s Estate Administration Tax (EAT) works?

The Ontario Ministry of Finance (MOF) can help. During this seminar, a MOF representative will:- Define EAT- Clarify when EAT is applicable- Demonstrate how to calculate EAT

Over 95% of attendees find this seminar beneficial and recommend it to others. To arrange for a seminar, call Caroline Chartrand at 1-866-668-8297 ext.: 17018 or send email to caroline.chartrand@ontario.ca

The License Renewal Process for Seniors 80 Years and Older – Ministry of Transportation If your group is interested in hosting this presentation, please call 416-235-3658By attending this presentation, attendees will learn about:

Trends and statistics for older driversThe testing requirements for those 80 years and olderThe collision reporting process for those 70 years and olderSigns of aging or medications as it relates to driving ability Driving tips and some more recent rules of the road

Winter Driving For Seniors – Ministry of Transportation7

This presentation will focus on the driving process and how primary and secondary tasks along with what we call the “human factor” can result in dangerous driving situations. Seniors will learn how to properly prepare themselves and their vehicles for winter driving. They will learn what kind of conditions to expect on Ontario roads during the winter and how to best manage these conditions as well as how to find out more about Ontario road conditions before they travel. To arrange for a seminar, please contact Lisa Thompson at 416-235-5364 or email: lisa.thompson2@ontario.ca

Other Suggested Topics for Presentations at your Seniors Information and Active Living Fairs: 1. Finding Your Way - Wandering Prevention Program–Alzheimer Society of Ontario 416-488-87722. Advance Care Planning www.advancecareplanning.ca 1-613-241-3663 ext. 2313. Healthy Eating – contact local grocery stores for cooking demonstrations4. Age Friendly Communities 1-888-910-19995. 211 Easy to Find Information for Seniors info@seniors.ca 1-888-910-1999 or 2116. The Soldiers Aid Commission of Ontario – Colin Rowe 416-327-4674

NEW Service Delivery Model The Ministry for Seniors and Accessibility has asked the OACAO to provide information on Seniors Hot Topics of interest, through the new Service Delivery Model, as a pilot project at the Seniors Information and Active Living Fairs this year.

Objective: The Service Delivery Model (SDM) will provide a consistent delivery of valuable information on a selection of Seniors Hot Topics to Fairs participants.

Topics are being developed in partnership with a select group of seniors focused provincial/non-profit organizations, such as Elder Abuse Ontario (EAO), Alzheimer Society of Ontario (ASO) and the Advocacy Centre for the Elderly (ACE).

OACAO staff will attend the approved Fairs to pilot the new Service Delivery Model. OACAO staff will make a presentation(s) on selected topics (topics choice will be provided), in the chosen format indicated by the Applicant and in the Letter of Agreement.

Service Delivery Formats:#1 – Short 15 – 20 minute mini-presentations offered throughout the course of the Fair. Three to Four different topics per Fair. Topics will be announced by August 2018. #2 – One longer presentation covering three – four different topics together (approx. 45 minutes in length) NOTE: this can count as one of the required Seminars as noted on page 6.

Note: OACAO will also endeavor to have short informative video presentations, provided by collaborative partners, available for Fair participants to view.

We are looking for 10 – 15 Fairs Hosts to Pilot the new OACAO Service Delivery Model at their Fair. Please indicate your willingness to pilot the Service Delivery Model in your Application. Evaluation forms are to be handed out to participants who attend the pilot.

Outcome Measures 8

Participant Evaluations: Participant Evaluation forms (2 pages) found on pages 13 and 14, are to be completed by as many participants as possible who attend the Seniors Information and Active Living Fair. Your Centre Name/Collaborative Name is to be added to the Survey.

It is very important to ensure that you provide the Participant Evaluation to the participants who attend the fair. We must provide a compilation of the results to the Ministry of Senior Affairs in our Final Report.

**Please do not make any changes to the questions on the Evaluation form.

Exhibitor Evaluation: An Exhibitor Evaluation Form can be found on page 15 of the Handbook. This evaluation form should be filled out by all Exhibitors who participate in the Trade Show.

Statistical Synopsis: Revised for 2018 – 2019 Fairs. We require the Host staff and/or volunteers to complete the Statistical Synopsis to gain valuable data pertaining to the Fair to share with the funder.

Final ReportThe Final Report with all Financial Documentation is to be submitted no later than 30 days after the conclusion of the event. It is suggested that you send your Final Report by Courier or Registered Mail to prevent it from being lost in transit. Please use the Final Report Package that will be emailed to your Centre after the conclusion of the event. Please send the Final Report to:

Shelley Wesseling, Fairs Coordinator

55 Evergreen Drive, Whitby, Ontario L1N 6S6Phone: 905-728-2358 Email: shelleyw2008@hotmal.com

Questions can be addressed to Shelley Wesseling or to the OACAO office Sue Hesjedahl, Executive Director at sue@oacao.org or

905-584-8125 or Toll Free at 1-866-835-7693

Information to be Included in the Final Report:

1. Compilation of the results of the Evaluation Forms provided in the fairs package.

2. Statistical data – number of participants- seniors, family members, caregivers, In-Kind Contributions: Staff Time and $ Value of that time, # of volunteers, including # of new volunteers, volunteer hours and other important data. (Note: these stats are required for the OACAO’s final report to the funder – see Statistical Synopsis on page 12)

3. Detailed listing of all Exhibitors indicating which ones are non-profit and for-profit.

4. Sample Program/Agenda of the Day.

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5. Sample of Promotional Materials, media coverage and outreach, etc.6. Sample letters of invitation to exhibitors, guest speakers, demonstrators

and politicians.7. Financial Report with all supporting receipts and invoices.8. Pictures in digital format on disc or USB stick (some of which will be

included in the Final Report submitted to the Ministry of Senior Affairs).9. Comments for improvement.10. Copies of Media Coverage.

ORDER FORM FOR PUBLICATIONS: PLEASE RETURN THIS FORM WITH YOUR LETTER OF AGREEMENT

The Seniors Guides to Programs and Services are now printed in 16 different languages. Please see the list below. The OACAO will be ordering these guides from Service Ontario and will have them delivered to your Centre well in advance of your fair. These guides will be distributed by a staff representative from the Ministry for Seniors and Accessibility to the participants at your fair. This will give the MINISTRY FOR SENIORS AND ACCESSIBILITY staff person an opportunity to engage in conversation with the participants at the Fair and to promote the many programs and services in the Seniors Guides to Programs and Services.

Please DO NOT put these guides into information or goodie bags that you distribute to the participants of your fair.

All publications that are left over after the Fair will remain with the Host Centre to be distributed at future seniors’ events.

Please provide the following information: Date of Fair: ______________________________Centre Name: _____________________________________________________________________________________ Contact Name: _______________________________________Tel. #: ______________________________________ Address Publications to be delivered to: ______________________________________________________

Publication Language Publication Number Number RequiredGuide to Programs and Services ENGLISH 025744Guide to Programs and Services FRENCH 025745Guide to Programs and Services ARABIC 025753Guide to Programs and Services CHINESE 025746Guide to Programs and Services FARSI 025751Guide to Programs and Services GUJARATI 025750Guide to Programs and Services ITALIAN 025747Guide to Programs and Services KOREAN 025752Guide to Programs and Services POLISH 020893Guide to Programs and Services PORTUGUESE 020898Guide to Programs and Services PUNJABI 025748Guide to Programs and Services RUSSIAN 025755Guide to Programs and Services SPANISH 020889Guide to Programs and Services TAMIL 025749Guide to Programs and Services URDU 025754Guide to Programs and Services VIETNAMESE 020891You CAN Prevent Falls! ENGLISH 025822Vous POUVEZ Evitez les Chutes! FRENCH 025824What to do if you Fall? BILINGUAL 010612Guide to Advance Care Planning ENGLISH Not currently available Being revisedGuide to Advance Care Planning FRENCH Not currently available Being revisedGuide to Advance Care Planning CHINESE Not currently available Being revisedPower of Attorney Kits ENGLISH 007399

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Power of Attorney Kits FRENCH 007400How is Your Driving BILINGUAL 020611It’s Not Right – Elder Abuse 025741

Please let Shelley know the number of each of the above publications that you would like me to order for your OACAO Seniors Information and Active Living Fair 2018-2019.

If you have any questions please do not hesitate to call or email Shelley at 905-728-2358, shelleyw2008@hotmail.com

Thank YouShelley Wesseling OACAO Fairs Coordinator

SENIORS INFORMATION and ACTIVE LIVING FAIRS FINANCIAL REPORT BUDGET TO ACTUAL 2018-2019

Supporting documents, receipts, invoices etc. must be provided within 30 days after the Fair.

Type of Application (must check one): First Time Fair: ____ Subsequent Fair: ____ (SALC) Fair: ____

ORGANIZATION NAME: __________________________________________________________

DATE OF FAIR: _________________________________________________________________

INCOME: BUDGET ACTUALFunding Request: OACAO member First Time Fair Max. $2,500.00 ____ $ OACAO member Subsequent Fair Max. $2,000.00 ____ $

Seniors Active Living Centre (SALC) Fair Max. $2,000.00 ____ $Other Revenue: (please list)

$ $TOTAL INCOME: $_______________ $______________EXPENSES:Facility Rent $ $Printing $ $Advertising/Promotion/Marketing $ $Honorariums/Entertainment/Speakers $ $Food – Healthy Snacks $ $Audio Visual Equipment Rental $ $Transportation (Buses) $ $Translation Services/ Language Interpreters $ $Postage $ $First Aid (St. John’s Ambulance) $ $Other: (please list) $ $

$ $TOTAL EXPENSES: (excluding in-kind) $_______________ $______________ Staff Planning Time cannot be included in ExpensesBalance: Total Income minus Total Expenses

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should be $0 (Note: unspent grant funds must be returned to OACAO)

$_______________ $____________

IN KIND CONTRIBUTIONS: Please estimate this information for your application for fairs funding

Confirm information for your Final Report.

# Staff and value of Staff Time donated by the Centre: $xx # Staff ____Value $_____ _____

# Staff ____Value $____

# of Volunteers / Total Number of Hours # Vol.____ #Hours_____ # Vol.___ # Hours_____ Value of Volunteer contribution based on $14.00/hr. $ $Value of Other In-Kind Services (i.e. Maintenance) $ $TOTAL VALUE OF IN-KIND CONTRIBUTIONS:

$______________ $ ______________

FINAL REPORT STATISTICAL SYNOPSIS FOR SENIORS INFORMATION AND ACTIVE LIVING FAIR 2018-2019REVISED

CENTRE NAME: _____________________________________ DATE OF EVENT: __________________

PARTNERSHIPS(i.e. Company/Agency providing in-kind supports/services for Fair)

# of NEW Partnerships: __________

Total # of Partnerships: __________ Please attach a complete List of Partners to Final Report.

STAFFTotal # of Staff involved with the Fair: __________

# Hours Planning Event: _________ # Hours Hosting Event: __________

Total # of Staff Hours: __________

Total Value ($) of Staff Hours: $ __________

VOLUNTEERS # of NEW Volunteers: _______ Total # of Volunteers (including new volunteers): ______

Total # of Volunteer Hours: ________

Value of Volunteer Contribution based on $14.00 per hour: $ __________

CULTURE/DIVERSITY Please list the specific cultures that were represented at your Fair:__________________________________________________________________________________________________________________________________________________Was the Fair Francophone? __ Yes ___ No Was the Fair Indigenous? ___ Yes ___ No

PARTICIPANTSTotal # Attending the Event: _________Demographic Information for Participants (best estimate): Under 50 # ______ 50 to 65 # ______ 66 to 75 # ______ Over 75 # ______ Unknown # ______ Family Members # ______ Care Providers # ______ Other # ______

TRADE SHOW EXHIBITORS Total # of Exhibitors Participating: _________

Total # of Not-For-Profit Exhibitors: ________ Total # of For-Profit Exhibitors: _______Please attach a completed List of Exhibitors to Final Report.

DEMONSTRATIONS & Total # and type of Demonstrations: _________________________________________

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HEALTH CLINICSTotal # and type of Clinics Held at your Fair: ____________________________________(i.e.: Blood Pressure, Blood Sugar, Flu Clinic, Hearing Clinic)_________________________________________________________________________

Total # of attendees who attended the Clinic(s): ________________________________

SERVICE DELIVERY MODEL Did you Pilot the new OACAO Service Delivery Model? Yes _______ or No ______If Yes, which format? #1 Short mini-presentations ___ OR #2 one long presentation ___If Yes, please include brief feedback on how it was received: _______________________________________________________________________________________________

EVALUATIONS Total # of Participant Evals. Collected: _____ Total # of Exhibitor Evals. Collected:_____ Please attach compilation of Evaluation Data to Final Report.Please do not send all the evaluation forms collected, just the summaries.

OACAO Seniors Information and Active Living FairParticipant Evaluation Form 2018-2019

Please take a moment to fill out the Participation Evaluation Survey. Thank You!

Date of Fair: Host Centre add Date of Fair Here Name of Centre: Host Centre add Name Here

Please rate your level of Awareness with the following statements on a scale of one to five: (5 Very Aware – 3 Somewhat Aware - 1 Not at all Aware)

1. What was your level of awareness of seniors’ programs and services available in your community BEFORE attending the Active Living Fair today?

5 4 3 2 1

2. What is your level of awareness of seniors’ programs and services available in your community NOW, since attending the Active Living Fair today?

5 4 3 2 1

3. Please rate the aspects of the Active Living Fair for usefulness to lead an active / healthy life? (5 - Extremely Useful, 3 – Somewhat Useful, 1 – Not at all Useful, N/A – Not Applicable)

Trade Show of Exhibitors 5 4 3 2 1 N/A

Information Presentations 5 4 3 2 1 N/A

Active Living Demonstrations 5 4 3 2 1 N/A

Health clinics i.e. blood pressure/flu vaccines 5 4 3 2 1 N/A

Healthy snacks/lunch 5 4 3 2 1 N/A

Social Interaction with peers/service providers 5 4 3 2 1 N/A

4. From which Trade Show Exhibitors did you receive the most valuable/useful information? ________________________________________________________________________

5. From which of the Presentations did you learn the most? What did you learn? ________________________________________________________________________

6. What is the most important thing you’ve learned today?13

_______________________________________________________________________

7. Are there any other exhibitors or presentations you would like to see at futures Fairs? ________________________________________________________________________

SURVEY CONTINUED ON PAGE 2

OACAO Seniors Information and Active Living Fair Participant Evaluation Form 2018-2019 - continued

8. How did you hear about the event today? (check all that apply)

Centre Flyer/Poster: ____ Centre Newsletter/Brochure ____ Email: ____ Centre Website: ____Newspaper: ____ Radio/Television: ____ Family / Friend: _____ OACAO Website: _____ Other, please list: ____________________________________________________

9. Are you a member of the Seniors Centre/Senior from the community? Yes _____ No

If Yes, please tell us a bit about yourself: Please check your Age:

Under 50 years ___ 50 – 65 years ____ 66 – 75 years ___ Over 75 years ___

Gender: Male ____ Female ____ Other ____ Prefer not to answer ____

If No, what brings you to the Active Living Fair today?Please check the ONE answer that best describes your position today?

I’m a Family Member: ____ I’m a Care Provider: ____ Other: ______________________________________________________________

10. Overall how would you rate the Fair held today?Excellent _____ Very Good _____ Good _____ Fair _____ Poor _____

11. What other information would you like to share about your experience today? _______________________________________________________________________

_______________________________________________________________________

Thank you for completing the survey. Your feedback is appreciated and allows us to make improvements to future Seniors Information and Active Living Fairs. Thanks!

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OACAO Seniors Information and Active Living Fair 2018-2019Host Centres Name Here

Exhibitors Evaluation Form

Please rate your level of agreement with the following statements on a scale of one to five: (5 - Strongly Agree, 3 - Neither Agree nor Disagree, 1 - Strongly Disagree) N/A -Not Applicable

1. My time was well spent displaying my products and services at the Fair today:

5 4 3 2 1 N/AComment: __________________________________________________________

2. I was satisfied with the space and location that I was assigned today: 5 4 3 2 1 N/A

Comment: __________________________________________________________

3. The Active Living Fair was well organized today: 5 4 3 2 1 N/A

Comment: __________________________________________________________

4. The Active Living Fair met my expectations today:5 4 3 2 1 N/A

Comment: __________________________________________________________

5. I would like to attend another Active Living Fair as an Exhibitor in the future:5 4 3 2 1 N/A

Comment: __________________________________________________________

6. What improvements could be made to enhance the success of future Fairs?

Comment: __________________________________________________________ 7. How did you hear about the Fair today? (Check all that apply) Email/contacted by Centre ____ OACAO (Website or email) ____ Other: ________________

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Please tell us a bit about yourself/agency:

8. Do you Represent a: Non-profit agency ___ For-Profit Company ___ Government Agency ___

Other, please list: ____________________________________________________

9. Are you a current OACAO Business Partner? Yes _____ No _____

10. Has your organization participated in an Active Living Fair in the Past? Yes ______ No ______

Many thanks for your attendance at our Fair today and providing information about programs and services in our community that will help seniors to live healthy, active and engaged lives.

LOGOS (Artwork)

The logos below are to be used on ALL printed material. Remember to add to all promotion and publicity material that the event is hosted by your Centre in partnership with the Older Adult Centres’ Association of Ontario and sponsored by the Ministry for Seniors and Accessibility.

1. Insert your Centre logo2. Insert the OACAO logo3. Insert the Ministry for

Seniors and Accessibility logo

If you click on the logos below you will be able to copy and paste onto your promotional documents.

Older Adults Centres' Association of Ontario

Ministry for Seniors and Accessibility(Black Logo on White background)Below the logo, add the wording:

This event is hosted by YOUR CENTRE NAME in partnership with

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the Older Adult Centres’ Association of Ontario (OACAO)and sponsored by the Ministry for Seniors and Accessibility

Cet événement est organisé par le Centre de santé communautaire de l’Estrie en partenariat avec l’Association des centres pour aînés de l’Ontario (ACAO) et parrainé par le Ministère des aînés et de l'accessibilité.

ADVERTISING AND PROMOTION IDEAS TO ENHANCE YOUR FAIR

1. Put “A Save the Date” in the Local City Community Program and Activity Guide.

2. Post on Community Newspaper Boards – usually free for Not For Profit.3. Public Radio Relations Board online Posting Boards.4. Community Kiosk at Local Malls – usually have Mall Walkers in the early

morning. A perfect venue to promote Centre Activities and your Fair to the entire community.

5. Email Blast to all of your Members at the beginning of the month of your events. For those who have not attended the Centre in a while it reminds them of the fabulous events, programs and services that are happening.

6. Post on Social Media: Facebook, Twitter, Instagram7. Post your Event Flyer on the homepage of your Website. Note, it will be posted

on the Fairs page of the OACAO Website as well.

WE WANT TO BE SURE THAT AS MANY SENIORS AND FAMILY MEMBERS IN YOUR COMMUNITY KNOW ABOUT YOUR FAIR AND ALL THE WONDERFUL PROGRAMS AND SERVICES THAT ARE AVAILABLE TO THEM IN THE COMMUNITY, INCLUDING YOUR CENTRE!

List of Samples of Documents Needed for Seniors Information and Active Living Fair

1. Promotional Material

2. Agenda

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3. Invitation to Mayor and Local MPP and MP’s

4. Invitation to Corporate Community Organizations

5. Invitation to Not-for-Profit Community Organizations

6. Trade Show Application Form for Corporate and Not for Profit Organizations

Sample: Promotional Information

Seniors Centre of Ontario

Seniors Information and Active Living Fair

Suggested information to be included in your promotional material:

Trade Show including information from various Seniors Service providers Active Living Demonstrations Health Clinics Seminars and Presentation topics Housing information Retirement and nursing homes Home support information Safety tips and fraud prevention Displays by seniors’ clubs Information on recreation activities Entertainment Complimentary healthy snack, tea and coffee Multi-cultural presentations Door prizes and grab bags

Official Opening by Mayor and MPP at 10:30am

Wednesday, June 28, 201810:00am -2:00pm

Free Admission

Seniors Centres of Ontario123 Sunnyside Lane, Anywhere, Ontario

For more information, please call ( 555) 123-4567

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This event is hosted by (Your Centre Name Here) in partnership with the Older Adult Centres’ Association of Ontario (OACAO) and sponsored by the Ministry for Seniors and Accessibility.

Your Logo Here

SAMPLE AGENDA

Seniors Information and Active Living Fair

Seniors Centre of Ontario 123 Sunnyside Lane, Anywhere, Ontario

AGENDA – Monday, June 25, 2018

11:30 a.m. – 12:30 p.m. Registration

12:00 p.m. – 1:00 p.m. Lunch

1:00 – 1:15 p.m. Opening Remarks: President

Minister for Seniors and Accessibility or representative (if invited and attending) Mayor Municipal Councilor Ministry for Seniors and Accessibility staff or Regional Representative

OACAO 1:15 – 2:15 p.m. Tax Credits and Benefits for Seniors Presentation

2:15 – 3:00 p.m. Fraud Prevention Presentation

3:00 – 3:15 p.m. Active Living Demonstrations

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3:15 – 4:00 pm OACAO Presentation (list chosen Seniors Hot Topics)

4:15 – 4:30 p.m. Closing Remarks for the day Reminder about Evaluations

This event sponsored by (Your Centre Name Here) in partnership with the Older Adults Centres’ Association of Ontario and sponsored by the Ministry for Seniors and Accessibility.

Your Logo Here

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Sample: Letter of Invitation to local dignitaries (i.e.: Mayor, Reeve)

It is really important that you invite your Local MPP to your event as the Government of Ontario is the funder!!

Using appropriate letterhead – separate letters to each of the following:

September 1, 2018

1. Mayor: XXXXX Reeve: XXXXX MPP: XXXXX Councilor: XXXXX

Insert address

Dear Mayor, XXXXX: Dear Ms. XXXXXX:

The XYZ Seniors Centre is hosting a Seniors Information and Active Living Fair on Wednesday, October 11, 2018. You are cordially invited to bring greetings from the City of Anywhere, Ontario OR Province of Ontario and to join Mayor XXXXX in cutting the ribbon for the Official Opening of the day.

I have enclosed a program of the day’s events and a listing of some of the exhibitors that have already committed to participating.

We anticipate approximately 400 people will attend the day’s events of exhibits, activities, seminars, entertainment, food and fun.

Please advise me at 555-123-4567 by no later than Monday, October 1st to confirm your participation in this very special day. I look forward to seeing you on October 9th.

Sincerely,

President

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Sample: Letter to Potential Exhibitors at your Fairs

Seniors Centres of Ontario

123 Sunnyside LaneAnywhere, Ontario L6Y 5T1905-874-3500 seniorscentresofontario@oacao.com

Seniors Information and Active Living Fair 2018-2019

We would like to invite you to participate in this special event. This will be held at the ABC Seniors Centre, Anywhere, Ontario. This is a free admission event for the public to attend.

WHEN: Wednesday, October 18, 2018 10:00am-1:00pm

WHERE: ABC Seniors Centre

COST: FOR-PROFIT: $50.00 per 6′ table (includes table, 2 chairs & advertising)

NOT-FOR-PROFIT: FREE

Giveaways at your display would be appreciated.

PROPOSED ADVERTISING: (depending upon sponsorship)Seniors Centre Seasonal Brochure or Newsletter

Anywhere Guardian

Local Newspaper

Anywhere Parks & Rec. Fall/Winter Brochure

Anywhere Tourism Guide

Seniors Directory

Forever Young “Happenings”

Silver and Gold Magazine

Bulletin Boards and Flyers.

If interested please complete the attached form. Please-mail it or drop it in by Aug. 30, 2018. Cheques are to be made payable to: Anywhere Centre. Any questions, please call the Senior’s Centre office at 555-123-4567.

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SAMPLE OF TRADE SHOW APPLICATION FORM

Senior Centres of Ontario 123 Sunnyside Lane Anywhere, ON HOH OHO (905)728-2358

Seniors Information and Active Living Fair 2018

Thursday, October 18, 2018

10:00a.m.-1:00p.m.

Trade Show Application Form

Space is limited, so please respond by September 19, 2018.

Name of Organization: ___________________________________ 

Address: ______________________________________________ 

Contact Name: _________________  Position: ________________ 

Telephone #: __________________  E-mail: __________________ 

Organization Type (please circle): COST: FOR-PROFIT: $50.00 NOT-FOR-PROFIT: FREE

Type of Display: (Nothing can be affixed to walls)

Floor based Banner: ________  OR  Table Top ________ 

 Height (above table): _______ 

Hydro Required: ___________ 

Cheque Enclosed (if applicable):  $ ______________ 

A confirmation will be sent before October 3, 2018 along with event agenda and brochures for distribution. 

YOUR LOGO HERE

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