Do you know how to put on a successful benefit fair?

When open enrollment season comes around, your company probably will be holding a benefits fair to educate employees about their benefit options. What do you need to do to ensure your fair is a successful one?

There are a number of things to keep in mind when organizing a benefits fair: who should be invited, where and when should the fair be held, and what should be on the agenda.

Who should be invited? Depending on the scope of the fair (retirement fair or health benefits fair), either all employees or only selected employees who are eligible to participate in the targeted programs should be invited. In addition, representatives of the providers who are able to answer questions about the plans should be asked to attend, as well as experts in designated areas of employee benefits.

Where and when should the fair be held? Employers should choose a central location where the majority of those invited can attend. Employers may want to choose a resort-type facility to encourage attendance, such as a place that offers golf or dinner cruises. Timing is also important. Employers should select a time of the year that does not conflict with holidays or special events. You may want to solicit input from employee representatives as to when would be a good time to conduct the fair.

What should be on the agenda? The agenda will vary depending on what kind of fair it is. During a retirement fair, some of the issues that should be addressed include:

• determining retirement income needs;

• identifying retirement income sources;

• developing a retirement income strategy;

• Social Security benefits;

• Medicare supplement insurance; and

• long-term care insurance.

On the other hand, a health fair should be used to educate employees about early detection devices, to conduct health screenings, and to teach employees how to, for example, reduce cholesterol levels by adopting lifestyle modifications. Other health fair objectives could be to:

• help kick off an employee wellness program;

• draw family members into wellness programs;

• heighten interest in health issues;

• determine how much latent interest in health issues exists in the workforce;

• evaluate areas that are of greatest interest to employees;

• and provide an opportunity for employers to preview specific health vendors.