HANDBOOKFor June 2019 – March 2020 Fairs

Seniors Active Living Fairs 2019 – 2020

Health and Wellness

A joint project between theOlder Adult Centres' Association of Ontario (OACAO)

and the Ministry for Seniors and Accessibility

January 2020

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Handbook Index

What is a Seniors Active Living Fair?..............................................................................................3

Funding Support for Host Centres.................................................................................................3

What the OACAO Provides............................................................................................................ 4

Host Centre Responsibilities..........................................................................................................4

9 Components of a Seniors Active Living Fair ...............................................................................5

Trade Shows.............................................................................................................................. 5

Seminars.................................................................................................................................6-7

Service Ontario Publications......................................................................................................7

Service Delivery Model...........................................................................................................8-9

Reporting Requirements................................................................................................................9

Outcome Measures................................................................................................................... 9

Final Report.......................................................................................................................... 9-10

Order Form for Publications........................................................................................................11

Financial Budget and Report........................................................................................................12

Statistical Synopsis..................................................................................................................13-14

OACAO Seniors Active Living Fair 2019 – 2020 Participant Evaluation Form........................15-16

OACAO Seniors Active Living Fair 2019 – 2020 Exhibitor Evaluation Form................................17

Logos............................................................................................................................................18

Communication Plan - Event Advertising and Promotion............................................................19

Social Media Promotion...........................................................................................................19

Sample Documents......................................................................................................................20

Promotional Material...............................................................................................................20

Agenda.....................................................................................................................................21

Invitation to Mayor and Local MPP/MPs.................................................................................22

Invitation to Exhibitors.............................................................................................................23

Trade Show Application Form..................................................................................................24

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What is a Seniors Active Living Fair?

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

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

Funding Support for Host Centres

Funding support is being provided to the OACAO by the Ministry for Seniors and Accessibility for the development and implementation of the 2019 - 2020 Seniors Active Living Fairs. Funding will be awarded for a total of 65 Fairs.

This Call for Applications is for Fairs hosted from June 2019 – March 2020.

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 a maximum of $2,000.00

Each applicant must submit a completed Application to the OACAO office at admin@oacao.org by:

Applications are now closed for Fairs held by March 31, 2020.Once the funding for a Fair has been confirmed, a cheque for 50% of the funding will be sent, approximately one month prior to the date of the Fair. The remainder will be sent once the Final Report has been received and approved by the OACAO no later than 30 days after the date of the Fair.

The final report must follow the requirements noted in this Handbook and is due no later than 30 days after the Fair.

Non-compliance with final report requirements could impact future funding.

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Acceptable expenses 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, 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. Staff salaries are not acceptable expenses.

What the OACAO Provides

Applications will be reviewed by the Fairs Selection Committee 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 Acting Fairs Coordinator, OACAO Development and Marketing Coordinator

or another OACAO Rep will attend most events. The OACAO has off-premises commercial general liability insurance for the Fairs;

however, additional liability insurance coverage must be provided by the host organization to protect your organization.

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.

Host Centre Responsibilities

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

2. Secure adequate liability insurance. 3. There must be 2 signatories on all cheques. 4. Invite the local dignitaries (i.e.: MPP, the Mayor or Reeve) to participate in the Fair. 5. Provide the OACAO with a digital copy of your Fair Flyer, at least 30 days in advance of

your event, to be posted on the OACAO website. 6. Submit digital pictures of the Fair, which will be shared with the Ministry for Seniors and

Accessibility. 7. Submit a written evaluation, statistical summaries and financial report based on a

standard format that is provided by the OACAO, due 30 days after Fair date. 8. Provide free Exhibitor space at the Trade Show for the OACAO and Ministry for Seniors

and Accessibility representatives (see below) 9. OACAO Business Partners are to be invited to participate in the Trade Show (fees may

be charged). Please refer to the list of OACAO Business Partners for contact details, which will be provided with Letter of Agreement.

10. Display the Ministry for Seniors and Accessibility and the OACAO logos on all printed material. Logos are provided in the Handbook on page 18. 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.

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A staff 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 and the OACAO to share. The Ministry will not be responding to an invitation from your organization.

9 Components of a Seniors Active Living Fair

Each fair should be a minimum of three to four hours in length (e.g., 10: 00 am – 1:00/2:00 pm), although longer is acceptable. All fairs should include the following components:

1. A Trade Show – trade shows must have a minimum of 15 exhibitors (more are encouraged). Please ensure a balanced representation of both non-profit organizations, government agencies and for-profit agencies.

2. Seminars – there must be a minimum of 3 to 4 seminars on topics of interest to older adults and their families (e.g., tax credits and benefits, driving, fraud prevention, elder abuse, falls prevention. See suggested topics on pages 6 and 7).

3. Active Living Demonstrations – fairs are encouraged to hold demonstrations highlighting active living opportunities for older adults. These may be programs from the Host Centre (e.g., belly dancing), or other demonstration topics such as healthy eating.

4. Health Clinics – fairs are encouraged to host health clinics, such as blood pressure testing, flu shot clinics or hearing clinics.

5. Healthy Snacks or Lunch – host centre must provide free healthy snacks or lunch during the event to both participants and exhibitors.

6. Ontario Service Publications – the Guide to Programs and Services for Seniors of Ontario and other great resources will be sent to the host centre in advance of the Fair to be distributed to fair participants at the Ministry for Seniors and Accessibility exhibitor table.

7. Information Packages/Goodie Bags for Participants – participants should be provided with information packages/goodie bags to collect printed resources from exhibitors, and/or a list of services/resources available in the community.

8. Administer Participant and Exhibitor Feedback Surveys – all participants and exhibitors must be invited to complete a feedback survey (provided on pages 15-17).

9. Service Delivery Model – consider including information on Seniors Hot Topics which will be presented through a service delivery model by the OACAO (see pages 8 and 9).

Trade Shows

Host organizations must host a Trade Show with a minimum of 15 exhibitors as part of their Fair. Tables should be provided to the Exhibitors to display information on their services and programs for older adults in a trade show format. Please ensure you have a balanced representation of non-profit organizations, government agencies and for-profit companies.

For-profit agencies can be charged a NOMINAL entry fee. Non-profit agencies are NOT to be charged to participate in the fair.

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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 their Letter of Agreement.

Seminars

Each Fair should include three to four presentations on various topics of interest to older adults and their families. We strongly encourage each Fair to include at least one topic on Seniors' Safety, such as falls prevention, fire safety, elder abuse, fraud prevention, personal safety, etc.).

The following topics are strongly suggested, but other topics could be considered at the discretion of the organizer.

Power of Attorney and Wills: Power of Attorney is set up 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 Prevention: “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.ca

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 what questions to ask before you invest. This presentation is approximately 50 minutes in length. To book a free presentation contact Christine Allum, Ontario Securities Commission at 1-877-785-1555 or email: callum@osc.gov.on.ca

Falls Prevention: The 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 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: anjali.wimpenny@ontario.ca You may have a local organization that could offer this seminar as well.

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The License Renewal Process for Seniors 80 Years and Older (Ministry of Transportation): Attendees will learn about the trends and statistics for older drivers, the testing requirements for those 80 years and older, the collision reporting process for those 70 years and older, and signs of aging or medications as it relates to driving abilities. Driving tips and more recent rules of the road will also be provided. If your group is interested in hosting this presentation, please call 416-235-3658.

Get Tax Season Ready (30 or 60 minute versions) Ministry of FinanceA review of why tax literacy is important, plus information on how complete the tax return, what’s new and government resources that can keep people up to date. To arrange for a seminar, call Caroline Chartrand at 1-866-668-8297 x 17018 or email: caroline.chartrand@ontario.ca

Overview of Estate Administration Tax (50 minutes) Ministry of FinanceA summary of how Ontario’s Estate Administration Tax (EAT) works, including recent changes to legislation and filing requirements and common misconceptions. To arrange for a seminar, call Caroline Chartrand at 1-866-668-8297 x 1701. To arrange for a seminar, call Caroline Chartrand at 1-866-668-8297 x 17018 or email: caroline.chartrand@ontario.ca

Tax Tips for Individuals (multiple statutes, 30 to 45 minutes) Ministry of FinanceA review of why tax literacy is important plus a review of personal income tax, estate administration tax, tobacco tax, retail sales tax and harmonized sales tax tips. To arrange for a seminar, call Caroline Chartrand at 1-866-668-8297 x 17018 or email: caroline.chartrand@ontario.ca

Other topics for presentations at your Seniors Active Living Fairs:1. Find your Way – Wandering Prevention (Alzheimer Society of Ontario) – 416-488-87722. Advanced Care Planning (www.advancecareplanning.ca ) – 613-241-3663 x 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) – 613-327-46747. OACAO Service Delivery Model (see pages 8-9)

Service Ontario Publications

The OACAO Acting Fairs Coordinator will order the required Publications from Service Ontario to be distributed at your Fairs. Please complete and return the Publications form located on page 11. The publications must be made available to the Ministry for Seniors and Accessibility representative who will distribute them to participants from their exhibitor table.

Please do not put these publications into participant packages. If the Ministry for Seniors and Accessibility representative is not available, the OACAO representative will distribute them. In

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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.

Service Delivery Model

The Ministry for Seniors and Accessibility has asked the OACAO to continue providing information on Seniors Hot Topics through the Service Delivery Model, in order to provide a consistent delivery of valuable information relevant to seniors.

OACAO Staff will attend a selected number of Fairs to deliver the Service Delivery Model presentation(s) on preferred topics, in the chosen format indicated by the applicant and in the Letter of Agreement.

Service Delivery Formats:

Short mini presentations (15 minutes) offered throughout the course of the Fair. Three to four different topics per fair.

Longer presentation (45 minutes) covering three or four different topics together.

Presentations in either format can count as one of the required Seminars as noted on page 7.

Topics :

Topics were developed in partnership with a select group of seniors-focused provincial and non-profit organizations. Topics that are currently available for the 2019-2020 Fairs include:

Advance Care Planning and Health Care Consent: In this presentation I will discuss health care consent, advance care planning and the role of a substitute decision maker.

Be Ready: Emergency Preparedness: In this presentation I will discuss the three steps to better emergency preparedness.

BounceBack – reclaim your health: In this presentation I will discuss about a free skill-building telephone coaching program, offered by the Canadian Mental Health Association, to help better manage the symptoms of mild to moderate depression and anxiety.

Coping with Chronic Joint Pain from Arthritis: In this presentation learn how to take control of your symptoms and become an empowered champion for your arthritis care.

Door-to-Door Sales Agreements: In this presentation I will discuss the legislation, unfair practices, how to protect yourself and how to file a complaint.

Elder Abuse Prevention: Join the Conversation about Fostering Healthy Relationships: In this presentation I will discuss the free Tea and Talk Toolkit developed by the Elder Abuse Prevention. This Toolkit will encourage participants to have interactive discussions and provide knowledge exchange opportunities.

Healthy Eating for Healthy Aging: In this presentation, we will discuss the basics and benefits of healthy eating and provide tips for planning, shopping for and cooking meals.

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Healthy Hearing - Coping with Hearing Loss: In this presentation I will discuss how to recognize signs of hearing loss and effective ways to cope with or without the use of hearing aids.

Speaking of Bones: Be Hip to the Risk: In this presentation I will discuss what osteoporosis is and how you can live well with osteoporosis.

Supporting Ontario’s Family Caregivers: In this presentation I will discuss the organization and the new 24/7 confidential caregiver helpline.

Understanding Dementia: Live Well, Live Safely and Stay Active: In this presentation I will discuss what dementia is and how those with dementia can live well and safely in the community.

Women’s Heart Health: In this presentation I will discuss the facts about heart disease and stroke and women’s unique risk factors.

We are looking for 30-33 Fair Hosts to offer the Service Delivery Model as part of their fair. Please indicate your willingness to participate in the Service Delivery Model on your Fair Application. Successful applicants will be notified. Short evaluation forms are to be handed out to all participants who attend the Service Delivery Model presentations. Contact Lina Zita at coordinator@oacao.org if you have questions.

Reporting Requirements

Outcome Measures

A Participant Evaluation form** (2 pages) can be found on pages 15-16. This evaluation form is to be completed by as many participants as possible who attend the fair.

An Exhibitor Evaluation form** (1 page) can be found on page 17. This evaluation form should be completed by all the exhibitors who participate in the trade show.

A Statistical Synopsis (2 pages) can be found on pages 13-14. This report is required for all Fairs. Host staff and/or volunteers should submit the summary with their final report.

Note: A Data Recording Tool (excel spreadsheet) will be provided by the OACAO to assist with evaluation data collection and stats analysis.

** Please do not make any changes to the questions on the evaluation forms. We must provide a compilation of the results to the Ministry of Seniors and Accessibility

in our final report.

Failure to use the OACAO standard Fair Evaluation Forms could impact future funding.

Final Report

The final report, with completed Financial Report (page 12) and documentation, is to be submitted no later than 30 days after the Fair. This can be sent through email, but also a hard copy is requested to be sent via Registered Mail to prevent it from being lost in transit. Please

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use the Final Report Package that will be emailed to the Acting Fair contact person prior to the event. Send the Final Report to:

Lina Zita, Acting Fairs Coordinator#300 - 15955 Airport Road, Caledon East, Ontario L7C 1H9

Phone: 905-584-8125 Email: coordinator@oacao.orgQuestions can be addressed to Lina Zita 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

Final reports must include: Compilation of the results of the Evaluation Forms (for participants and exhibitors)

provided in the fairs package (pages 15-17) Note: Data Recording Tool, Excel spreadsheet provided by the OACAO to assist with evaluation form data collection and stats analysis.

Statistical Synopsis (pages 13 and 14) and data entered on Data Recording Tool. List of all Exhibitors, including which were non-profit, government and for-profit. Sample Program/Agenda of the day. Sample of promotional materials and listing of media coverage Complete list of partners who supported the Fair Financial report with copies of all supporting receipts and invoices Digital pictures (on USB stick) of the Fair (which may be submitted to the Ministry for

Seniors and Accessibility) Comments for improvements

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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.

Date of Fair:Centre Name:Contact Name:Telephone #:Address for Delivery:

Publication Language Publication Number Number RequiredGuide to Programs and Services ENGLISH 026946Guide des programmes et services pour les personnes agees de l’Ontario

FRENCH 026477

Guide to Programs and Services ARABIC 026932Guide to Programs and Services CHINESE 026933Guide to Programs and Services FARSI 026935Guide to Programs and Services GUJARATI 026934Guide to Programs and Services ITALIAN 026936Guide to Programs and Services KOREAN 026937Guide to Programs and Services POLISH 026938Guide to Programs and Services PORTUGUESE 026939Guide to Programs and Services PUNJABI 026940Guide to Programs and Services RUSSIAN 026941Guide to Programs and Services SPANISH 026942Guide to Programs and Services TAMIL 026943Guide to Programs and Services URDU 026944Guide to Programs and Services VIETNAMESE 026945You 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 007399Procurations FRENCH 007400

If you have any questions please do not hesitate to call or email the OACAO Acting Fairs Coordinator, Lina Zita, at 905-584-8125, coordinator@oacao.org

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Financial Budget and Report

All supporting documentation, including copies of receipts and invoices, must be provided.

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

Organization Name: _____________________________________________________________

Date of Fair: ___________________________________________________________________

INCOME: BUDGET ACTUALOACAO 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) $ $Balance (Total Income minus Total Expenses): **unspent grant funds must be returned to OACAO $ $IN KIND CONTRIBUTIONS: (estimate)**Staff Planning Time cannot be included in Expenses**# Staff and value of Staff Time donated by the Centre: # Staff ____

Value $ ____# Staff ____Value $ ____

# of Volunteers / Total Number of Hours # Volunteers ____# Hours ____

# Volunteers ____# Hours ____

Value of Volunteer contribution based on $14.00/hr. $ $Value of Other In-Kind Services (e.g., Maintenance) $ $TOTAL VALUE OF IN-KIND CONTRIBUTIONS: $ $

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Statistical Synopsis

Organization Name: ________________________________ Date of Fair: _________________

COMMUNICATIONPLAN FORPROMOTIONAND ADVERTISING

How did you promote your fair (circle all that apply)? Your Centre Newsletter or Program Guide Your Centre Flyers or Posters Your Centre Website Post on Facebook Post on Twitter Post on other social media (e.g., Instagram) Email or Phone Blast to Your Centre Members Community Newspapers Local Radio or Television Local City Community Program and Activity Guide Promoted though local network and local partners Other: please list ___________________________

_________________________________________

YES NOYES NOYES NOYES NOYES NOYES NOYES NOYES NOYES NOYES NOYES NOYES NO

PARTNERSHIPS Total # of partners: __________# of NEW partners: __________Please attach a complete list of partners to final report

STAFF Total # of staff involved in fair: __________ Total # of staff hours: __________Total value ($) of Staff Hours: $__________

VOLUNTEERS Total # of volunteers: _________ Total # of volunteer hours: ________# of first time (i.e., new to fairs) volunteers: __________Value of volunteer contributions (based on $14/hour): __________# of volunteers over age 65: __________

CULTURE/DIVERSITY

Did your Fair reach Francophone seniors? Did your Fair reach Rural-dwelling seniors?Did your Fair reach Indigenous seniors?

YES NOYES NOYES NO

Please list other cultural groups that were represented at your fair: _________________________________________________________

PARTICIPANTS Total # of attendees at fair: __________Percentage of attendees under Age 65: __________ (best estimate)Percentage of attendees aged 65+: __________ (best estimate)Total # of family members: __________ (best estimate)Total # of care providers: __________ (best estimate)

TRADE SHOW EXHIBITORS

Total # of exhibitors: __________# of non-profit exhibitors: __________# of for-profit exhibitors: __________# of government agencies: __________Please attach a complete list of exhibitors to final report

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Statistical Synopsis – continued page 2

Organization Name: _____________________________________________________________

DEMONSTRATIONS Total # of demonstrations: __________Types of demonstrations (describe): ________________________________________________________________________________________________________________________________________________

HEALTH CLINICS Total # of health clinics: __________Total # of participants who attended the clinics: __________Types of health clinics hosted (describe): __________________________________________________________________________________________________________________________________________

SERVICE DELIVERY MODEL (SDM)

Did you offer the OACAO Service Delivery Model? YES NOIf yes ….Which format? _____ 3 mini presentations _____ 1 long presentation

How satisfied were you with the presentations? 1 2 3 4 5 (not at all satisfied) (very satisfied)

Would you be interested in the SDM at future fairs? ____YES ____NOEVALUATIONS Total # of participant evaluations collected: __________

Total # of exhibitor evaluations collected: __________Please attach a compilation of the evaluation data to the final report and enter the data into the Data Recording Tool (excel spreadsheet) provided by the OACAO to assist with stats analysis. Do not send all the evaluation forms collected, just the summaries.

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OACAO Seniors Active Living Fair 2019 – 2020 Participant Evaluation Form

Please take a moment to fill out the participant evaluation survey. Thank you!

Date of Fair: [Host Centre to Add] Name of Centre: [Host Centre to Add]

Please rate your level of Knowledge/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 knowledge/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 knowledge/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 how useful each aspect of the fair was at promoting your wellbeing (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 (e.g., blood pressure) 5 4 3 2 1 N/A

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

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

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

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

6. Are there any other exhibitors or presentations you would like to see at future fairs? _______________________________________________________________________

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SURVEY CONTINUED ON PAGE 2

7. Did the fair include an opportunity to learn more about seniors’ safety (e.g., falls prevention, fire safety, elder abuse, fraud prevention, personal safety, etc.)?_____ Yes _____ No _____ UnsureIf yes, which topics did you learn about? _______________________________________________________________________

8. Overall, how would you rate the Fair today? _____ Excellent _____ Very Good _____ Good _____ Fair _____ Poor

9. What other information would you like to share about your experience today? ______________________________________________________________________________________________________________________________________________

Tell us about yourself!

1. Are you a member of the senior centre that hosted the fair? YES NO

2. What brings you to the fair today?I am a senior/community member YES NO I am a family member YES NOI am a care provider YES NO

3. Please check your age:_____ Under 50 years_____ 50 – 65 years_____ 66 – 75 years_____ Over 75 years

4. Please check your gender:_____ Male_____ Female_____ Other_____ Prefer not to disclose

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

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OACAO Seniors Active Living Fair 2019 – 2020 Exhibitor 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) _____ Host Centre _____ OACAO (Website or email) _____ Other

Please tell us a bit about yourself/agency:

8. Are you: _____ Non-profit _____ For-Profit _____ 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 attending our Fair today and for providing information about programs and services in our community that will help seniors to live healthy, active and engaged lives.

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Logos

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

1. Insert your Centre logo2. Insert the OACAO logo3. Insert the NEW Ontario 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. Please contact the OACAO if you require a higher resolution logo file.

OACAO Logos:

Ministry for Seniors and Accessibility Logo:

Below the logos, please add the following description:

This event is hosted by YOUR CENTRE NAME in partnership with 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.

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Communication Plan - Event Advertising and Promotion

We want to ensure that as many seniors and family members from your community are aware of your fair and all the wonderful programs and services that are available to them, including your centre! Please proactively promote and advertise your event to the public. Suggested methods of promotion are listed below:

1. Put “A Save the Date” in the Local City Community Program and Activity Guide.2. Post on Community Newspaper Boards – usually free for non-profits.3. Public Radio or Television networks could be used to share information about your Fair.4. Community Kiosk at Local Malls – flyer can be posted.5. Email Blast to all your Members. 6. Robocall phone message to all your members (if available).7. Create an Event Poster or Flyer and post it on internal bulletin boards and in other public

locations. 8. Post your Event Flyer on the homepage of your Website as well as listing it in your event

calendar and Special Events page. ** Note, it will be posted on the Fairs page of the OACAO Website as well.

9. Word of Mouth is always a strong marketing tool, so talk it up and ask your volunteers and members to spread the word and invite a friend or neighbour.

10. Post the event on Social Media such as Twitter and Facebook (see below).

Social Media Promotion

Centres are encouraged to promote their fair via social media, including Facebook, Twitter, and Instagram!

Be sure to tag the OACAO in your social media postings o Facebook: @oacaoo Twitter: @TheOACAO

Be sure to include our NEW hashtag #SeniorsActiveLivingFairs so that we can track the promotion of the fairs across the province

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Sample Document - Promotional Material

[Your Centre Name]Seniors 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 Seniors Safety tips and fraud prevention Displays by seniors’ clubs Information on recreation activities Entertainment Complimentary healthy snack or light lunch, tea and coffee Multi-cultural presentations Door prizes and grab bags

Official Opening by Mayor and MPP at 10:30am

[Date]

[Time]

Free Admission

[Your Centre Name]

[Your Centre Address]

For more information, please call [phone number]

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.

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Sample Document - Agenda

[Your Logo Here]

Seniors Active Living Fair

[Your Centre Name]

[Your Centre Address]

AGENDA – [Fair Date]11:30 AM – 12:30 PM Registration

1:00 PM Lunch

1:00 - 1:15 PM

12:30 – 4:30 PM

Opening Remarks:PresidentMinister for Seniors and Accessibility (or Representative)MayorMunicipal CounsellorOACAO

Trade Show and Blood Pressure Clinic

1:15 – 2:15 PM Tax Credits and Benefits for Seniors Presentation

2:15 – 3:00 PM Fraud Prevention Presentation

3:00 – 3:15 PM Active Living Demonstrations

3:15 – 4:00 PM Seniors Hot Topics

4:15 – 4:30 PM Closing RemarksEvaluation Forms

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.

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Sample Document - Invitation to Mayor and Local MPP/MPs

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

[Date}

Mayor: XXXXXReeve: XXXXX MPP: XXXXX Councillor: XXXXX

Insert address

Dear Mayor, XXXXX: Dear Ms. XXXXXX:

The [Your Centre Name] is hosting a Seniors Active Living Fair on [Fair Date}. You are cordially invited to bring greetings from the City of [XXX}, 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 [phone number] by no later than [Date] to confirm your participation in this very special day. I look forward to seeing you on [Fair Date].

Sincerely,

President

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Sample Document - Invitation to Exhibitors

[Your Centre Name]

[Your Centre Address]

[Phone Number]

[Email]

Seniors Active Living Fair 2019-2020

We would like to invite you to participate in this special event. This will be held at the [Your Centre Name], [City], Ontario. This is a free admission event for the public to attend.

WHEN: [Fair Date] [Time]

WHERE: [Centre Address]

COST: FOR-PROFIT: $50.00 per 6 table (includes table, 2 chairs and advertising)′ NOT-FOR-PROFIT: FREE

Giveaways at your display would be appreciated.

PROPOSED ADVERTISING: Seniors Centre Seasonal Brochure or Newsletter

Local Newspaper

Anywhere Parks and Rec. Fall/Winter Brochure

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 [Date]. Cheques are to be made payable to: [Your Centre Name]. Any questions, please call the [Your Centre Name] office at [phone number].

[Your Centre logo here]

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Sample Document - Trade Show Application Form

[Your Centre Name]

[Your Centre Address]

[Phone Number]

Seniors Active Living Fair

[Fair Date]

[Time]

Trade Show Application FormSpace is limited, so please respond by [Date].

Name of Organization: ___________________________________

Address: ______________________________________________

Contact Name: _________________ Position: ________________

Telephone #: __________________ E-mail: __________________

Website: ______________________

Organization Type/Cost (please check): FOR-PROFIT: $50.00 ___ NOT-FOR-PROFIT: FREE ___

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

Floor based Banner: ________ OR Tabletop ________

Height (above table): _______

Hydro Required: ___________

Cheque Enclosed (if applicable): $ ______________

A confirmation will be sent before [Date] along with event agenda and brochures for distribution.

[Your logo here]

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