Vaccination Clinic Toolkit

Vaccination providers handle all aspects of vaccine administration, from on-site set-up, clinical staffing, and other significant logistics, such as purchasing and administering vaccines, to the registration and documentation of vaccinations.

Vaccination providers in your area include:

• Local, county, or state health departments
• Pharmacies
• Community Health Centers
• Federally Qualified Health Centers (FQHC)
• Schools
• Doctors, Nurse Practitioners, Physician Assistants, hospitals, etc.
• Vaccines For Children (VFC) Providers

Contact the City Manager during the early stages of your planning process to determine if you need any permits before hosting your vaccination clinic.

Work with the vaccination provider you selected to choose a date, time, and location for your vaccination clinic. The vaccination provider or administrator you partner with will identify and assign the clinical roles and responsibilities. You can determine who among your organization will oversee the registration process for participants attending the clinic.

Other important considerations

Transportation

• Public transportation for participants attending the clinic

Logistics and facilities management:

• Building and bathroom access
• Physical space requirements
• Accommodations for those with disabilities
• Technology requirements

Community engagement and outreach:

• A designated area or person to address questions participants may have about other vaccines (HPV, meningitis, flu, etc.)
• Other community activities taken into consideration when scheduling

Operational efficiency:

• Extended hours for organization staff
• Clinic timing (e.g. weekend clinics for participants who cannot make it throughout the workweek)
• Security and participant navigation and management

You may choose to host your vaccination clinic at a community location where people can safely and efficiently gather like:

• Community recreation centers (YMCA, Boys & Girls Club, etc.)
• Community health centers or gyms • Schools
• Houses of worship
  • Note: Research before you reach out to a faith-based organization and get involved in helping with the clinic.
• Manufactured housing parks
• Minor or professional league sports events (Baseball, Football, etc.)
• Consider holding a mobile, a drive-through, or a drive-up clinic

Team up with the selected vaccination provider to create outreach materials for your community that describe the vaccination clinic.

1 – Reach out to Voices for Vaccines and Families Fighting Flu when promoting your clinic, for help with PR, marketing, and exposure

• Contact Voices for Vaccines
• Contact Families Fighting Flu

2 – Include information in your outreach materials such as:

• Which vaccine(s) will be offered, and why they are highly recommended
• Where and when the vaccine will be offered – Be flexible by offering walk-in or walk-up clinics
• If insurance is needed, which kind of insurance covers the vaccinations
• Whom they can contact if they have questions or concerns

Also, engage, inform, and encourage community members about the importance of vaccination across the lifespan through your organization’s typical communication channels, such as social media, email, text, or phone calls.

3 – Focus on community engagement and collaboration:

• Include community leaders, town managers, the mayor, school and faith leaders, and other important representatives in promoting and supporting the clinic to encourage as many people as possible to attend.
• Partner with health systems, other community-based organizations, and faithbased organizations ahead of time to help get the word out
• Work alongside members of the community to create materials and spread the word.
• Tailor materials toward your target audience (adults, kids, underserved populations, etc.) by collaborating with trusted messengers in the community you are serving.
  • Use pictures that are real-life instead of cartoons to provide an accurate representation of the diverse communities you intend to serve.
  • If you use a PSA or another form of promotion on social media or TV, use members of the communities you want to serve within these materials.
  • Have these trusted messengers present to support participants by walking them through the vaccination process and making sure they get information about the vaccines in a way that fits their culture and language.
• Have communications translated and available in relevant languages.

• Use YOUR voice as a leader in your community.
• Make sure you, the organization(s) you are partnering with, and other community-based organizations post about the clinic across social media platforms to have a greater reach.
• Ask your partner(s) to write articles or letters about the vaccination clinic in their newsletters or local newspapers.
• Highlight local personal stories that will emphasize the importance of vaccination and speak to a person’s emotions.

Check with your vaccine administrator that you have all of the forms needed such as:

Share your progress with other organizations and inspire them to replicate your successes in their communities.

• Post photos on social media.
  • Note: Ensure to have a photo release consent form printed out and onsite for both kids and adults present before posting any photos online.
• Email Voices for Vaccines and Families Fighting Flu at [email protected] with an update for us to share with our partners.
• Ask your partners to write articles or letters in their newsletters or local newspapers.
• Promote your successes to reporters and across social media.
• Consider creating a trackable social media hashtag for your clinic like #VaxClinic.

Share your progress with other organizations and inspire them to replicate your successes in their communities.

• Post photos on social media.
  • Note: Ensure to have a photo release consent form printed out and onsite for both kids and adults present before posting any photos online.
• Contact Voices for Vaccines and Families Fighting Flu with an update for us to share with our partners.
• Ask your partners to write articles or letters in their newsletters or local newspapers.
• Promote your successes to reporters and across social media.
• Consider creating a trackable social media hashtag for your clinic like #VaxClinic.