Host a Community COVID-19 Vaccination Event
The Minnesota Department of Health (MDH), local health departments, vaccine providers, and community partners are working together to provide local community vaccination opportunities. Community vaccination events bring vaccines to people who would otherwise have a hard time getting vaccinated.
The roles and responsibilities of community partners will depend on community need but may include the duties listed below.
Roles and responsibilities
There are many roles that you, as a partner organization, can play to make a community vaccination event a success. Below are some of those potential roles:
- Do outreach and community engagement to make sure people come to the vaccine event.
- Provide an indoor or outdoor space for giving vaccinations.
- Provide or arrange transportation to/from the event.
- Help people register for the event.
- Provide translation and interpretation for the event.
- Provide volunteers to help plan the event, set up the space, welcome people to the event, direct the flow of the event, and clean up after the event.
- Provide tables, chairs, signage, and/or internet connection for the event.
Step-by-step guide to promote your event
So, you are hosting a vaccination event. Thank you for doing your part to end this pandemic.
Letting people know about your vaccination event and getting them to come to it are important parts of holding the event. This guide may help you do both things. Remember and trust that you know your neighbors and community best; use this guide as you see fit to help reach them.
Make your plans final with local public health, the Minnesota Department of Health, or the vaccine provider you chose for the event. For example, know: the date, time and location; how people can register for it; the number and types of doses expected; etc. Then go to the next steps.
Think of ways to tell people about the event. Also, think about partners you can work with to reach all the people in your community. It may take many different ways and partners to reach everyone. You know the members of your community better than anyone. Pick what works best to spread news and information to them.
Ways to spread news:
- Mass email to community members
- Social media posts (paid and unpaid)
- Mail (postcards, flyers, letters)
- Phone calls and/or text messages to community members
- Posters placed around the community
- Inserts in bulletins, local newspapers, newsletters
- Interviews with local media
- Phone trees
Partners to help spread news and information:
- Your organization, groups within your organization, and trusted partners
- Trusted community members/leaders (think broadly!)
- Members of your organization connecting with their personal networks
- Vaccinated community members helping to reach others
- Elected officials with large networks who already have ways to share information
- Newspaper, radio, and television organizations
- Neighborhood groups
- Local chambers of commerce or Parent Teacher groups
Decide what words people in your community need to hear to get them in the door. Write and rewrite until you are happy with your messages. Think about asking doctors or other trusted people in the community if you may quote them as part of your message. Their words may help get people to listen and act.
Know who you want to reach and what you want to tell them before writing your messages. Say when and where the event is happening; how people can sign up and whether they can just show up; why they should come to the event; and whether they may bring a friend or family member with them to get vaccinated. Consider asking people to share vaccination information with a friend. Calls to action such as this can help turn possible participants into active supporters.
Share with partners what you need from them if they share your messages. Think about ways to tell if messages are working. Talk about how to handle questions and feedback from people. Consider putting one person in charge of answering any and all questions about the event to make sure everyone gets the same information.
Plans are done. Messages are ready. Now it is time to hit send. Make sure all your messengers understand what you expect from them.
Keep an eye on the response. Take time to see what is and is not working. For example, if you are using a registration link, are the slots filling up? What feedback are you getting from people and partners? Are you reaching all of your target audiences? If something is not what you expected, try to figure out why and fix it. Try other creative or hands-on ways to get people to your event.
Everyone who comes to your vaccination event has decided it is the right thing to do, for whatever reason. After getting vaccinated, these people can become trusted members of their community who can share their personal stories to inspire others to get vaccinated. You just have to ask them.
Decide what vaccinated people can do to help get more people in your community vaccinated. For example, maybe they can call or text three friends; share their experience on Facebook; send a tweet; write a letter to the editor, etc. Think about which options work best for your community. Then create materials asking vaccinated people to help and materials they can use to spread the word
Make sure everyone who gets vaccinated knows what side effects they may get. Be sure to print out sheets or make signs that tell people how they may feel for a few days after they get vaccinated.
- Getting vaccinated is safe and it works.
- Getting vaccinated protects you and your loved ones.
- Getting vaccinated lets us get back to the things we love and the people we miss.
- Getting vaccinated can end this pandemic (and restrictions).
- Our community; our chance to end this pandemic. Getting vaccinated gets us back to normal.
- Read a full list of COVID-19 Vaccine Key Messages (PDF).
Sample text to include with graphics
NO APPOINTMENT NEEDED: The [INSERT ORGANIZATION NAME] is offering walk-in COVID-19 vaccinations [DATE TIME]. All you gotta do is show up! [REGISTRATION LINK] #RollUpYourSleevesMN
ATTENTION: You can walk in and get a COVID-19 shot RIGHT NOW and through the end of Tuesday, May 4. Go to [INSERT ORG NAME AND LOCATION]. [REGISTRATION LINK] #RollUpYourSleevesMN
Get your COVID-19 vaccine at [INSERT ORG NAME AND LOCATION] TODAY! Walk in or click the following link to make an appointment ASAP: [REGISTRATION LINK] #RollUpYourSleevesMN
Let's get to 70%! [INSERT ORG NAME AND LOCATION] is hosting a COVID-19 vaccination pop-up at [insert time and day]. This is our chance to end the pandemic in our community. Walk in for an appointment or click the link to schedule [REGISTRATION LINK] #RollUpYourSleevesMN
Flyers and templates
- Host a Community Vaccination Event! (PDF)
- Host a Community Vaccination Event! in Amharic (PDF)
- Host a Community Vaccination Event! in Arabic (PDF)
- Host a Community Vaccination Event! in Chinese (PDF)
- Host a Community Vaccination Event! in French (PDF)
- Host a Community Vaccination Event! in Hmong (PDF)
- Host a Community Vaccination Event! in Karen (PDF)
- Host a Community Vaccination Event! in Lao (PDF)
- Host a Community Vaccination Event! in Oromo (PDF)
- Host a Community Vaccination Event! in Russian (PDF)
- Host a Community Vaccination Event! in Somali (PDF)
- Host a Community Vaccination Event! in Spanish (PDF)
- Host a Community Vaccination Event! in Vietnamese (PDF)
- Free COVID-19 Vaccine Clinic (PDF)
Fillable flyer with event details and considerations
- Get your COVID-19 vaccine. (PDF)
Fillable flyer with event date, time, and option to insert your organization logo
- Got Your Shot? Now Spread the Word! (PDF)
- Roll Up Your Sleeves, Minnesota (PDF)
- In-Person/Call Script Template for COVID-19 Vaccine Pop-Up (Word)
Template call script
- Email Template for COVID-19 Vaccine Pop-Up (Word)
Additional outreach ideas
- Mail postcards to residents.
- Offer vaccination information at community events (partner with health care providers).
- Social media campaign:
- Partner with key influencers on a coordinated social media effort.
- Paid social media.
- Provide vaccine encouragements at community centers/events; places of worship; retail centers; restaurants; and other places people gather.
- Partner with community organizations to staff phone banks and canvass neighborhoods.
- Partner with popular restaurants, eateries, or bars to offer free stuff or other incentives to get vaccinated.
- Encourage already vaccinated community members to be a vaccine advocate. Use the MDH resources to help you text, email, or call residents about coming to a vaccine event. Additional vaccine information handouts and fact sheets are also available.