A step-by-step planning guide for a successful

child or elder care fair

Work and Family Program Center

Office of Workforce Relations

U.S. Office of Personnel Management
September 1997

Introduction

Dependent care fairs are an excellent cost ! Organize and plan the fair at least eight

effective way for agencies to provide their weeks prior to the actual date.

employees with information about child care,

parenting, elder care, aging issues, and ! Stay organized. 

community resources. A fair can put

employees with dependent care needs directly ! Use letters like the samples found in

in touch with appropriate services. Appendix C.

This guide is intended to make fair planning as ! Consider how long the event will last

easy and painless as possible. It provides step- (several hours or all day).

by-step directions and includes sample letters

and lists of child and elder care organizations to Should questions arise, contact the Work and

invite. Consult the lists of child and elder care Family Program Center (202) 606-5520 or

organizations found in appendices A and B. workandfamily@opm.gov for assistance.

Keep the following tips in mind when planning a Good luck and enjoy the fair!! 

fair:

! Obtain agency permission before

proceeding with any plans. 

! Determine if and when employees can take

work time to attend.

! Determine if the union should be consulted

or involved.
2

Goals of the Fair

Before planning a fair, consider the goals,

theme, and audience. Who is the audience? 

What information do they need? What topic(s)

is being addressed? Be precise in defining the

fair goals. For example, a child care fair can

cover an array of issues from parenting, afterschool care, and children’s health to the needs

of teenagers and college-age young adults. The

fair probably will not cover every facet of such

a broad topic. As the fair organizer, define the

topic whether it be narrow or broad in focus

and plan accordingly.

CHECKLIST

Fair goals, theme, and audience are identified. Yes [ ] No [ ] Pending [ ]

Fair theme is not too broad. Yes [ ] No [ ] Pending [ ]

Audience’s needs are considered in the planning. Yes [ ] No [ ] Pending [ ]

NOTES
3

Select a Fair Date 

and Time

When selecting a fair date and time, consider

the following: (1) Try to select a day in the

middle of the week. The best days to achieve

maximum employee attendance 

and vendor participation are Tuesday,

Wednesday, or Thursday since Mondays and

Fridays are popular days to schedule flex days

off and vacation time. (2) Avoid weeks

surrounding the holiday seasons such as

Christmas and Thanksgiving. (3) Select a date

that is amenable to the agency’s calendar of

events. (4) Check with the office responsible

for building services to determine open dates

and availability of space. Do not select a day

or week when another major agency event is

scheduled.

CHECKLIST

A day in the middle of the week is selected. Yes [ ] No [ ] Pending [ ]

Event is not scheduled around a major holiday. Yes [ ] No [ ] Pending [ ]

No other agency events are scheduled that day. Yes [ ] No [ ] Pending [ ]

The schedule request is approved by building services. Yes [ ] No [ ] Pending [ ]

NOTES
4

Secure Building

Space/Notify Building

Services

Contact building services (see sample letter on other fair details including parking for vendors,

page 40) to ascertain the amount and location unloading of vendor materials on the day of 

of floor space available for table set up. Ask to the fair, delivery of vendor tables, and request

use an area of the building where employee for vendor chairs if needed (see Appendix C).

traffic is heavy such as the lobby or near the

cafeteria. It is important to work closely with

building services in coordinating the event.

Usually, a building services office must attend

to safety and security matters for special

building events. Keep them well informed and

write down the name of the person responsible

for the arrangements. Potential conflicts and

problems can be avoided if you allow building

services to do their job.

Building services also should be notified of

CHECKLIST

The building space is approved by building services. Yes [ ] No [ ] Pending [ ]

Space is accessible to employees with special needs. Yes [ ] No [ ] Pending [ ]

A letter is sent to building services about the event. Yes [ ] No [ ] Pending [ ]

Building services are informed of any changes in the schedule. Yes [ ] No [ ] Pending [ ]

NOTES
5

Make Security

Arrangements

Notify security services in your building well in

advance of the event. You may be unaware of

security rules that might exist for special

building events. It is best to meet with security

personnel to determine their needs. Follow up

the meeting with a formal letter (see Appendix

C). Include specific details of the event (time,

date, building space to be used, etc.) as well as

security arrangements discuss at the meeting. 

For instance, special security arrangements may

be necessary to facilitate vendor movement in

and out of the building. If fair details change,

notify the security office.

CHECKLIST

Building security is notified of all fair plans. Yes [ ] No [ ] Pending [ ]

Meetings are held with building security Yes [ ] No [ ] Pending [ ]

to discuss their concerns.

Movement of vendors in and out of the building Yes [ ] No [ ] Pending [ ]

is addressed.

Building security continues to be informed Yes [ ] No [ ] Pending [ ]

of planning changes.

NOTES
6

Vendors to be Invited

You are now ready to assemble a list of For those organizations with local chapters,

potential vendor participants. The number invite representatives to attend your fair. If 

of organizations to invite depends upon the no local chapters exist, ask the organizations

vendor space available in your building and of interest to send copies of informative

the size and focus of the fair. Since some brochures, pamphlets, or books. You may be

organizations will decline, invite more agencies able to obtain bulk copies at a nominal cost or

than you expect will attend. no cost.

Consult the List of National Children’s Also, your vendor list should include local

Organizations (see Appendix A) or the List of organizations that provide child and elder care

National Aging Organizations (see Appendix services in your community. For instance,

B). These lists provide the names and hospitals and universities often provide

addresses of national organizations in the fields excellent information about children and the

of child and elder care. Most are located in elderly. These organizations usually are willing

Washington, DC; however, many to send representatives to a fair along with

national organizations have local chapters. written materials.

CHECKLIST

A list of organizations to invite to the fair is prepared. Yes [ ] No [ ] Pending [ ]

Fair themes are considered. Yes [ ] No [ ] Pending [ ]

The list of organizations includes national and local groups. Yes [ ] No [ ] Pending [ ]

The list includes extra organizations since some Yes [ ] No [ ] Pending [ ]

agencies will decline the invitation.

Available space for table set up is considered in Yes [ ] No [ ] Pending [ ]

constructing the list.

NOTES
7

Contact Vendors

Your next step is contacting organizations. A single phone call can help pinpoint the appropriate

organizational staff person responsible for community outreach and introduce your event to the

organization. Most organizations will request a formal written invitation explaining the purpose of the

fair and general logistical information such as time, date, and location. An organization will sometimes

provisionally accept or decline the invitation by phone. However, many agencies will need time to

check their schedules and staff work loads. Keep in mind that people and organizations are constantly

in flux. Nothing is ever definitive until the day of the fair. Remember, if an agency declines, invite them

to send materials instead.

CHECKLIST

All organizations are invited by phone. Yes [ ] No [ ] Pending [ ]

A formal written invitation is mailed to all Yes [ ] No [ ] Pending [ ]

interested parties.

Organizations that cannot attend are invited to Yes [ ] No [ ] Pending [ ] 

send materials.

NOTES
8

Formal Invitations

Send a letter of invitation and a form of engaging a fair representative for a one 

confirmation to interested vendors. day event can be difficult. Include an

Depending upon time constraints and invitation to send materials if an organization

personal preference, email, mail or fax cannot personally attend. Remember, 

the information. Following up the most organization want to participate some

phone call with a written invitation and a way. Make it easy for them to do so. Also

response form encourages organizations to consider giving vendors the option to share

address your request in a timely manner. table space. Some organizations may not

See Appendix C for a sample invitation have enough materials for an entire display.

letter and response form. 

In writing letters and forms, address any

Letters should include the following: (1) the individual circumstances associated with 

event name, date, time, and place; (2) the the event.

program objective and audience; (3) what

is expected of the vendor, e.g., distributing 

literature and answering participant questions; 

and (4) a return date for completion of the 

confirmation form.

CHECKLIST

A detailed letter and confirmation form are mailed Yes [ ] No [ ] Pending [ ]

to each organization.

Organizations are invited to send materials if they Yes [ ] No [ ] Pending [ ]

cannot personally attend.

The letter specifies a return date for the confirmation form. Yes [ ] No [ ] Pending [ ]

NOTES
9

Organize

Organization is essential for successful fair

planning. If working with 10+ vendors, it will

be difficult to remember pertinent information

about each one. Acceptances will be

staggered. Organizations will call with questions

or for assistance. Be prepared. As

acceptances are received,

keep careful track of the vendors and their

individual needs and concerns. A sample

tracking form is included in Appendix C which

helps to record important information on the

invited organizations. Include the contact

person’s name; organizational email address,

fax and phone number; a vendor’s desire to

share a table or only send materials; the date,

time, method, and delivery of materials; and

any special requests.

Organize Organize

Organize

Organize Organize

CHECKLIST

A tracking form is used to record important information Yes [ ] No [ ] Pending [ ]

about the vendors.

NOTES
10

Vendor Floor Plan

Construct a floor plan for placement of 

vendor tables. Once you know where the

tables will be set up, decide where each 

vendor will be placed. Remember to consider ALZHEIMER’S ASSOCIATION

vendors who have requested shared table 

space. Place tables with only literature HOSPICE CHILD CARE AWARE

(no agency representatives) in the least 

desirable space. To generate maximum INFORMATION TABLE

communication among vendors and 

participants, vendor representatives HEAD START DELTA SOCIETY

should be placed at tables where they

are clearly visible to attendees. CHILDREN’S BOYS

FOUNDATION CLUB

It is not necessary to make the floor plan 

available to the vendors or fair attendees.

Unless there is a large number of vendors, 

fair participants can easily find information

by simply visiting each table. The fair staff

can direct vendors to their assigned tables 

when they arrive.

CHECKLIST

A floor plan is constructed, placing each Yes [ ] No [ ] Pending [ ]

organization at a particular table.

The floor plan includes organizations that are Yes [ ] No [ ] Pending [ ]

sharing table space and sets aside tables for agencies

who are sending materials.

NOTES
11

Arrange for Vendor Delivery and

Vendor Tables Arrival Instructions

Order vendor tables and skirts from a Vendors should have the following,

contractor or from your agency. Consider information at least three weeks prior

the table size that the floor space can handle to the event: arrival time of the event,

space can handle. Try to place an order at delivery options, and building security

least six weeks before the fair. Because you procedures. If options for delivery

may not know the precise number of vendors of materials are available, ask for a

who will attend, estimate the number of response no later than three days 

tables needed. Develop delivery procedures prior to the event (see Appendix C).

that include: who will accept the materials;

where the materials will be delivered; whom 

to call to verify delivery; how to label the 

materials; and the earliest/latest times that

materials can be accepted.

CHECKLIST

Tables and skirts are ordered from a Yes [ ] No [ ] Pending [ ]

contractor or my agency.

Each vendor is provided with logistical instruction. Yes [ ] No [ ] Pending [ ]

A record of preferred delivery method and arrival time Yes [ ] No [ ] Pending [ ]

for each vendor is kept.

NOTES
12

Advertise

Begin advertising the fair at 

least six weeks prior to the event.

Contact your agency communications

or public affairs office for assistance.

Use all available means of employee 

communication in your agency such as:

! Employee Letter (circulate two

weeks prior),

! Agency Newsletter,

! Internal Electronic Bulletin Board

or email system,

! Agency Video Information System,

! Posters (display two weeks prior in

heavy traffic areas such as lobbies,

elevators, and cafeteria), and/or

! Flyers (display two weeks prior on 

employee bulletin boards, 

in the cafeteria, etc.)

CHECKLIST

The office of communications or public relations is Yes [ ] No [ ] Pending [ ]

contacted to advertise the event.

Posters and flyers are displayed/handed out. Yes [ ] No [ ] Pending [ ]

All forms of communication are being utilized, including Yes [ ] No [ ] Pending [ ]

internal televisions, computer mail systems, and

agency newsletters.

NOTES
13

Vendor Signs

Make vendor signs for the tables.

Vendor Directory

Develop a booklet of participating vendors to

be distributed to fair attendees. The booklet

should include address, phone number,

website, and organizational description of each

vendor, including those that only sent materials. 

This information should be taken from the

completed vendor confirmation forms.

HOSPICE

HOME 

CARE

CHECKLIST

Organizational signs are made for each vendor attending. Yes [ ] No [ ] Pending [ ]

A vendor booklet is written, providing important Yes [ ] No [ ] Pending [ ]

information on each vendor including name, address, 

phone number, website, and organizational description.

Booklets are displayed for fair participants. Yes [ ] No [ ] Pending [ ]

NOTES
14

Volunteers

Have volunteers available for assisting with 

“day before” and “day of ” tasks. Such as: 

! arranging materials on tables that will not be

staffed by a vendor representative;

! assisting vendors with the unloading

of materials;

! directing vendors to their tables;

! familiarizing vendors with building logistics,

such as the location of the cafeteria,

bathrooms, and/or snack machines;

! addressing vendors’ individual needs

(supplying stationary items, etc.);

! staffing an information table to answer

general attendee questions;

! distributing vendor directories

and complimentary materials to attendees;

and

! general trouble shooting during the course

of the event.

CHECKLIST

Volunteers agree to assist with “day before” and Yes [ ] No [ ] Pending [ ]

“day of” tasks.

An information table is included in the floor plan. Yes [ ] No [ ] Pending [ ]

NOTES
15

Table Set Up

The tables should be delivered and set up The

tables should be delivered and set up according

to the floor plan on the day before the event. 

Place any vendor materials already received

under the appropriate table. Do not place

literature on the tables until the event day. 

Fasten signs to the tables. Any decorative

materials like balloons should be ordered two

weeks before the event. If you have decided to

supply participants with complimentary carry

bags, place a handful at each table. 

Participants often will ask vendors for a bag to

carry their materials in.

Thank You Notes

Write thank you notes to each vendor and

internal personnel who assisted in the event

planning, i.e., security, building services (see

Appendix C).

CHECKLIST

A layout of tables is designed. Yes [ ] No [ ] Pending [ ]

Literature is placed under the tables Yes [ ] No [ ] Pending [ ]

before the day of the fair.

Table signs are fastened to Yes [ ] No [ ] Pending [ ]

appropriate tables.

Vendors bags are placed on each table. Yes [ ] No [ ] Pending [ ]

Thank you notes are sent to vendors Yes [ ] No [ ] Pending [ ]

 and support staff.

NOTES

 
16

APPENDIX A

A List of

National

Children’s

Organizations
17

Introduction

The organizations included in Appendix society about child-related issues, however,

A provide services and information on a wide reproduction of printed materials is costly and

variety of child-related topics including finding organizations often must charge nominal fees

quality child care, children’s health issues, for bulk orders. Request only the number of

support groups, latch key kids, community copies needed. If availability is limited or the

assistance, college preparation, Head Start, cost is prohibitive, ask the organization if 

and parenting a child with a disability. Try to photocopying the publication for distribution is

offer the employees information on a broad permitted.

representation of the child care and parenting

fields. The last section of this appendix lists types of

Many of the national organizations have local with children’s issues. Invite other organizations

chapters located throughout the such as hospitals, universities, and libraries. 

United States and may agree to send a They often will send representatives and can

representative to the fair. Nationally based provide fair participants with a wealth of

organizations should be contacted for materials. information on community child care services.

Check the organizational descriptions for titles

of some available publications. Should questions in regard to your fair planning

Availability and cost of materials will vary. Center staff at (202) 606-5520 or

Most of these organizations strive to educate workandfamily@opm.gov. 

locally based organizations that deal specifically

arise, contact the Work and Family Program
*Local Chapters 18

NATIONAL ORGANIZATIONS

Children’s Issues

AMERICAN CAMPING ASSOCIATION

5000 State Roads 67 North BANK STREET COLLEGE OF

Martinsville, IN 46151-7902 EDUCATION

(765) 342-8456 Work and Family Life Studies

Offers guidance in selecting a summer camp for New York, NY 10025

children. (212) 875-4467

*AMERICAN RED CROSS Conducts research on work and family issues,

8111 Gatehouse Rd. advises corporations, and conducts parenting

Fall Church, VA 22042 workshops. Publishes a newsletter.

(703) 737-8300

Offers seven child care education programs, AMERICA

including preventing childhood injuries, caring for 230 N. 13th Street

ill children, and infant and child first aid. Philadelphia, PA 19107

ASSOCIATION OF JUNIOR LEAGUES

660 1st Avenue Offers children of single parents a positive role

New York, NY 10016 model by pairing children with a same sex

(212) 683-1515 volunteer “big brother or sister” from the

Volunteer organization operating youth programs

at home and abroad including parenting seminars, *BOY SCOUTS OF AMERICA, INC.

middle school improvement, and youth 1325 W. Walnut Hill Lane

leadership P.O. Box 152079

training. Irving, TX 75015

AU PAIR IN AMERICA

102 Greenwich Avenue Offers educational programs for boys and young

Greenwich, CT 06830 men in order to develop character, citizenship,

(203) 863-6127 and mental and physical fitness.

Toll Free (800) 727-2437 

Ext. 6127/6053 *BOYS & GIRLS CLUBS OF AMERICA

Matches young foreign “au pairs” with American New York, NY 10017

parents seeking in-house child care. (212) 351-5480

610 West 112th Street

*BIG BROTHERS/BIG SISTERS OF

(215) 567-7000

community.

(972) 580-2000

3 West 35th Street, 9th Floor
*Local Chapters 19

Promotes health, social, and educational Provides information about child care issues.

development for 1,100 youth clubs 

nationwide. THE CHILDREN’S FOUNDATION

*BOYS AND GIRLS CAMP FIRE, INC. Suite 505

4601 Madison Avenue Washington, DC 20005-2109

Kansas City, MO 64112 (202) 347-3300

(816) 756-1950

Teaches boys and girls up to 21 years old quality child care.

responsibility and creativity, decision-making

skills, and how to develop a positive self-image. DEPARTMENT OF EDUCATION

CATALYST and Improvement

250 Park Avenue South 555 New Jersey Avenue, NW

New York, NY 10003 Washington, DC 20208-5570

(212) 777-8900 (202) 219-1558

Issues publications, technical assistance, and Publishes information on child development

research on work and family issues. including ten “Help Your Child” brochures.

CHILD CARE ACTION CAMPAIGN DEPARTMENT OF HEALTH AND HUMAN

330 7th Avenue, 17th Floor SERVICES

New York, NY 10001 Office of Child Support Enforcement

(212) 239-0138 370 L’Enfant Promenade, SW

Develops quality, affordable child care in the (202) 401-9373

United States. Offers publications, newsletter,

and media kit. Helps States develop, manage, and 

CHILD CARE AWARE programs effectively. Issues publications.

2116 Campus Dr., SE

Rochester, MN 55904 DEPARTMENT OF HEALTH AND HUMAN

Toll Free (800) 424-2246 SERVICES

Refers parents to local child care referral Administration for Children, Youth,

agencies and educates parents about quality child and Families

care. 330 C St., SW

CHILD WELFARE LEAGUE OF AMERICA (202) 205-8572

440 First Street, NW

Washington, DC 20001-2085 Provides early childhood education to low-

(202) 638-2952 income preschool children.

725 15th Street, NW

Works to increase the availability of affordable

Office of Educational Research 

Washington, DC 20447

operate their child support enforcement

Project Head Start

Washington, DC 20201
*Local Chapters 20

EDUCATIONAL RESOURCES NATIONAL ASSOCIATION FOR THE

INFORMATION CENTER (ERIC) EDUCATION OF YOUNG CHILDREN

Clearinghouse on Elementary and Early (National Academy of Early Childhood

Childhood Education Programs)

9 Children Research Center 1509 16th Street, NW

51 Gerty Drive Washington, DC 20036

Champaign, IL 61820 (202) 232-8777

(217) 333-1386

A national information system which provides

users with ready access to an extensive body of NATIONAL BLACK CHILD

education-related literature. Provides users with DEVELOPMENT INSTITUTE

a variety of reports of interest to parents. 1023 15th Street, NW

GENERAL SERVICES ADMINISTRATION Washington, DC 20005

18th and F Streets, NW (202) 387-1281

Room 6119

Washington, DC 20405 Works to improve the quality of life of black

(202) 501-3965 children and youth.

Provides assistance to help agencies establish NATIONAL CENTER FOR MISSING AND

Federal child care centers in General Services EXPLOITED CHILDREN

Administration controlled space. Missing Children’s Division

INTERNAL REVENUE SERVICE Arlington, VA 22201

1111 Constitution Avenue, NW (703) 235-3900

Washington, DC 20224 Toll Free (800) 843-5678

Toll Free numbers are listed in your local phone

directory. Assists in locating and returning missing children.

Provides free brochures about taxes and child NATIONAL COUNCIL FOR ADOPTION

care. 1930 17th Street, NW

NATIONAL ADOPTION CENTER (202) 328-1200

1500 Walnut Street, Suite 701

Philadelphia, PA 19102 Represents volunteer agencies, adoptive parents,

(215) 735-9988 adoptees, and birth parents.

Develops publications, research, and education

to affect public policy on adoption. Publishes

monthly newsletter.

Licenses and accredits child care centers.

Suite 600

2101 Wilson Boulevard, Suite 550

Washington, DC 20009
*Local Chapters 21

NATIONAL COMMITTEE FOR OFFICE OF PERSONNEL MANAGEMENT

PREVENTION OF CHILD ABUSE Work and Family Program Center, Rm. 7316

332 South Michigan Avenue 1900 E Street, NW

Suite 1600 Washington, DC 20415

Chicago, IL 60604 (202) 606-5520

(312) 663-3520

Toll Free (800) 835-2671 Provides technical assistance to Federal agencies

Stimulates a greater public awareness of the

incidence, origins, nature, and effects of child PARENTING PRESS

abuse. P.O. Box 80387

NATIONAL EDUCATION ASSOCIATION (206) 364-2900

1201 16th Street, NW

Washington, DC 20036 Provides practical publications for parents.

(202) 822-7910

Provides a forum for organizations and unions of 401 N. Michigan Avenue

elementary and secondary school teachers, Chicago, IL 60611

college professors, counselors, and principals. (312) 644-6610

HANSEL HEAD START

1820 South Michigan Local chapters offer single parents educational

South Bend, IN 46613 programs, parent support groups, social

(219) 234-2150 activities, and family programs.

Upgrades the quality and quantity of Head Start *STEP FAMILY ASSOCIATION OF

Programs. AMERICA

NATIONAL INFORMATION CENTER FOR Lincoln, NE 68508

CHILDREN & YOUTH WITH (402) 477-7837

DISABILITIES Toll Free (800) 735-0329

P.O. Box 1492

Washington, DC 20013-1492 A national self-help organization provides

(202) 884-8200 support for couples with children from a previous

Helps parents of children with special needs find groups.

child care. Provides “State Resource Sheet” of

information at the State level.

on work and family programs.

Seattle, WA 98108

*PARENTS WITHOUT PARTNERS

Toll Free (800) 637-7974

650 J Street, Suite 205

marriage. Local chapters sponsor support
*Local Chapters 22

SUMMER SOLUTIONS

Advisors on Camps & Trips

P.O. Box 9441

McLean, VA 22102

(703) 569-2616

Toll Free (800) 729-7295 (7090)

Matches children with an appropriate summer

camp. This referral service is free of charge and

can assist parents nationwide.

*YOUNG MEN’S CHRISTIAN 

ASSOCIATION OF THE UNITED STATES

(YMCA)

101 North Wacker Drive

Chicago, IL 60606

(312) 977-0031

A volunteer movement which develops youth

leadership and promotes youth activities.

*YOUNG WOMEN’S CHRISTIAN 

ASSOCIATION OF THE UNITED STATES

OF AMERICA (YWCA)

726 Broadway

New York, NY 10003

(212) 614-2700

See YMCA description above.
23

Local Organizations

& Agencies

There are many local organizations and resources which provide services, information, and/or special

programs to children. Consult the local yellow pages to obtain telephone numbers for the types of

organizations listed.

‚ Boy Scouts

‚ Girl Scouts

‚ Child Psychologists

‚ Churches and Synagogues

‚ Colleges and Universities

‚ Local and State Government Human Services Office

‚ Day Care Centers

‚ Family Social Workers

‚ Health and Fitness Experts

‚ Hospitals

‚ Libraries

‚ Nutritionists

‚ Pediatricians

‚ Summer Camp Organizations
24

APPENDIX B

A List of

National

Aging

Organizations
25

Introduction

The organizations included in Appendix B nominal fees for bulk orders. Request only

provide services and information on a wide request the number of copies needed. If

variety of aging topics including health issues, availability is limited or the cost is prohibitive, ask

support groups, community assistance, hospice the organization if photocopying the publication

care, housing, home care, and volunteerism. Try for distribution is permitted.

to offer the employees a broad representation of

aging issues. The last section of this appendix lists 

Many of the national organizations have local deal specifically with aging issues. Also, consider

chapters located throughout the United States organizations such as hospitals, nursing homes,

which may agree to send a representative to your and libraries. They often 

fair. Nationally based organizations should be will send representatives and can provide

contacted for materials. Check the fair participants with a wealth of information on

organizational descriptions for titles of some elder care services.

available publications.

Availability and cost of materials will vary. Keep planning arise, contact the Work and 

in mind that most of these organizations strive to Family Program staff at (202) 606-5520 

educate society about the aging field. However, or workandfamily@opm.gov.

reproduction of printed materials is costly. 

Organizations often must charge

types of locally based organizations that

If any questions in regard to the fair 
* Local Chapters 26

NATIONAL ORGANIZATIONS

Aging Issues

THE CORPORATION FOR THE hotline provides information about Alzheimer’s

NATIONAL SERVICE disease and links families with nearby chapters

1201 New York Ave., NW which are familiar with community resources.

Washington, DC 20525

(202) 606-5000 ALZHEIMER’S DISEASE EDUCATION &

Toll Free (800) 942-2677 REFERRAL CENTER

(Volunteers in Service to America) P.O. Box 8250

An agency of the Federal Government that (301) 495-3311

sponsors a number of volunteer programs Information Service:

conducted by older adults, including the Foster Toll Free (800) 438-4380

Grandparent and Retired Senior Volunteer

Programs. Free publications are available on A service of the National Institute on Aging that

various volunteer programs. distributes information about Alzheimer’s disease

AGING NETWORK SERVICES (ANS) and the general public. The Center will provide

4400 East-West Highway information about the diagnosis and treatment of

Suite 907 Alzheimer’s disease, research, and services

Bethesda, MD 20814 available to patients and family members.

(301) 657-4329

A nationwide, for-profit network of private- OPHTHALMOLOGY

practice geriatric social workers who serve as P.O. Box 7424

care managers for older parents who live apart San Francisco, CA 94120-7424

from their children. Information is available on (415) 561-8500

ANS programs and long-distance care giving. National Eye Care Project

*ALZHEIMER’S ASSOCIATION

919 North Michigan Avenue, Suite 1000 A professional group of doctors who specialize

Chicago, IL 60611 in diagnosing and treating eye disease. The toll

(312) 335-8700 free National Eye Care Project Helpline puts

Information & Referral: eligible callers in touch with a local

Toll Free (800) 272-3900 ophthalmologist who has volunteered to provide

A volunteer organization that sponsors public Must meet eligibility requirements. Provides

education programs and offers supportive information on the prevention and treatment of

services to patients and families who are coping eye problems and the role of ophthalmologists in

with Alzheimer’s disease. A 24-hour, toll free providing

Silver Spring, MD 209078250

to health professionals, patients and their families,

AMERICAN ACADEMY OF

Hotline: Toll Free (800) 222-3937

medical eye care at no out-of-pocket expense.
* Local Chapters 27

eye care to the general public. serve their constituencies. Free information on

AMERICAN ACADEMY OF available to the public.

ORTHOPEDIC SURGEONS

6300 North River Road *AMERICAN ASSOCIATION OF

Rosemont, IL 60018 RETIRED PERSONS (AARP)

(847) 823-7186 601 E Street, NW

A professional organization of doctors who (202) 434-2277

specialize in treating the musculoskeletal

system. Provides information about advances in A nonprofit organization dedicated to

implanting artificial joints, preventing helping older Americans achieve lives of

osteoporosis, and relieving pain caused by independence, dignity, and purpose. Local

bursitis and arthritis. Educational materials are chapters, which are listed in the telephone

available upon request. directory, sponsor educational programs on

AMERICAN ASSOCIATION FOR driving, and income tax preparation. Publications

GERIATRIC PSYCHIATRY (AAGP) are available on housing, health, exercise,

P.O. Box 376-A retirement planning, money management, and a

Greenbelt, MD 20768 number of other topics. Agencies can place bulk

(301) 220-2580 orders for many AARP publications at minimal

 cost.

A professional organization of psychiatrists who

have a special interest in the mental health care of AMERICAN BAR ASSOCIATION

older people. The Association assists in locating COMMISSION ON THE LEGAL

geriatric psychiatrists. Agencies can request PROBLEMS OF THE ELDERLY

copies of the AAGP Membership Directory - a Second Floor, South Lobby

national listing of geriatric psychiatrists who are 740 15th Street, NW

members of the AAGP. Suite 900

AMERICAN ASSOCIATION OF HOMES (202) 662-1000

FOR THE AGING (AAHA)

Suite 500 A program of the American Bar Association that

901 E Street, NW analyzes and responds to the legal needs of older

Washington, DC 20004-2011 people in the United States. The Commission

(202) 783-2242 distributes information on legal issues of primary

This national association of nonprofit

organizations provides quality housing,

health, community, and related services to older

people. AAHA’s mission is to represent and

promote common interests of its members

through leadership, advocacy, education, and

other services in order to enhance members to

long-term care and housing for older people is

Washington, DC 20049

crime prevention, consumer protection, defensive

Washington, DC 20005-1022

concern to older Americans.
* Local Chapters 28

*AMERICAN CANCER SOCIETY (ACS) the well-being of people with diabetes and their

2200 Lake Blvd. families. Local ADA chapters offer older

Atlanta, GA 30319 patients and family members information,

(404) 320-3333 educational materials, support, and referrals to

Information Service: appropriate community agencies and services. 

Toll Free (800) 227-2345 Pamphlets available include: Diabetes in the

A national, voluntary health organization Other Diabetes, and the Family Cookbook.

dedicated to eliminating cancer as a major health

problem by preventing cancer, saving lives from THE AMERICAN DIETETIC

cancer, and diminishing suffering from this ASSOCIATION 

disease, through research, education, and 216 West Jackson Boulevard

service. Local ACS units sponsor a wide range Suite 800

of services for cancer patients and their families Chicago, IL 60606

and are listed in the telephone directory. The (312) 899-0040

ACS offers free publications on specific types of

cancer, as well as general information about A professional society of dietitians who

cancer prevention, detection, and treatment. work in health care settings. A professional

Contact the national office or the unit in your practice group made up of dietitians who work in

area. Area Agencies on Aging, meals-on-wheels

AMERICAN COUNCIL OF THE BLIND care facilities, focuses on the special nutritional

1155 15th Street, NW, Suite 720 needs of older people. Individuals can call the

Washington, DC 20005 Association to locate

(202) 467-5081 a registered dietitian in their community.

Information & Referral Service: Publications available include: Staying Healthy--

Toll Free (800) 424-8666 A Guide for Elder Americans and Eat

Seeks to improve the living conditions of people the Mature Adult.

who are blind and those with visual

impairments. A toll free information service AMERICAN FOUNDATION FOR

(open weekdays 3:30 p.m. to 5:30 p.m. eastern THE BLIND

time) distributes a variety of free educational 11 Penn Plaza

materials. New York, NY 10001

*AMERICAN DIABETES ASSOCIATION Toll Free (800) 232-5463

(ADA)

1660 Duke Street A national, nonprofit organization that

Alexandria, VA 22314 advocates, develops, and provides programs and

Information Service: services to help people who are blind and have

Toll Free (800) 232-3472 visual impairments achieve independence in all

A voluntary organization that supports research information on visual impairment and blindness

to find a cure for diabetes and seeks to improve and answers questions about the services and

Family, Older Adults--Diabetes and You, The

programs, home health agencies, and other health

Healthy, and Stay Fit: Tips on Nutrition for

Information Hotline: 

sectors of society. A toll free hotline offers
* Local Chapters 29

products of the Foundation. Pamphlets available An organization of professionals who help

include: Aging and Vision; Cataracts and people with functional problems caused by

Their Treatment; Diabetes, Vision illness, or other disability. Occupational therapists

Impairment, and Blindness; and Living With help patients maintain, increase, or restore their

Glaucoma. ability to perform daily living skills. Publications

AMERICAN HEALTH CARE

ASSOCIATION (AHCA)

1201 L Street, NW

Washington, DC 20005 AMERICAN OPTOMETRIC

(202) 842-4444 ASSOCIATION

A professional organization that represents the St. Louis, MO 63141

interests of licensed nursing homes and long-term (314) 991-4100

care facilities. AHAC will provide

educational materials on long-term care to A professional organization of optometrists which

consumers. Publications on guardianship, provides free information to the public about

choosing a nursing home, financing long-term vision and eye care, including Driving Tips for

care, and long-term care services are available to Older Adults and Your Vision: The Second 50

the public. Years.

*AMERICAN HEART ASSOCIATION *AMERICAN PARKINSON’S DISEASE

7272 Greenville Avenue ASSOCIATION

Dallas, TX 75231 Suite-4B

(214) 373-6300 1250 Hylan Blvd.

A voluntary health organization that funds (718) 98(800) 1

research and sponsors public education Information Hotline: 

programs to reduce disability and death from Toll Free (800) 223-2732

cardiovascular diseases and stroke. Local Heart

Associations can provide a number of pamphlets A voluntary organization that funds research to

to consumers on various aging topics including: find a cure for Parkinson’s disease, educates the

Recovering From a Stroke, An Older Person’s public about this illness, and offers assistance to

Guide to Cardiovascular Health, and patients and their families. Patient education

Medicine Cabinet Warning Sign stickers. materials are available on Parkinson’s disease,

AMERICAN OCCUPATIONAL THERAPY living.

ASSOCIATION, INC.

P.O. Box 31220 AMERICAN PSYCHOLOGICAL

4720 Montgomery Lane ASSOCIATION (APA)

Bethesda, MD 20824-1220 750 First Street, NE

(301) 652-2682 Washington, DC 20002-4242

and posters are available to health professionals

and the public.

243 North Lindbergh Boulevard

Staten Island, NY 10305

speech therapy, exercise, and aids for daily

(202) 336-5500
* Local Chapters 30

A professional society of psychologists who

counsel individuals with mental, emotional, or *AMERICAN RED CROSS

behavioral problems. Brochures about mental 430 17th St., NW

health are available to the public. Contact your Washington, DC 20006

State APA chapter or the national office. (202) 737-8300

Offers health education programs, health and

blood services, and disaster relief. Local Red

Cross chapters offer programs and pamphlets

that are of special interest to older people. Local

chapters are listed in the telephone directory.

AMERICAN SOCIETY OF INTERNAL

MEDICINE

2011 Pennsylvania Avenue, NW.

Suite 800

Washington, DC 20006

(202) 835-2746

A professional organization of internists who

specialize in diagnosing and treating adult

diseases. Free materials include: Medicare:

What I Will and Will Not Pay For, Choosing a

Nursing Home, and Staying Healthy as You

Get Older.

AMERICAN SPEECH-LANGUAGEHEARING ASSOCIATION

10801 Rockville Pike

Rockville, MD 20852

(301) 897-8682

Helpline: Toll Free (800) 638-8255

A professional society that supports the study of

communication and funds research to improve

the treatment of communication disorders. The

Helpline answers questions from the public about

communication disorders and offers names of

certified audiologists and speech pathologists. 

Fact sheets are available on the diagnosis,

treatment, and rehabilitation of speech, language,

and hearing disorders.

*ARTHRITIS FOUNDATION
* Local Chapters 31

1330 West Peachtree St. Albany, NY 12208-3695

Atlanta, GA 30309 (518) 465-6927

(404) 872-7100

Information Service: A nonprofit organization that promotes research

Toll Free (800) 283-7800 and training in the field of aging. Materials on

A nonprofit, voluntary organization that to the public.

supports research to find a cure for and ways to

prevent all forms of arthritis and distributes CENTER FOR THE STUDY OF

information to the public about arthritis and PHARMACY & THERAPEUTICS FOR

rheumatic diseases. Local chapters provide THE ELDERLY

general information and referral services to University of Maryland

people with arthritis, their families, and the School of Pharmacy

general public. More than 100 brochures, 20 North Pine Street

booklets, videotapes, and other resources are Baltimore, MD 21201-1180

available free or at minimal cost. (410) 328-3011

*CATHOLIC CHARITIES Encourages rational, safe, and effective use of

1731 King Street medication by older adults. Produces a variety

Suite 200 of printed materials appropriate for professionals

Alexandria, VA 22314 and consumers, including the Caregiver’s Guide

(703) 549-1390 to Medication Management.

A social service organization that offers *CHILDREN OF AGING PARENTS (CAPS)

assistance to people of all ages. Extensive 1609 Woodbourne Road, Suite 302-A

services are provided to older people. Each Levittown, PA 19057

Catholic Diocese oversees local Catholic (215) 945-6900

Charities program.

*CATHOLIC GOLDEN AGE provides information and emotional support to

430 Pennsylvania Avenue caregivers of older persons. CAPS serves as a

Scranton, PA 18503 national clearinghouse for information on

(717) 342-3294 resources and issues dealing with older people.

Information Service: Materials are available on starting a self-help

Toll Free (800) 233-4697 group.

Sponsors charitable work and offers religious CONSUMER INFORMATION CENTER

worship opportunities for older people. Local P.O. Box 100

chapters plan a wide range of activities for Pueblo, CO 81009

members including disease prevention and health (719) 948-4000

promotion programs.

CENTER FOR THE STUDY OF AGING Administration that helps Federal Government

706 Madison Avenue agencies promote and distribute useful

aging, health, fitness, and wellness are available

A nonprofit, membership organization that

A program of the General Services
* Local Chapters 32

information to the general public including programs. Local chapters recruit and train

publications on aging. The Consumer volunteers to participate in animal visitation

Information Catalog is available upon request. programs in local institutions.

CONSUMER PRODUCT SAFETY FOUNDATION FOR HOSPICE &

COMMISSION (CPSC) HOMECARE

Office of Information and Public Affairs 228 7th Street, SE

4330 East West Hwy. Washington, DC 20003

Bethesda, MD 20814-5000 (202) 547-6586

(301) 504-0580

Consumer Product Safety Hotline: Promotes hospice and home care,

Toll Free (800) 638-2772 establishes responsible standards of 

Develops safety standards to protect the proper preparation of caregivers, 

the public against injury from consumer products, educates the public, and conducts 

helps consumers evaluate product safety, and research on aging, health, and social 

promotes research into the causes and policies. Consumer guides available

prevention of product-related injury. Limited include: All About Homecare and All

quantities of Home Safety Checklist for Older About Hospice: A Consumer’s Guide.

Consumers are distributed free by the CPSC.

*COURAGE STROKE NETWORK ADMINISTRATION

Courage Center 7500 Security Boulevard

3915 Golden Valley Road Baltimore, MD 21244

Golden Valley, MN 55422 (410) 786-3000

(612) 588-0811 Medigap Hotline:

Information Service: Toll Free (800) 638-6833

Toll Free (800) 553-6321

Links stroke survivors, their family members, participation in Medicare and Medicaid.

and the professionals who serve them by The Medigap Hotline answers questions

providing a forum for sharing knowledge and about Medigap insurance, health insurance

experiences related to living with a stroke. The to supplement medicare. The Medigap booklet

Network offers referrals to stroke support is available from the Hotline.

groups.

*DELTA SOCIETY AMERICA

289 Perimeter Rd. East National Insurance Consumer Helpline:

Renton, WA 98055-1329 Toll Free (800) 942-4242

(206) 226-7357

A nonprofit, membership organization that aspects of health and disability insurance

promotes positive human-animal interactions including Medicare supplements and long-term

and the benefits of animal-assisted therapy care insurance. Single copies of the following

care, develops programs that ensure

HEALTH CARE FINANCING

Coordinates the Federal Government’s

HEALTH INSURANCE ASSOCIATION OF

Offers information to the public about all
* Local Chapters 33

publications are free: A Consumer’s Guide to Over Sixty poster, Health Protector booklet,

Consumer’s Guide to Long-Term Care and exercise instructions.

Insurance and A Consumer’s Guide to

Medicare Supplemental Insurance. NATIONAL CANCER INSTITUTE (NCI)

*MAKE TODAY COUNT Building 31, Room 10A16

P.O. Box 6063 9000 Rockville Pike

Kansas City, MO 66106-0063 Bethesda, MD 20892

(913) 362-2866 (301) 496-5583

A nonprofit, self-help organization that provides Toll Free (800) 4-CANCER

emotional support to patients with life-threatening

illnesses and their families. The Federal Government’s principal

Chapters are located throughout the United agency for funding cancer research and

States. for distributing information about cancer

MEDIC ALERT FOUNDATION One of NCI’s top priorities is cancer in 

P.O. Box 1009 older Americans. The toll free Cancer

Turlock, CA 95381 Information Service (CIS) can provide

(209) 668-3333 up-to-date information about cancer and cancerInformation Service: related resources in local areas.

Toll Free (800) ID-ALERT CIS offers a variety of publications on

A worldwide, nonprofit organization dedicated to diagnosis, treatment, and survivorship.

providing personal medical information to protect

and save lives. Emergency medical identification NATIONAL COUNCIL ON THE AGING

systems available include ID bracelets and 409 Third Street SW, Suite 200

necklaces, wallet cards, and a 24-hour Washington, DC 20024

answering service. Display materials and posters (202) 479-1200

are available upon request.

NATIONAL ASSOCIATION FOR HUMAN professionals and volunteers. It serves as a

DEVELOPMENT national resource for information, technical

1424 16th Street NW assistance, training, and research relating to the

Suite 102 field of aging. Brochures and publications on

Washington, DC 20036 aging topics are available.

(202) 328-2191

A private organization that develops health Information Office

education materials for national, State, and local Building 31, Room 6A32

groups that work to maintain and improve the Bethesda, MD 20892

physical, mental, and social well-being of older (301) 496-5248

people. The Association distributes Active 

People Over Sixty, Join the Active People The Federal Government’s principal agency for

Office of Cancer Communications

Cancer Information Service: 

to health professionals and the public.

cancer prevention, early detection,

A nonprofit, membership organization for

NATIONAL EYE INSTITUTE
* Local Chapters 34

funding eye research and distributing processes and the diseases and special problems

information on the causes, prevention, diagnosis, of older people. Free publications are available

and treatment of eye disorders. Free brochures on a variety of aging topics and include: Age

are available on cataracts, glaucoma, age-related Pages (fact sheets on topics of concern to older

macular degeneration, and diabetic retinopathy. people), What is your Aging IQ?, and Who?

NATIONAL HOSPICE ORGANIZATION Health and Aging.

1901 North Moore Street

Suite 901 *NATIONAL MEALS ON WHEELS

Arlington, VA 22209 FOUNDATION

(703) 243-5900 901 E St., NW, Suite 500

Hospice Helpline: Toll Free (800) 658-8898 Washington, DC 20004

Promotes quality care for terminally ill patients

and provides information about hospice services Delivers nutritious meals to those who cannot

available in the United States. Operates a toll prepare their own food. Call the 800 number

free hospice referral line. above for a local Meals On Wheels number.

NATIONAL INFORMATION CENTER ON NATIONAL ORGANIZATION FOR

DEAFNESS VICTIM ASSISTANCE

Gallaudet University 1757 Park Road, NW

800 Florida Avenue, NE Washington, DC 20010

Washington, DC 20002 (202) 232-6682

(202) 651-5051

Collects and distributes information on deafness justice professionals, former crime victims,

to the general public and health professionals. professionals who help witnesses of crimes and

Fact sheets are available on hearing loss and crime victims, and others committed to the

aging, including Homes and Housing for Aged recognition of victim rights. Pamphlets include

Deaf Persons, Managing Hearing Loss in The Elderly Crime Victim and material on

Later Life, and Aging and Hearing Loss: Some victim assistance and victim rights.

Commonly Asked Questions.

NATIONAL INSTITUTE ON AGING FOUNDATION

Public Information Office 1150 17th Street, NW

9000 Rockville Pike Suite 500

Building 31, Room 5C27 Washington, DC 20036-4603

Bethesda, MD 20892 (202) 223-2226

(301) 496-1752

Publication Service: Toll Free (800) 222-2225 A voluntary health agency dedicated to reducing

The Federal Government’s principal agency for condition seen most often in older women. 

conducting and supporting biomedical, social, Osteoporosis: A Woman’s Guide, An Older

and behavioral research related to aging Person’s Guide to Osteoporosis, and other

What? Where? Resources for Older Women’s

Toll Free (800) 999-6262

A private, nonprofit group of criminal 

NATIONAL OSTEOPOROSIS

the widespread incidence of osteoporosis, a
* Local Chapters 35

publications are available to consumers. FITNESS & SPORTS

*NATIONAL SHUT-IN SOCIETY, INC. Suite 738-H

1925 North Lynn Street, Suite 500 Washington, DC 20201

Rosslyn, VA 22209 (202) 690-9000

A private, nonprofit organization whose Encourages Americans to raise their fitness

members work to bring cheer and comfort to levels. The Council distributes information to the

people with chronic illnesses who are members public about the health-related benefits of regular

of the Society. A list of local chapters is exercise, including Pep Up Your Life, a fitness

available on request. book for older people.

OFFICE OF DISEASE PREVENTION & *SOCIAL SECURITY ADMINISTRATION

HEALTH PROMOTION Office of Public Inquiries

200 Independence Ave., SW 6401 Security Boulevard

Room 738-G Baltimore, MD 21235

Washington, DC 20201 (410) 965-1234

(202) 205-8611 Information Service: 

National Health Information Center Toll Free (800) 772-1213

Toll Free (800) 336-4797

Supports and coordinates Federal Government the Social Security retirement, survivors, and

programs in health promotion and disease disability insurance program, as well as the

prevention. Has free publications on national Supplemental Security Income programs. Local

health observances, Federal health information offices are located in every State. Free

centers and clearinghouses, and toll free numbers publications, including Understanding Social

for health information. Lists of materials are Security, are available from local Social Security

available from each of these programs. offices.

OLDER WOMEN’S LEAGUE (OWL) UNITED SENIORS HEALTH

666 11th Street, NW COOPERATIVE

Suite 700 1331 H Street, NW

Washington, DC 20001 Suite 500

(202) 783-6686 Washington, DC 20005

Seeks to educate the public about the problems

and issues of concern to A private, nonprofit membership organization

middle-aged and older women. Local that works to improve the quality and reduce the

OWL chapters offer supportive services cost of health care and social services for older

and mutual aid, especially to women who adults. Publications available address many

are alone. A number of publications are aging topics including exercise, living wills and

available on issues concerning older women. durable powers of attorney, stress, long-term

PRESIDENT’S COUNCIL ON PHYSICAL

200 Independence Avenue, SW

The Federal Government agency responsible for

(202) 393-6222

care options, and senior housing options.
36

*VISITING NURSE ASSOCIATIONS OF

AMERICA

3801 East Florida, Suite 900

Denver, CO 80210

(303) 753-0218

Information Service: 

Toll Free (800) 426-2547

Community-based and supported nonprofit

home health care providers who offer a variety of

home health care services to people, regardless

of their ability to pay. A fact sheet about the

Visiting Nurse Associations is available.

VOLUNTEERS OF AMERICA

110 South Union Street

2nd Floor

Alexandria, VA 22314

(703) 548-2288

A nonprofit organization that offers programs and

services to meet the specific needs of a local

community. Programs for older persons include

home repair, homemaker assistance, meals-onwheels, transportation, and foster grandparent

and senior volunteer programs.

LOCAL ORGANIZATIONS &

AGENCIES

There are local resources and organizations ‚ Adult Day Care Centers

which provide services, information, and/or ‚ Area Agencies on Aging

special programs to the elderly and their ‚ Case Management Agencies

caregivers. Consult the Area Agency on ‚ Churches and Synagogues

Aging (AAA) or local yellow pages or to obtain ‚ Colleges and Universities

telephone numbers for the types of organizations ‚ Home Health Care Agencies

listed or resources below. ‚ Homemaker Health Aid Services
37

‚ Hospice Care The local AAA also is an excellent source for

‚ Hospitals information. Located in approximately 300

‚ Libraries communities throughout the United States, AAAs

‚ Medical Equipment Stores assist the older population and their caregivers in

‚ Nursing Homes obtaining community services. In addition to

‚ Public Health Department participating in your agency fair, AAAs can

‚ Respite Care suggest local organizations and agencies to invite. 

‚ Retirement Communities Call the Elder Care Locator (800) 667-1116 to

‚ Senior Centers obtain the phone numbers of the AAAs that

‚ Social Security Offices service the areas where your employees live.

‚ State Long Term Care Ombudsmen

‚ Visiting Nurse Association Because many of the employees may live far

away from their parents, it is a good idea to have

representatives from national and local

organizations. 
38

APPENDIX C

Sample

Letters and

Exhibitor

Tracking Form
39

BUILDING LOGISTICS MEMO

Date

Memorandum to Jane Doe

 Chief of Building Services 

From: L.B. Smith

 U.S. Government Agency

Subject: Building Logistics for Spring Elder Care Fair

This is to confirm our discussion regarding the building logistics for the Spring Elder Care Fair to be held

on May 14, 1997, from 9:30 a.m. to 4:00 p.m. at the U.S. Government Agency. As discussed, tables will

be set up on the main level of the building.

As we agreed, the 30 vendors participating in the Fair can unload their printed materials at the loading

dock on May 13 from 3:00 to 5:00 p.m. The vendors will also be able to use the loading dock after the

Fair and the next day (May 15) from 8:30 to 9:30 a.m to transport materials out of the building. 

RMP Exhibit Services, Inc., will be delivering 30 tables to the U.S. Government Agency main level on

May 13 from 3:00 to 4:00 p.m. Delivery and set up of the tables will take approximately two hours. As

we discussed, the delivery truck will unload the tables on the ground level. The truck can remain there

while the tables are being set up. The Security Office has been informed of the delivery and has the

contact name for the RMP Exhibit Services.

If you have any questions or concerns, please call me at (202) XXX-XXXX. Thank you for your

assistance.

cc: [Security Office]
40

BUILDING SECURITY MEMO

Date

Memorandum to Jim Doe

 Chief of Security

From: L.B. Smith

 U.S. Government Agency

Subject: Security Arrangements for Spring Elder Care Fair

This is to conform our discussion regarding the security procedures for the Spring Elder Care Fair to be

held on May 14, 1997, from 9:30 a.m. to 4:00 p.m. at the U.S. Government Agency. The Fair will be

held on the ground level of the Washington Federal Building and will feature approximately 30 exhibits.

The exhibitors will be bringing boxes of printed materials into the building for distribution at the Fair. As

we discussed, all exhibitors and participants can gain access to the building by showing a picture I.D. and

signing in at the guard’s station. We also have agreed that exhibitors can unload their materials at the

loading dock on May 13 from 3:00 to 5:00 p.m. and pick up materials after the event on May 15 from

8:30 to 9:30 a.m.

If you have any questions or concerns, please call me at (202) XXX-XXXX. Thank you for your

assistance.

Attachment
41

VENDOR INVITATION LETTER

Dear Elder Care Organization:

I am writing to invite your agency to participate in the Spring Elder Care Fair sponsored by the U.S.

Government Agency. The Fair will be held on May 14, 1997, from 9:30 a.m. to 4:00 p.m. at the

Washington Federal Building, 1900 Government Avenue, NW., Washington, D.C.

The objective of the program is to provide practical information and resources to Federal agency

representatives with responsibility for helping employees and caregivers balance their elder care needs. In

addition to the exhibits, three seminars will be conducted on a variety of elder care topics. Enclosed is a

program agenda.

We have arranged for a variety of national and local vendors to exhibit elder care resources and

services in our building. As an exhibitor, we would like your agency to distribute literature and answer

questions concerning your organization’s resources and services. We anticipate 75-100 attendees and will

provide each with a booklet identifying the Fair participants. 

The U.S. Government Agency will provide skirted tables for displaying materials and can assist you with

unloading your materials at the building delivery site. If you plan to bring a table or free-standing display,

we will need to know how much display space you will require. Also, we need to know if you will require

an electrical outlet. Unfortunately, we are unable to provide parking, but parking is available on the street. 

If you are unable to attend, please consider sending materials for display at the Fair.

If you agree to participate, please complete the attached form and fax it back to me at (202) XXX-XXXX

by April 30, 1997. If you need additional information or cannot attend, please contact me at

(202) XXX-XXXX. I will be in touch with you in the near future to provide additional details.

I look forward to working with you.

Sincerely,

L.B. Smith

Exhibit Coordinator

Enclosure
42

VENDOR RESPONSE FORM

SPRING ELDER CARE FAIR

May 14, 1997

9:30 a.m. to 4:00 p.m.

U.S. Government Agency

1900 Government Avenue, NW 

Washington, DC

PARTICIPANT CONFIRMATION

Organization: 

Address:

Phone Number:

Contact Person

and number:

Brief description of your organization’s mission:

Check here if you would prefer to share space at a table with another organization. ______

Check here if you are unable to attend but will send materials. _________

Please fax this confirmation by April 30, 1997 to the attention of L.B. Smith. 

The fax number is (202) XXX-XXXX.
43

VENDOR GUIDELINES MEMO

Memorandum to Exhibitor Participants at the Spring Elder Care Fair

From: L.B. Smith

Exhibit Coordinator

Subject: Exhibitor Participation Guidelines for the Spring Elder Care Fair

Thank you for agreeing to exhibit at the Spring Elder Care Fair on May 14, 1997, at the U.S. Government

Agency. The Fair will be held on the main level of the Washington Federal Building located at 1900

Government Avenue, NW., Washington, D.C., from 9:30 a.m. to 4:00 p.m.

To facilitate the smooth set up of over 30 displays, we are offering exhibitors these options for delivering

materials to the Fair:

(1) Exhibitors may deliver their materials before the fair by courier to the Washington Federal

Building from April 10 to May 12, 1997, Monday thru Friday between the hours of 8:00 a.m. and

5:00 p.m. Materials should be sent to the following address: U.S. Government Agency, 1900

Government Avenue, NW., Work and Family Center, Attn.: L.B. Smith, Room 7316,

Washington, D.C. 

(2) Exhibitors may bring their materials on the day of the Fair, between 8:30 and 9:15 a.m. 

Arrangements have been made to use the loading dock on the ground level of the building for

unloading and loading purposes.

All displays should be set up on the day of the event no later than 9:15 a.m. Each participant must sign in

at the security guard’s desk and present a government I.D. or driver’s license to gain access into the

building.

Please contact L.B. Smith at (202) XXX-XXXX by May 1, 1997 to indicate which option you prefer.
44

VENDOR THANK YOU LETTER

Dear Elder Care Organization:

Thank you for exhibiting at the U.S. Government Agency’s Spring Elder Care Fair. Your organization’s

participation helped to disseminate valuable information on elder care and aging issues to employees and

caregivers who have elder care concerns and to Federal representatives

responsible for work and family programs throughout the Federal Government.

My staff and I received many positive comments from the attendees regarding the usefulness of the

information distributed at the Fair. Many attendees also expressed appreciation for the time exhibitors

spent answering questions and addressing their personal dependent care concerns.

The U.S. Government Agency is committed to offering its employees assistance in balancing work and

family demands through programs such as the Spring Elder Care Fair. This could not be accomplished

without the continued support of organizations that strive to make it easier for

individuals to balance their work and family demands.

I hope that you found the experience to be both useful and informative for your organization. I

look forward to working with you in the future. Thank you again for your time, assistance, and

support.

Sincerely,

L.B. Smith

Exhibit Coordinator
45

EXHIBITOR TRACKING SHEET

Vendor Contact Person Sharing Display Delivery of Materials Notes:

Address Table? materials (date/time/method)

Phone Y/N only?

Fax Number Y/N

Email

(Highlight vendor name to indicate acceptance of invitation.)
46

Disclaimer

The names of some non-U.S. Government organizations have been included in this booklet merely as an

information service to the reader. The mention of an organization by name does not constitute official

sanction or endorsement of the organization by the U.S. Office of Personnel Management or the U.S.

Government.