Suggestions on Coordinating a Successful Mission Trip, presented by PDG Doug Vincent at Rotary International Convention in Salt Lake City

Participating on a humanitarian aid mission trip can be a very rewarding experience and it is what has driven my Rotary passion for over 25 years.  Below are some suggestions, based on my experience gleaned from coordinating many WCS project activities and Rotary group visits to foreign countries. It is truly a meaningful "Opportunity for Service".

In addition to the obvious fun and fellowship of travelling abroad, one gains much personal growth and inner development.  You will enhance your Rotary membership satisfaction and enjoy helping others in need with a first hand approach.

When asking participants about their thoughts after returning, typically I hear "We really feel good about having the chance to really 'make a difference' . . . . It was an unexplainable feeling of inner joy to meet and observe the radiating smiles of gratitude and appreciation from those we helped." 

Over the past several years, I've been involved on wheel chair distributions, help with street children and orphanage visits, water projects, feeding programs, literacy training, building projects and a medical missions.  Many of you have too.  When I saw the health fair concept, I got involved because I saw it as another great opportunity for Rotarians to travel abroad to experience hands-on activities at many entry levels.

You don't have to be a 'medic' to participate and help at a health fair.  There are many components and each one is different, based on the skills and professions of the volunteers involved.  Anyone can come and help in their own way.  Usually displays or work areas are set up based on the information or health service a volunteer can offer.

A health fair often includes the following areas: 

(a) Displays - set up on tables around the venue for residents to vist for information & samples.

(b) Program - such as a sports celebrity speaking or a puppet show on fire safety, etc. 

(c) Workshops - a series of sessions covering topics like: teenage pregnancy, family violence, nutrition cooking, breast cancer, parenting, handling stress, etc. 

(d) Service Providers - thinks such as: eye tests and supply of recycled eye glasses, dentist services, doctor consultations, blood tests, innoculations, hearing consultation, etc. 

(e) Promotion - this is an area where foreign Rotarians can play a big role as "media hooks" to attract media coverage, promote the health fair event and enhance our Rotary image in the community.  They can also elevate the status of an event in the eyes of local politicians and health department officials.  Use this to advantage!

Things to consider and plan for:

1. Skill level or interest of volunteers
Roles and skill levels vary, but might include:
- registration   - crown control   - man displays    - "gofors"   
- food preparation    - entertainment   - oversee child play area   
- face paining   - medical education   - medical services

2. Language and Communication
- where foreign language is a factor, consider pairing up visiting Rotarians with local members to enhance translation and sharing of common health interests or expertise.  Members will have fun and can learn from each other.  eg: an English nurse can take blood pressure without speaking Spanish, but having a Spanish speaking person working beside her can set the patient's mind at ease.
- to explain a display, audio tape the presentation in a foreign language, which an english speaking person can then play for visitors when a local member is not available to translate.
- prepare a hand-out in the foreign language for those who may not understand the person explaining the display

3. Travel
- it is good if the visiting Rotarians can arrive a few days prior to the event to get oriented and acquainted with host members.  It also allows time for preparation of health fair details.
- allow time for visitors to sight see in the area and learn about your country and culture
- take advantage of using foreign delegates for a courtesy visit to the Mayor, official sites and media for public relations and promotion opportunities.  Both the Mayor and media enjoy foreign guests and PR that comes with it.
- in some cases a Volunteer Service Grant may be available where special expertise or help is needed.  Don't forget to consider a Matching Grant application and in Canada we are fortunate to have CRCID (Canadian Rotary Colaboration for International Development) which distributes Canadian Government matching funds in specific coutries that might include health fairs in a larger program proposal.

4. Home hosting
- to me this is an important part of the experience and Rotary fellowship but some members may not understand the concept or they may be nervous about the idea.  More importantly, their spouse may feel this way and not be keen to get involved, at first. 
- members in both countries may be nervousness about this if they have not had prior experience, but once involved they learn that in Rotary we are almost immediate friends and home hosting is a very rewarding and enjoyable experience.  Often hosts return at a future date to visit their guests in their country. 
- just think, you can be involved in a mini-Youth Exchange, mini-Group Study Exchange or mini-Friendship Exchange experience.  People open their homes and hearts which is a great benefit of being a Rotarian.

In conclusion
- Heath Fairs are a great pro-active project with multi-levels of skill entry and activities
- It can also combine many of the other Rotary Action Groups with specific health interests
- Spend your time with true meaning and purpose, helping others live a healthy life 
- Be with those you have helped and recieve a great reward of seeing the gratitude and appreciation from their smiling eyes, and know you have made an important difference in their health and future.

For more information, you can contact me at:

PDG Douglas W. Vincent
Box 131, Woodstock, ON N4S 7W8  Canada
Phone (519) 537-3753
rotary@teamvincent.com