Site Communication Process

Documents for Study Sites

Here is an overview of what will happen with each of your site pairs (all documents mentioned in bold can be found on this page):

1. About a month before we plan to have the first meeting with each site pair, we will let you know whether they are a market site or a planning site. Sites that won't be randomized for a while can receive the introductory letter for future sites to explain the timeline for their participation in the Veggie Van study.
2. Once you know which site is market or planning, you will reach out to each site and let them know what their timeline and next steps will be. You can modify the introductory letters for planning or market sites and also share the implementation plans for market or planning sites.  
3. Set up a meeting with each site to conduct the site assessment interview and discuss the MOU and the best ways to advertise the mobile market at their site. Your community engagement lead from the Veggie Van team will also join this meeting by phone or in person.  You should modify the MOU to fit your needs and bring it to this meeting along with brochures about your mobile market and examples of the interest forms that need to be filled out.
4. Once the MOU has been signed by your host site, you can move forward with the interest form process. You will likely want to set-up another meeting to bring updated copies of the interest form and discuss the best ways to get them out to possible customers. The goal is for each host site to have at least 60 completed interest forms from your target population.

Keep in mind that all these documents are generic and need to be customized for your individual sites.

Introductory Letters for Community Sites
These documents help explain the Veggie Van Study and the role host sites will play in the process.

introductory_letter_for_market_sites.docx
File Size:	23 kb
File Type:	docx

Download File

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introductory_letter_for_planning_sites.docx
File Size:	23 kb
File Type:	docx

Download File

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introductory_letter_for_future_sites.docx
File Size:	18 kb
File Type:	docx

Download File

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​Implementation Plans
These timelines provide a general overview of the Veggie Van study timeline for each type of site. They can be sent with the welcome letter and/or reviewed at the first meeting.​

veggie_van_implementation_market_sites.pptx
File Size:	234 kb
File Type:	pptx

Download File

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veggie_van_implementation_planning_sites.pptx
File Size:	234 kb
File Type:	pptx

Download File

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Memorandum of Understanding (MOUs)
Highlighted language about the study should be kept. Anything else can be modified to fit your needs.

• Mobile Market Site MOU

• Planning Site MOU

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Collecting Interest Forms

While the goal is to have the host site lead the interest form collection process, you will also want to start your own engagement activities at the site that can help with interest form collection. 

Please read more about the number of interest forms that should be collected and eligibility criteria for the study: 

• Eligibility criteria

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INTEREST FORM TEMPLATES: 
Note: Be sure to add your organization's logo, market and site names, and check the online interest forms links

• Sample Interest Form (English)
• Sample Interest Form (Spanish)

DISTRIBUTING INTEREST FORMS: 
When distributing interest forms, here are some templates that will come in handy:

• FAQ sheet about your mobile market.  Here is a sample that you can modify with your market info.
• Study FAQ sheet about the study.  We recommend this is printed out on the back of the FAQ sheet about your market. Spanish Study FAQ
• Social Media posting template
• Sample e-mail for host sites to send to send to community members asking them to complete an interest form
• Sample interest form flyers with a link to the online interest form
• Sample event flyers to advertise data collection events or opportunities to learn about the mobile market

RETURNING INTEREST FORMS to UB:  
​Once the interest forms have been collected, here are instructions for returning interest forms (share this with your community sites):

• Returning Interest forms to UB

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Community Engagement Toolkit
Strategies to engage your community

Engaging your community VIRTUALLY: 

• Our full list of virtual engagement strategies can be reviewed and downloaded here.

What the host site can do:

• Social media posting
• Send out e-mails to list serves
• Door-to-door flyers (in a housing community or immediate neighborhood of the site) or doorhangers
  • Check out the doorhanger Mobile Oasis designed using Vistaprint (.pdf or .jpg)
• Leave interest forms with FAQs in waiting room or lounge area
• Announce the market and hand out interest forms at classes, events, services etc.

What you can do:

• Host a presentation, dinner, or listening session at the host site and invite people to come. Offer food or cooking demo/other education as an incentive
• Identify any events (e.g., healthy fairs, classes, community parties) the host site is having and speak to people or set-up a table