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You have reached an archived version of this toolkit which was maintained and in use from 2021-2023. As of July 2023, an updated version of the toolkit is available to support all school-located immunization clinic needs. Click here to view the updated version of the School-Located Vaccine Clinic Toolkit For TK-12 Schools. Thank you.”

Introduction and Purpose

Achieving high levels of COVID-19 vaccination among eligible students, teachers, staff, and members of their households is the most effective strategy we have to keep school communities safe. Because schools are an important and trusted center of community life, school sites are an ideal location for COVID-19 vaccine clinics. School-located vaccine clinics can provide a convenient and familiar place to vaccinate students, school staff, and the surrounding community.

School district and school staff and administrators have been working very hard on COVID mitigation efforts throughout the pandemic. The Los Angeles County Department of Public Health (LACDPH) School Vaccine Team is here to provide support to schools in coordinating COVID vaccine clinics.

This toolkit serves as a guide for coordinating COVID-19 vaccine clinics, including information, best practices, and resources to engage schools in planning and promoting COVID-19 vaccine clinics at schools. School engagement in these steps is critical. Our most successful clinics are those in which the school conducts outreach to students, parents, staff, and communities and takes an active part in clinic planning and implementation.

On the following page, you will find a checklist to guide your school vaccine team through the planning, coordination, and implementation of your school-located vaccine clinics. We recommend printing this checklist to make it easy to track your progress and plan next steps.

If you have any questions about this toolkit or need additional resources, please contact:

COVID-19 School Vaccine Event Checklist for School Administrators
COVID-19 School Vaccine Event Checklist for School Administrators
Preparing for your school-located vaccine clinic event
Recommended Timeline Task Description Check When Complete
At least 3 weeks before clinic Connect with COVID-19 Vaccine Provider Partner
DPH can assist in identifying vaccine partners for your school if needed.
At least 3 weeks before clinic Set a date and time for the COVID-19 Vaccine Clinics at your school
Decide if you want to have an ongoing clinic or a one-time event. Consider timing of second dose event, consider a time when there may be other community events on campus like wellness fairs, fall/winter/spring festivals, COVID-testing, holiday events, etc. Get an estimated count of the number of students/parents interested in receiving a vaccine.
At least 3 weeks before clinic Identify key school personnel to support vaccine clinic event coordination
School Principal, Athletic Coaches, Teachers, PTA, School Nurse, Student Leaders/Influencers, etc.
2 weeks before clinic Finalize clinic details and conduct a site visit of your school with the vaccine provider
Walk-through of your school with the vaccinating partner and school personnel who will be present at the school clinic
Outreach and Promotion of Your School Vaccine Events
2 weeks before clinic Create a flyer with school-clinic details
The vaccine partner will provide web-links for optional pre-registration.
Make sure to have translated version of flyers if needed for your school.
Share flyers with your DPH liaison for additional support with promoting your event.
Begin sharing as early as possible; no later than 1 week before clinic Disseminate Vaccine Clinic Information
Print flyers and display at key locations on your school campus
Share flyer on landing page of school website Share flyer on school's social media accounts
Share flyer via parent/student communications platforms
Share clinic information and flyer with athletic coaches and other key staff
One week before clinic School principal to send a letter to parents with clinic information
One week before clinic Remind key school personnel and/or volunteers who will be present on campus during school clinic about upcoming clinic details
Host Vaccine Clinic Event
  Place directional signage and flyers/banners to guide people to the vaccine clinic location at your school
If the clinic is open to the community, make sure that there are signs at the entrance of the parking lot, so people know where to park and where to go after parking.
Vaccine provider will arrive up to 1 hour prior to the clinic to set-up
School volunteers tasked with directing people to clinics and promoting the vaccine clinic to passerby or students/staff who happen to be on campus
DPH is available for additional support or troubleshooting.  
Assess Vaccine Clinic Event
Within 1 week following clinic Identify what went well and lessons learned for future vaccine clinic events, if applicable. Suggested areas for review: planning process, promotion and outreach activities, physical space and set up, clinic flow, day, and time, etc.
Schedule additional clinics as needed.
DPH will check in regarding next steps and to help support additional vaccine clinics.

Print this checklist

Roles and Responsibilities

Coordination of school-based vaccine clinics involves the collaboration of three groups:

  1. School/School District
    1. Identify a primary point of contact
    2. Identify locations, dates, and times of vaccine clinics
    3. Provide outreach and promotion (make and share flyers with clinic details)
    4. Host vaccine clinic on school campus
    5. Provide staff and/or volunteers to help with parking, wayfinding, and check-in on the day of the clinic. Having a well-known presence (principal, coaches, etc.) on-site is reassuring to parents/students and helpful in coordinating logistics.
  2. Vaccine Provider
    1. Provide clinical team and medical supplies
    2. Administer vaccines
    3. Set up clinic and share registration link

      The vaccine provider will open the clinic(s) in the MyTurn website https://myturn.ca.gov/ and provide the registration link or QR code to use for registration. This link/QR code should be included in promotional flyers. While appointments will help the clinic move smoothly, walk-ins should also be allowed. In addition to school site clinics, or as an alternative, schools may promote vaccination and provide information on COVID-19 vaccine locations nearby. Please refer to step-by-step instructions for finding vaccine clinics.

  3. Department of Public Health (DPH) School Vaccine Team Liaisons
    1. Identify a vaccine partner for the school
    2. Provide print or electronic resources
    3. Provide in-person or virtual education
    4. As needed, connect school district with a community-based organization to partner with for support activities
    5. Education sector liaison available to support vaccine efforts
    6. Vaccine administration and clinic call line:
      1. For questions regarding vaccine storage, distribution, handling, etc. Mon-Fri, 8am-5pm, Call: 1-833-505-0761 or email: COVIDVaccineReq@ph.lacounty.gov
      2. Consults about vaccine safety: give consultations to providers regarding vaccine safety and guidelines
        1. 1-800-CDC-INFO (800-232-4626)
        2. In case of an emergency safety question, call 1-770- 488-7100
Creating a School Vaccine Team

Identify a team of key school stakeholders that will inspire vaccine confidence and promote a successful vaccine event. This team will coordinate the event with the vaccine provider and implement outreach initiatives to the school community, including peer to peer communication, to improve uptake.

It is key that a school site administrator is aware and involved in the planning of the vaccine clinics.

Members of this team could include:

    Principal (or Vice Principal): can send out a letter/email to parents notifying them of the vaccine clinic events and encouraging vaccination

    School Nurse: may ask about vaccination when collecting updated immunization records or participate in the vaccine clinic by observing students post-vaccination

    Sports Coaches/Athletic Director: can discuss vaccination with athletes and how it can impact participation

    Additional key school stakeholders who can help facilitate school vaccine clinics:

    • Teachers
    • Parent/PTA lead
    • School board member
    • Students
    • ESL Coordinator
    • School district communications staff

On-Site School Staff for Vaccine Clinics

Identify school personnel that will be present during the vaccine clinics, including the lead point of contact. During the planning stage and/or site walk-through, the vaccine provider might also identify how many school staff volunteers will be needed for the clinic event.

  • School site lead (e.g., school administrator) during clinic
  • Security staff if clinic is conducted after hours and/or open to the community
  • Other staff to assist in set up/tear down, traffic flow, registration, and observation area
Planning the Vaccine Clinic


Flowchart overview

Scheduling School Clinics

Various options can be considered for scheduling school-located COVID-19 vaccine clinics depending on needs, resources, and access. For example, you can schedule one clinic on each of your school campuses or schedule recurring/ongoing clinics at one or more central school sites. You can also decide if the vaccine clinic will be offered for students only, students and school staff, family members, or open to the community. Capacity, space, and needs may vary, but we strongly encourage you to make school vaccine clinics open to the community.

Your Department of Public Health Education Liaison will help identify a vaccine provider for your school if you do not already have one.

When selecting clinic dates and times:

  • Schedule clinics at least two weeks in advance to give enough time for planning and promotion
  • Consider multiple days of the week to provide opportunity for all students
  • Determine whether the clinics will take place during school hours or after hours. Evening and weekend clinics may be easier for parents to attend. For younger students, it is especially helpful for parents or a responsible adult to be present, so planning after-school, evening, or weekend COVID-19 vaccine clinics may work best for vaccinating younger children.
  • Consider selecting dates that correspond with other school events where students and parents may be present (e.g., open house, wellness fair, fall festival etc.).
  • For follow-up clinic dates, keep in mind the timing of additional doses. Click here for info on COVID vaccine schedules.
  • Consider providing other services such as flu or Tdap vaccines, and dental/vision screenings

Special Considerations When Planning Vaccine Clinics for Young Children

Currently individuals ages 6 months and older are eligible to receive the COVID-19 vaccine. The following are some special considerations when planning vaccine clinics for young children:

  1. Design the clinic to minimize anxiety in young children. This may include:
    • Minimizing wait times prior to vaccine administration
    • Using room dividers or multiple rooms so that children do not see other children getting a shot
    • Identifying a “quiet room” for children identified by their parents as being particularly nervous or having had bad experiences with needles
    • Allowing additional space at vaccine administration stations for parents and/or additional children
    • Having activities (e.g. arts and crafts, bubbles, ring toss), a movie or an outdoor space available for the observation period
    • Encouraging schools to enlist staff familiar with child-care at the clinic to assist in distracting and monitoring children
  2. Design a COVID-19 vaccine clinic with safety in mind to reduce the risk of dosage errors. This may include:
    • Having different vaccine preparation and administration areas for the two dosages
    • Having clinicians only administer one type/dose of vaccine at a time
    • Setting up separate lines depending on the type of vaccine needed for the individual
    • Having signs showing which vaccine is being given at each station
  3. Consider involving the parents:
    • When possible, have a physician or other medical professional available either at site or during a pre-clinic townhall to answer parent questions
    • Allow parents to hold the child on their lap for vaccine administration
    • Ask parents to bring comfort items or toys/books to distract the child during their shot
    • Have volunteers to help support parents in distracting their child or helping with parents who have more than one child present
Facilities and Space

Identify a space for the vaccine clinic. Typical space options include:

  • School Cafeteria
  • Gymnasium
  • An area of school parking lot
  • Outdoor space
  • Auditorium
  • Classroom
  • Multi-purpose room

Size of the space needed will depend on number of individuals expected and the length of time of the clinic. Ideally, the space should be configured to allow for a unidirectional flow through each station from check-in to check-out. It is best practice to conduct a walk-thru with the vaccine provider to review the space and confirm what the provider will bring and what the school will supply. 

When identifying the site, please consider:

  • Weather and air quality (heat, fires, and rain)
  • Accessibility
  • Security, if the clinic will be open to the community, and students will be on campus
  • Access to electrical outlets and/or need for extension cords
  • Trip hazards if extension cords or other hazards may be present
  • Proximity to a central supply repository if additional supplies may be needed during the clinic
  • Proximity to accessible restrooms for the vaccine provider
  • Parking options for both vaccine providers and people attending the clinic. Parking for those with limited mobility should be identified near the vaccine clinic.

Configure the layout to allow spaces for:

  • Check-in
  • Registration
  • Observation area
  • Preparation area for vaccine provider
  • Vaccine administration
Sample Site Plans

During the site visit, the vaccine provider will help identify where to set up the vaccine clinic. It is recommended that a site map is drafted. It is helpful to label the designated space for each section of the vaccine clinic (check-in and registration, vaccine preparation area, vaccine administration area, and observation area). Satellite maps of the school grounds can also be helpful to plan out the parking area and entrance/exit points.

Sample site plan

See resources section to download other sample site plans.


Supplies needed are dependent on both the vaccine clinic location and vaccine provider so please work with your provider to determine specific needs. Vaccine providers will be responsible for bringing all medical/clinical supplies. A list of general supplies and materials that the school may need to provide include:

  • Wi-fi access, including easy access to login and password requirements
  • Tables and chairs
  • Printed/Posted Emergency Use Authorization (EUA)
  • Canopies for outdoor events
  • Trashcans
  • Directional signage to clearly mark ingress/egress and clinic stations. Download sample signs in multiple languages from LACOE Social Media Toolkit (See page 9) or on the DPH site.
  • Sign holders (A-frames, candlesticks, etc.)
Promotion and Outreach
Remote Work Remote Work Remote Work

Key Strategies for Promoting School Vaccine Clinics

  1. Create and circulate promotion flyers. Share flyers with your DPH liaison and LACOE so we can support your promotion efforts.
  2. Send e-mails or letters to parents, staff, and students.
  3. Post vaccine clinic information and flyers on district and school websites and social media accounts regularly leading up to the event.
  4. Make robocalls and/or send text messages with vaccine clinic information and reminders.
  5. Hang banners at schools that are visible to students, parents, and community.
  6. Notify key school personnel about the vaccine clinic by sharing the clinic flyer with them. Encourage athletic directors, coaches, front office staff, and other key staff to inform students about your school vaccine clinics.
  7. If you have an existing partnership with any community-based organizations, consider asking them to assist in promotions (e.g., canvas neighborhood, distribute flyers)

Best Practices and Other School Outreach Strategies

  • Hand out flyers during school drop off and dismissal times and at school and community events such as food distributions.
  • Allow in-person registration — it is effective and gives families a chance to ask questions.
  • Add MyTurn registration link to school website and include instructions for searching by zip code.
  • Incorporate messaging over school announcement system.
  • Set up a call line to help individuals make appointments and to serve as a resource to students and parents.
  • Provide talking points for teachers to incorporate in their class announcements.
  • Provide talking points for coaches to make announcements to their athletes.
  • Involve the PTA and student leadership.
  • Host a virtual Q&A session/townhall. DPH physicians and community pediatricians can be available to speak at these events.
  • Utilize testimonials in outreach (e.g., from a teacher or nurse: “I received my vaccine to keep my students, my family and myself safe”; from a student: “I received my vaccine so that I can protect myself and my teammates when playing basketball”).
  • Plan a teacher training at an in-service day or regular staff meeting to provide teachers COVID-19 Vaccine information and resources to provide messaging to students.
  • Hold a contest and engage students in responding creatively to “Why I got vaccinated against COVID-19.” They could create a TikTok video, draw or create a digital image, write or perform a poem, etc. Select winners and present them with an award or scholarship. Share submitted materials on school social media accounts or disseminate in other ways.
  • Set up a school photo backdrop so students can take photos after receiving their vaccine.
  • Provide stickers that students can wear after getting their vaccine.
Creating a Flyer for Your School COVID-19 Vaccine Clinic

Create a vaccine clinic flyer for each school clinic and begin sharing the flyer as early as possible, at least one week before the clinic. The flyer can be printed and posted on your school campus and shared digitally on social media and your school website. If you need assistance creating a flyer, please contact your DPH liaison. On the following pages, we have included several flyer templates that you can use to promote your school events. The templates can be accessed via links to a Google docs folder or Canva (you can create a free account).

The following are key elements to include on your flyers:

  • Clinic location: School name, school location (gym, cafeteria, etc.), and street address
  • Date and time (include multiple dates or on-going schedule, if applicable)
  • State the event is for "Free COVID-19 Vaccine Clinic"
  • Registration information, including QR code or website (generated by vaccine provider)
  • State if event is open to the community and that walk-ins are accepted
  • State type of vaccine offered (e.g., Pfizer, Moderna, Novavax)
  • Optional elements: List name of vaccine provider, school logo, provider logo, etc.

Clinic flyer templates are available via Canva (a free online graphic design tool) or downloadable PowerPoint file. To use the templates, click on the links.

COVID-19 Vaccine Clinic Flyer - Template 1
COVID-19 Vaccine Clinic Flyer - Template 2
COVID-19 Vaccine Clinic Flyer - Template 3
Sample Talking Points
  • COVID-19 vaccines are FREE and available to everyone who is 6 months and older.
  • Everyone ages 6 months and older should get at least one bivalent dose.
  • The bivalent COVID-19 vaccines are recommended to be used for all doses for individuals ages 6 months and older. For young children under age 6, multiple doses are still recommended. Vaccine schedule will vary by age, vaccine, and which vaccines were previously received. To view the COVID-19 vaccine schedule, click here.
  • The bivalent COVID-19 vaccine protects against the original coronavirus and the Omicron subvariants. The COVID-19 vaccine is safe and effective. The vaccine reduces the risk of getting very sick from COVID-19, ending up in the hospital, or dying. It also lowers your risk of getting long-COVID.
  • Although studies have shown that COVID-19 in children can be mild, some children can become very ill or have long-lasting symptoms that affect their health and well-being in the long term.
  • The safety of students and staff is a priority. The COVID-19 vaccine protects the health of our school community.
  • Vaccinating children can help keep them in school and help them safely participate in sports, playdates, and other group activities.

After getting the vaccine

  • It typically takes two weeks after vaccination for the body to build protection (immunity) against the virus that causes COVID-19. You are not fully vaccinated until 2 weeks after the 2nd dose of your primary series.
  • The most common side effects are pain in the arm where you got the shot, feeling tired, headache, body aches, chills, and fever. Some people experience no side effects.
  • For more tips on communicating with parents about COVID vaccine, see School Vaccination Messaging

Providing incentives can be helpful in promoting your vaccine clinic and increasing participation. Some ideas that have worked for schools include:

  • Partnering with a local business to provide food, scheduling a food truck, or providing bags/baskets of food or snacks
  • Partnering with community-based organizations to provide giveaway items
  • Gift cards
  • A raffle for gifts/awards/scholarships
  • Items with the school logo
  • A special event for students
  • Vaccine stickers. Email our COVID Vaccine Administration Call Center at COVIDVaccineReq@ph.lacounty.gov or call 833-505-0761 to request stickers.
Frequently Asked Questions

DPH liaisons can assist in finding a vaccine partner suitable to provide mobile COVID vaccine services at your school sites.

We recommend that planning start at least 3 weeks before the desired date of the first dose clinics. This will allow you to have enough time to promote the event and help make your vaccine clinic a success! Depending on school resources and staff support available, your DPH liaison can work with you to plan a clinic in a shorter time frame.

Everyone 6 months and older is eligible to receive the COVID-19 vaccine. The bivalent vaccines are recommended to be used for all doses for individuals ages 6 months and older. For young children under age 6, multiple doses are still recommended. Vaccine schedule will vary by age, vaccine, and which vaccines were previously received. View the COVID-19 vaccine schedule here.

This toolkit includes three flyer templates you can customize for your vaccine clinic events, as well as info to request CDPH to help in creating customized materials. Please contact your DPH liaison if you need assistance with creating a flyer or need to access the flyer templates in an alternate file format.

No. There is no direct cost to the school or school district in order to host a vaccine clinic. The vaccine provider will bring the vaccines and all the clinical supplies needed. We do encourage you to have at least three school personnel and security available on site on the day of the clinics, which may be on a volunteer basis or overtime pay may be needed. If possible, your school can choose to have additional resources available during the clinics such as bottled water and/or vaccine incentives.
Note: The COVID-19 vaccine is free to all individuals and medical insurance is NOT required, but the vaccine provider may collect health insurance information from people who have insurance.

Yes! This is a great strategy because it increases the visibility of the vaccine clinic and therefore more people will be able to access the vaccine. We have found that these vaccine events are more successful.

School vaccine clinics are usually held in a school cafeteria, auditorium, gym, or an outdoor area such as a section of the parking lot. Scheduling a site visit with your vaccine provider is very important in identifying the optimal vaccine clinic location at your school.

Written consent is allowable, but it is up to the host site and the vaccine provider to decide what will work best for the clinic. For more information on consent click here.

Searching Online for a COVID-19 Vaccine: A Step-by-Step Guide
Sample Site Plan
COVID-19 School Vaccine Event Checklist for School Administrators
Sample Consent Forms for Vaccination of Minors
Additional COVID-19 Vaccine Information and Resources

The school vaccine team should familiarize themselves with general information on the COVID-19 vaccine. These resources can also be shared with parents, students, and families.

Resources and sample messaging are available in the TK-12 School Toolkit. Additional resources for parents are available on the COVID-19 Resources for Parents & Guardians webpage.

Public Health has made reasonable efforts to provide accurate translation. However, no computerized translation is perfect and is not intended to replace traditional translation methods. If questions arise concerning the accuracy of the information, please refer to the English edition of the website, which is the official version.

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