How to Choose an Onsite Flu Shot Vendor: An Employer Checklist

Compare onsite flu shot vendors on the whole clinic arrangement, not just the quoted cost per vaccination. Your shortlist should account for participant minimums, clinical staffing, the final price, the schedule, and what your HR team will need to do.

This guide is a procurement checklist for employers. It is not a ranking of providers, and the questions below do not imply that every vendor offers the same services. Ask each provider to answer against the same location and participation estimate.

Start with a brief that every vendor can quote

Prepare your workplace city or ZIP code, estimated participants, preferred date range, and the person coordinating the clinic. Add any important shift or access constraints. For multiple workplaces, separate the locations and estimates so a quote cannot be mistaken for coverage of every office.

Using the same brief makes the differences easier to understand. A quote for a single daytime clinic should not be compared directly with one that includes several sessions without accounting for the difference in scope.

1. Ask how the clinic minimum works

Does the minimum refer to people vaccinated, employees registered, a guaranteed charge, or a combination? Ask what happens if turnout changes and whether separate locations or time windows have separate minimums.

The Flu Shot Guys has a 15-person participant minimum. When comparing that with another offer, also compare the full quote and terms. A lower participant minimum alone does not tell you which arrangement costs less.

2. Compare the total employer cost

Ask for the total under your stated scenario, along with any charges that could change it. Relevant questions include vaccine administration, onsite staffing, setup, travel, additional hours, cancellation, and attendance changes. Ask what is included instead of assuming every item is an extra fee.

Questions to use when comparing clinic quotes
Compare	Ask each vendor
Minimum	What participant count or minimum charge applies?
Scope	Which locations, dates, and hours does this quote cover?
Final cost	What would our total be at the estimated turnout?
Changes	How are low turnout, rescheduling, or extra hours handled?
Payment	Who pays, when, and what happens if insurance does not cover a vaccination?

3. Establish who is responsible for the clinical work

Ask who will administer vaccinations, how you can verify relevant professional credentials, and who oversees clinical operations. Request a clear explanation of responsibilities for vaccine handling, screening, consent, documentation, and responding to a medical issue.

CDC’s archived workplace clinic guidance points employers toward experienced vaccination providers and clinical best-practice resources. HR should understand who is responsible without being expected to manage clinical decisions.

4. Confirm scheduling and capacity

Ask what the proposed clinic window can accommodate and whether that matches your participant estimate. For shift workers, specify the actual hours requested. If you need multiple sessions, get those sessions included in the confirmed arrangement.

Do not announce a clinic based only on a quote request or an informal discussion. Establish when a date becomes reserved and what the provider needs from you to finalize it.

5. Clarify registration and communication tasks

Will the vendor provide employee instructions? Who handles signups and reminders? Where should employees direct individual clinical questions? Ask what the employer receives after the clinic and what information remains with the clinical provider.

The first inquiry should contain business planning details. Do not send employee medical information through an ordinary sales quote form. Request the appropriate process before sharing any clinical information.

6. Verify payment and insurance arrangements

Ask whether the proposed clinic is employer-paid or involves insurance billing, and how any insurance eligibility will be checked. Find out who is responsible for uncovered vaccinations or other charges. “We can discuss insurance” is not confirmation that every employee or cost is covered.

7. Look for useful evidence of service quality

Request examples of similar workplace setups or employer references the vendor has permission to share. Ask who your day-to-day contact will be and how changes are communicated. Specific answers about arrival, space, and responsibilities are more useful than a general promise to “handle everything.”

Get a quote you can compare

For Los Angeles and Southern California workplaces, request a quote from The Flu Shot Guys with your city or ZIP code and estimated participants. Our minimum is 15 participants. Review how planning works and the employer FAQs as you prepare your questions.

Reference checked September 8, 2026: CDC: Promoting Vaccination in the Workplace (archived guidance). The quote-comparison checklist is an employer planning tool, not a certification of any vendor.

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