26 May Planning Successful Pop-Up Events to Reach People Where they Are

We recently had the opportunity to conduct pop-up events for the Wake Bus Plan update, gathering over 115 paper surveys and comment cards and 285 responses to polling board questions from transit riders throughout the Triangle region! We were also able to hand out hundreds of flyers directing residents to the online survey.

Tabling at popular local events and transit stations with high ridership allowed us to reach a large audience who might not have been reached by other methods. We were able to have in-depth conversations with people who had some time to spare and pass along information quickly to those in a rush.

A lot goes into planning pop-up events, from the location to the materials to creating incentives for participation. We hope this list of recommendations helps you prepare for your next successful pop-up!

Choose the perfect location

Your choice of location should be tailored to your intended audience. If you’re just looking to reach the general public, a table at a popular local event might be the best route. If you’re gathering input on transit improvements, you might want to consider hosting a pop-up at local transit centers or bus stops.

We always recommend making data-driven decisions. Research the event or location to ensure that you’ll reach your desired audience there.

Gather input quickly

It’s key to remember that when you’re meeting people where they already are, that also means that they have their own schedule to follow. Individuals should be able to gather information and provide their feedback quickly. Having different options for collecting feedback allows residents to choose the method that works best for them, making them more likely to participate.

Bring the right materials

Think about what materials are needed based on the purpose of your pop-up. Are you looking to provide information on transit route changes? A board with the new map on an easel might come in handy. Are you trying to gather quick input? Consider a comment card or a flyer with a survey link to pass out quickly. Knowing your purpose will help determine the best materials to reach your audience.

Make a checklist of all the items you’ll need to keep yourself organized, try to pack light, and no matter where you’re going – always be prepared for rain.

Stand out from the crowd

Plan ahead by ordering branded t-shirts or creating name tags for the project team to help the public know who you are during your pop-up. If all else fails, bring clipboards to help signify that you’re collecting information for a project.

Before the event, develop some standard language for staff to use to introduce themselves. Make sure to keep it brief, reference the project you’re working on, and let the participant know what you’re asking of them (and why it’s important!).

Make your table enticing

Everyone likes winning a prize! By offering some kind of incentive for participating, you can make your pop-up event more enticing. Often, a prize raffle or other cool swag will help motivate passersby to stop for a minute – but only if they know it’s there! Ahead of your event, create a table sign or banner to help announce what you’re doing and what the potential prize is. Add language into your initial staff intro to let people know what they could win.

For our Wake Bus Plan pop-ups, individuals who provided an email address were automatically entered into a raffle for one of five $50 gift cards. We made a note on all our promotional materials and told individuals as we handed them a flyer or asked them to complete a comment card. It definitely is a method we will use again in the future!

­­What strategies have you found successful for conducting pop-up events? Let us know in the comments below!

Need help planning your next pop-up? We’d be happy to help! Reach out to us and we would love to assist in your next public engagement endeavor.

About the Author:

Deirdre Scanlon is the Communications Manager for Public Participation Partners. When not dreaming up new ways to equitably engage the public, you can find Deirdre tending to her houseplants or walking the trails of Raleigh, NC.