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Inclusive Engagement Techniques and Approaches

Pop-Up Events

City staff behind a table that has plans, a wheel, and a blue "City Planning" table cloth.

What is it?

A pop-up event, sometimes known as “tabling,” is a temporary activity set up in a public or private space to engage the community in a specific activity or topic. These activities are typically short-term, ranging from an hour to a full day, and are designed to capture the attention of passersby. They can be standalone or incorporated as part of major community events or festivals.

When to use it

Pop-up events can create a sense of in-person community connection by meeting people where they are. Pop-ups can be particularly effective to raise awareness about a project or gather feedback from people who may not typically attend formal public engagement events or meetings.

How to do it

Before

  • Consider pop-up locations at high-traffic places or events where the intended audience naturally gathers or visits, such as sporting events, schools, plazas and shopping centers and community centers.
  • Choose venues that are fully accessible, including parking, entrances and restrooms. Choose venues that are near transit and that have adequate parking.
  • Obtain any necessary permits or approvals if considering a pop-up on private property.
  • Schedule pop-up events during times when people are likely to be out and about, such as lunch hours.
  • Create a logistics plan that outlines the roles, shift schedules, activities, outreach materials and supplies associated with the pop-up event.
  • More complex engagement activities may warrant a flow diagram, which is a sketch of how the setup will be organized within the tent canopy/table area.
  • Staff should wear similar attire such as a City-branded T-shirt.
  • Prepare an optional sheet for interested passersby to sign up for ongoing notifications.
  • Check weather conditions in advance of the pop-up event.  
    • Remind staff to dress accordingly.
    • If temperatures of 80°F or higher are anticipated, ensure water and shade are available and/or consider postponing the event.

During

  • Provide activities and materials that are interactive and engaging to draw people in. This could include quick and simple games or demonstrations.
  • Consider providing participation support.
  • If applicable, provide tablets for digital participation or printed surveys.

After

  • Digitize/upload public input collected to guide project decision-making.
  • Follow up with participants as needed.

Resource considerations

Cost: Minimal

Costs for pop-up events are typically low, including any printed materials, games and participation support.

Time: Minimal to Moderate

Staff can plan and deploy a pop-up event within a few weeks assuming that the department has access to a foldable table, chairs and tent canopy.

Capacity: Moderate

Three to four staff members is recommended in order to have the capacity to interact with larger crowds and support logistical needs.

Other considerations

  • If joining a local event, coordinate with other City departments that might already be engaging about similar topics in this event.
  • Check weather conditions in advance of the event.
    • Remind team members to dress accordingly.
    • If temperatures at 80°F or higher are anticipated, ensure water and shade are available and/or consider postponing the event.
  • Ensure parking directions and instructions are provided for staff carrying materials, especially for loading and unloading.
  • Always prioritize safety. When handling heavy items, seek assistance to avoid strain or injury.

How to make it more inclusive

  • Choose locations or occasions that will offer opportunities to engage with people who are less likely to attend a public engagement event.
  • Provide printed outreach material in all relevant languages for the intended audience.
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