Location

The setting for the pop-up must be accessible to your target population. Consider things like public transportation routes, parking, mobility issues, and any potential stigma associated with the location. When possible, consider locations where people are already gathered, such as community centres, schools, or libraries. Keep in mind that the overall aim of the pop-up is to bring a range of services to one location, at one point in time, to geographic areas where they are not typically available.

Set-up

We recommend a large open area where tables can be set up for each service provider. Place the tables along the wall to encourage service providers to stand in front of their tables rather than behind them. Ensure that there are some private spaces available for use should a provider need them. Have a welcome table where people are greeted and provided with information about the pop-up. See Appendix A for an example of the pop-up map.

Central waiting/gathering space

In a central area, have refreshments and spaces for attendees to sit. This will become a gathering space for those waiting, as well as an open and inviting environment where service providers can interact with attendees and with each other. Consider a table for children’s activities such as colouring, puzzles, or board games, and a volunteer to manage those activities. Consider a shared art project to which all attendees can contribute.

Service providers

Each service provider must have an actual service they can perform at the pop-up, above and beyond distributing information. This may include an interactive activity, an assessment or evaluation, registering attendees for programs, etc. Depending on your target population, you may want to tailor the service providers at the pop-up to the specific needs of that population (for example, seniors vs young families may be in need of different services). Have service providers wear name tags at the pop-up for the benefit of attendees and other providers. See an example of a service provider invitation and confirmation emails in Appendix B.

Passport

Create a map of the space and label the location of each service provider. Provide attendees with the map as well as a passport; in the passport they can track which service providers they saw and record follow-up contact information if needed. If you intend to anonymously track people who attend the pop-ups over time, consider using a unique identifier on the passport and plan for taking a copy of the passports to track service use. See an example of a pop-up map and a passport in Appendix C.

Rehearsal

Before the pop-up, hold a rehearsal with all service providers in the space. This time allows service providers to get to know each other and the services that will be available, enhancing their ability to refer attendees to other providers. This time can also be used to provide training to service providers on the principles and practice expectations for your event. See an example of a rehearsal agenda and training presentation in Appendix D.

For more information about the pop-up, please see the series of five papers published here.