Pop-Up Planning Timeline

Courtney Lundy; Ryan Mallard; Cathie Scott; Shannon Spenceley; Cheryl Andres; Stasha Donahue; Stephanie Perrin; on behalf of the Alberta Local Innovation Partnership

The planning for a pop-up event should start 3-4 months before the pop-up date. The following table provides a list of decision points and actions from initial planning through to post-event evaluation. An approximate timeline is provided based on how long the action is expected to take and what future activities are dependent on earlier decisions. While we have indicated that the first interaction with service providers is three to four months before the pop-up date, we encourage planning teams to begin connecting with local service providers as early as possible, especially at the management level; organizational buy-in will support service providers to participate.

Download a printable version of this checklist here.

Task	Notes/Suggestions	Date/Duration
Select date and venue	Consider space needed for desired number of service providers, private spaces Check for any major scheduling conflicts with other trainings/events This is typically done at the Working Group meetings	3-4 months out
Schedule rehearsal for service providers	Select rehearsal date at the same time the pop-up date is chosen if the orientation is to be held at this same venue (this is ideal). Request a three hour time slot (1 hour for set up, 2 for orientation) Arrange with Working Group	3 months out
Invite service providers	Send a ‘Save the Date’ to previously participating service providers/managers so they are aware it is coming and can start planning Go to the list of services providers from the last pop-up, send an email to the organizations with highlights and stats from the last event. Discuss service gaps from the last event with the WG New service providers are to be invited by a member of the WG (may want to invite new service provider organizations based on the location selected – so in the school, more of a focus on child- and and family-serving organizations) Include the date of the orientation/rehearsal in the email invite See invite email template	3 months out
Confirm service providers	Create a spreadsheet to track who has confirmed Confirm with them what services they will be providing on-site Update the website with confirmed service providers and other organizations See confirmation email template	Ongoing
Begin communications plan	Develop this internally or recruit the support of a communications expert from one of your supporting organizations Identify which one person will give final approval of marketing materials before they are sent to print	3 months out
Finalize communications plan	Approved by designated person	2 months out
Finalize poster design	Order posters (we ordered 200)	2 months out
Finalize postcard design	Order postcards (we ordered 5000 when they were going to be distributed in school backpacks)	2 months out
Submit Pop-Up details to school newsletters	If this is an appropriate means of marketing the pop-up, contact the schools or school district to find out when their newsletter is published	2 months out
Distribute postcards in school (to be sent home with students)	If this is an appropriate means of marketing the pop-up, contact the schools or school districts to find out when would be a suitable time to distribute postcards	1.5-1 month out
Begin social media campaign	Create a Facebook event Send link to the Facebook event with pre-written tweets and Facebook posts to the service providers Tweet regularly using an appropriate Twitter account	1 month out
Confirm food sponsor	Approach local grocery stores or other food sponsor for gift card or food donations Seek corporate sponsorship for food donations from local businesses Ask at the Working Group for other ideas	1 month out
Host rehearsal	Allot time for service providers to introduce themselves and talk about the service(s) they will provide at the pop-up Discuss some of the key strategies for engagement Plan for extra time at the end for discussions to continue Update presentation from last rehearsal as needed. Include updates on what has changed for the upcoming pop-up based on feedback from the last event	1-3 weeks out
Create map of service provider tables	See template for a pop-up map Get a floorplan from the venue representative to create the map Have space for unexpected service providers who may show up on the day	1 week out
Purchase sandwiches, cookies, juice from food sponsor	Purchase based on number of attendees from last event	28-48 hours out
Prepare welcome table materials	Print for service providers: wifi password, venue map, table numbers, photo consent forms as needed Bring a scanner or iPad, laptop, extra black paper and extra copies of forms and maps in labelled folders	24 hours out
DAY OF THE POP-UP
Set up tables and chairs with table numbers	Set up based on the venue map created with the services providers	1 hour prior
Set up a food table		1 hour prior
Set up a welcome table between the service provider space and the food table (ideally)	Have two volunteers at the welcome table For service providers, remind them about the passports and how they are used.	1 hour prior
Set up private spaces for service providers who require them	Communal private space that can be available to any service provider throughout the pop-up as required. Service providers such as physicians may require a dedicated private space	1 hour prior
Place sandwich boards and other signage outside the venue		1 hour prior
Collect ethics and photo consent forms from service providers	Use the service provider tracking sheet to determine who needs to sign these forms. They only needed to be completed once, not at each pop up.	1 hour prior/all day
Count attendees	Count attendees at the welcome table and also have service providers keep a tally.	All day
Enter attendees in the draw (if applicable)	If you have a service provider or sponsor who would be willing to provide a prize for a draw, set up a ballot box near the pop-up entrance.	All day
Photocopy/scan or take a photo of attendees’ passport	When attendees leave, ask if they are comfortable with their passport being used for data collection. Make a copy by photocopying/scanning/or taking a photo on an iPad, and give them the original.	All day
Collect notes from service provider debrief discussions	Service provider debriefs are executed by welcome table staff/volunteers/working group	End of day
Tear down and clean up		End of day
AFTER THE POP-UP
Email a thank you and summary of the pop up with highlights, stories, and stats to the service providers and their managers		Within one month of the pop up
Send a thank you card to the venue		Within one month of the pop up
Summarize notes from service provider debrief discussions	Service provider debriefs are executed by welcome table staff/volunteers/working group	Within one month of the pop up

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Primary healthcare pop-ups: A planning guide Copyright © 2020 by IMPACT is licensed under a Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International License, except where otherwise noted.

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