Tips for Successful SMP Outreach Events & Health Fairs

Many years ago, when I started working as a community organizer and was assigned tabling duty, I thought what is the big deal? Bring the tablecloth and the handouts and place them on the table. Wrong, wrong, wrong! At my first health fair, I compared my table with my neighbors’ tables, mine looked sad and boring. No wonder no one was in line at my table waiting to hear my message and receive my handouts!

After many events and making innumerable lists to get ready for the fairs, I think I finally have the process down for a successful table at a health fair event.

Planning and Preparation

Develop and memorize a short pitch about the organization and the message -30 seconds or less, memorize it until you can say it without stumbling in the words! People want to move from table to table rapidly.

I have a pre-packed box to take to health fairs so I am not running around at the last minute. At a minimum you should have the following items in your “tabling” box:

•Large box and carrier (wheeled roller is helpful)

•Tablecloth or banner

•Corporate Brochures

•Handouts –different paper color for each handout

•Give¬aways

•Candies –chocolates are best, diabetic candy is not the best choice – I still have the bag I bought three years ago

•Display racks for brochures and handouts (pack them carefully, they are unattractive if scratched.

•Business cards and holder

•Clip board with sign-up sheets and pens

•Tape, string, and magic markers

•Bottled water and snacks

•Sunscreen –if event is outdoors (in June July and August in Sacramento you may need a hat).

At The Event

•If you do not have an assigned spot, try to set your table in a high traffic area.

•It is best to have two people at the table, so there is someone at the table at all times (bathroom and snacking breaks). If possible, set shifts for staffing table. (When I am not on table duty, I walk around the fair and check the other tables I carry my business cards and brochures to make contacts for future presentations.)

•Make sure that people staffing the table know the prepared pitch.

•Dress comfortably, in layers is best, so you can accommodate changes in temperature

•Be proactive, stand in front of the table and engage passers-by. Begin your pitch by asking: are you aware that______?

•Let me give you some information about______

•Give your prepared pitch to anyone that comes to your table, smile and make eye contact. Show enthusiasm, if you are passive people will bypass your table.

•Always have a clipboard and a sign-up sheet (write some names in –people don’t like to be the first ones to sign up).

•Organize materials and giveaways attractively. Keep the table tidy, replenishing items as necessary.

•If a person that comes to your table is hostile or belligerent be polite but do not engage them.

After the Event:

•File business cards

•Contact people that were interested in having presentations

•Debrief with yourself. What worked, what did not, any changes necessary?

•Repack your tabling box

For more information, see our newsletter article, Stand Out in Your Outreach: Tips for Success at Health Fairs.