Pop-ups have been part of Engage Delaney’s engagement toolkit for years. We have used them in many settings; from university campuses to festivals and community gathering places. One of our major three-year projects included pop-ups throughout the engagement process, giving us plenty of opportunities to test different approaches and learn what encourages people to stop and participate.
Done well, a pop-up can be much more than an information table. It can capture attention, start conversations, invite further participation and help an organization build a visible and familiar presence in the community.
Pop-ups work particularly well when a new program is coming and people need clear, timely information. They can also serve as an entry point to further engagement by inviting people to complete a survey, attend a workshop or visit a project website.
They may primarily support Inform on the IAP2 Spectrum, but they can also include elements of Consult. The important thing is to be clear about what input is being sought and how it will be used.
What have we learned?
- Give people a reason to stop. Interactive activities are more inviting than information boards alone. At Metro Vancouver’s solid waste management pop-ups, we used a waste-sorting game for children. Kids enjoyed testing their knowledge while their parents learned about the project and spoke with the team. Games, colouring activities and small giveaways can make pop-ups more welcoming for families.
- Offer different ways to participate. Some people want to ask questions, while others would rather complete a quick activity, read a display or take information home. Combining different methods allows people to participate in a way that works for them.
- Make the next step easy. If people can engage further, tell them how. Use a QR code, sign-up option or take-away card to connect them with a survey, workshop or project webpage.
- Ask for feedback on your information. Even when the main objective is to inform, there may still be an opportunity to consult. At the City of Mission’s curbside collection pop-ups, we are using a feedback board to ask whether the information provided was helpful. It is a simple way to learn what is working and where communications could be improved.
- Design materials that can travel. Clear, visual and durable boards can be used across multiple locations and events. This supports consistent communication and makes it easier for an organization to maintain a visible presence in the community.
- Set the tone through your team. Pop-up staff should be knowledgeable, approachable and prepared for a range of reactions. Some people may arrive frustrated or with preconceived ideas about the project or organization. Remain composed, listen without becoming defensive and acknowledge their concerns. Then, bring the conversation back to the purpose of the pop-up, direct them to accurate information and explain any appropriate next steps. The goal is not to promise an outcome or resolve every issue on the spot, but to ensure people leave feeling heard, respected and better informed.
- Keep showing up. One pop-up can raise awareness, but relationships are built over time. Attending different events and returning to the community creates more opportunities for informal conversations, familiarity and trust.
Pop-ups should not replace engagement methods that allow for deeper discussion. However, as part of a broader engagement and communications approach, they can help organizations connect with more people, share useful information and create pathways to meaningful participation.