How to Plan a Resource Fair

Resource Fairs are events to publicize a service, provide information and tools, educate the community, or a means of outreach to a target population. They are great opportunities to teach a new skill, assist with job search efforts, establish your organization as a leading resource for the community, to develop community partnerships and to motivate attendees in a positive manner.

Planning can be the key to a successful event, and time should be invested wisely in developing an action plan. Identify a chairperson or co-chairs who can keep the process organized and adhere to deadlines. The size and number of committees will vary depending on the number of participants. Each committee should have clear duties established. Set your date and develop a timeline with contingency plans.

Collaboration with partnering agencies or with individuals who are similarly invested in the outcome is vital to expanding your outreach. Churches, businesses, and civic groups are very welcoming and can provide many resources. Identify your target audience and invite partners to the table who usually serve your audience. Once you have your team organized, identify possible locations for your resource fair. Depending on the expected number of attendees and vendors, you will also need to be aware of accessibility, power connections, and surrounding community characteristics.

Identify possible sponsors, donors, and vendors. Develop invitations for each that include date, time, location and pertinent information. Prepare packets for the attendees that clearly establish the agenda, what is available, the location of vendors, and the opportunities that are present. Also, have a second packet for vendors that outline your expectations of their participation, the availability of services and facilities, and appreciation of their participation. Both vendors and attendees should also have an opportunity to evaluate and provide feedback regarding your event.

Make sure that there are several staff or volunteers available the day of the event to handle any situations or to 'put out fires'. Have escorts available for large groups, interpreters for Spanish speaking attendees / hearing impaired, and wheelchair access for mobility impaired. For larger events, you may also need staff to provide breaks for your vendors. If your budget allows, refreshments and door prizes are always a hit. Local grocers, restaurants and businesses may also be able to donate some items.

Another major project for one of your committees is to publicize your event. Develop flyers, public service announcements, news releases, and other promotions to distribute to as many media sources as you have at your disposal. Utilize your local newspapers, radio stations and television stations. Invite church groups to spread the word and to participate in the resource fair. Also be sure to invite your local community leaders to attend and conduct a ribbon cutting ceremony. An opening speech can set the tone for your resource fair as well as provide instructions to the attendees.

The key to any resource fair is to know your target populations needs, be prepared with your message and resources, develop partners in your community and follow through with any information or service that is promoted. Be at your location early and be prepared to stay late. Assist your vendors in setup and be sure to make sure your facility is clean at the end of your event. Review your feedback for the next event and save all materials to reuse and minimize planning for the next resource fair you conduct.