Open Enrollment season can feel overwhelming for employees—and for the HR teams managing it. A benefits fair is one of the best ways to cut through the noise, provide clarity, and build excitement. But planning one can feel like juggling a dozen plates at once. 

The good news? With the right strategy, your benefits fair can become more than just another HR event. It can be a turning point that boosts participation, reduces last-minute questions, and helps employees walk into OE feeling confident. 

Here are our top tips for hosting a benefits fair that actually makes an impact. 

1. Start with Clear Goals 

Before booking a venue or sending out invites, decide what you want your fair to accomplish. Is the goal to: 

• Increase overall participation in OE? 

• Help employees better understand new benefits options? 

• Reduce the number of last-minute HR questions? 

Clear goals will shape your decisions on vendors, format, and communication strategy. 

2. Choose the Right Format 

The best format depends on your workforce: 

• In-person fairs work well if most employees are on-site and you want the energy of face-to-face conversations. 

• Virtual fairs are ideal for remote or distributed teams. They can also give employees the flexibility to revisit resources later. 

• Hybrid events combine the best of both worlds—offering in-person energy and online accessibility. 

3. Partner with Vendors Early 

Your providers aren’t just participants—they’re partners in making your fair engaging. Invite them early so they can plan interactive materials, short presentations, or even small giveaways that make their benefits more approachable. 

4. Make It Engaging and Fun 

Let’s face it: nobody gets excited about a room full of brochures. The more interactive your fair, the more employees will remember. Consider: 

• Quizzes and games (think spin-the-wheel prizes or scavenger hunts) 

• Live Q&A sessions with HR or vendor reps 

• Guided sessions on tricky topics like HSAs, FSAs, or retirement planning 

• Raffles, gift cards, or wellness credits to encourage participation 

These small touches can turn a mandatory-seeming event into something employees actually look forward to. 

5. Promote Across Multiple Channels 

The “build it and they will come” approach doesn’t work here. Promotion is just as important as the event itself. Try: 

• Sending save-the-date reminders well in advance 

• Highlighting “what’s in it for them” in every message 

• Using multiple channels—email, SMS, intranet, and even posters in common spaces 

• Sharing a sneak peek of prizes, vendors, or sessions to spark interest 

6. Follow Up After the Event 

Your benefits fair shouldn’t end when the last booth is packed up. Follow-up helps extend the value: 

• Send short surveys to gather feedback on what worked (and what didn’t). 

• Share takeaways like session recordings, FAQs, and benefit guides. 

• Track metrics like attendance and engagement to show leadership the ROI—and to improve next year’s event. 

The Bottom Line 

A well-run benefits fair isn’t just another item on your OE checklist—it’s an investment in employee confidence. With the right planning and execution, these events can help employees understand their options, reduce confusion, and make OE smoother for everyone. 

Ready to simplify the process? Our Benefits Fair Planning Guide walks you through every step—from pre-event planning to post-event measurement—so you can host a fair that’s both seamless and successful.