How Do I Plan an Employee Benefit Fair?

Many companies strive to retain their employees by offering benefits, such as health and vision care, membership discounts to local businesses and retirement funds. However, not all employees may be aware of the benefits available, especially if they are new to your company. Planning an employee benefit fair can introduce workers to all the extras that your company has to offer.


Choose a date for the benefit fair. Ensure that no company meetings, events or holidays are planned for your preferred date. Check with your supervisor and human resources manager to ensure the date you've choose is appropriate.


Contact the companies that you want to attend at the fair, and ask if they will be able to participate on your chosen date. If not, change the day and time of your benefit fair to accommodate the providers. If applicable, invite representatives from your firm's general health, eye, dental care and life insurance providers, as well as retirement plan administrators and companies that provide employee discounts. Ensure all representatives bring sufficient literature to distribute and leave for employees who are unable to attend.


Select a time for the employee benefit fair. Four hours is typically sufficient. If you have a large number of employees, you may need longer hours.


Reserve an area for the benefit fair that is large enough to allow each presenter a table or booth, with room for everyone to walk around. Large conference rooms and cafeterias are ideal places for benefit fairs.


Decide when the company will allow employees to visit the benefit fair. For example, you may decide that they can go during their lunch or break, or set aside a specific period of time during the day for everyone to attend. Alternatively, have employees visit the fair in groups. For example, everyone from information technology could go in the morning, customer service representatives, an hour before lunch, and managers, after lunch.


Plan activities during the fair as an incentive for employees to attend, such as a book or canned food drive, free chair massages, a raffle or free food. You can serve anything from coffee and croissants to a full, catered lunch, depending on your budget.


Develop an announcement to send to all employees about the benefit fair. Consider using emails, posters, a printed newsletter or an announcement on your company website. The more types you use, the better the chance for strong participation. Highlight the incentives for employees to attend.


Send the announcement at least a week or more before the fair. Tell employees who cannot attend how to obtain literature the presenters will be leaving.