HR Professionals Toolkit

Before moving forward with hosting an Open Enrollment fair, consider the following:

Get internal approval:

• Check in with your department leaders to ensure you follow all policies and requirements. CalHR approval is not required.

Confirm your timeline:

• Schedule your fair at least 60 days in advance to allow time for planning and carrier participation.

Choose a date that works for employees:

• Select a date that aligns when most employees are working on site and can attend during breaks or lunch.
• Avoid major holidays, peak workload periods or competing department events. 

Choose a location:

• Select a space large enough for multiple carriers and tables in one room.
• Choose a centrally located space that employees can easily access.
• Ensure the location is ADA accessible.

 Indoor vs. outdoor:

• Host the fair indoors when possible, for reliability and comfort.
• For indoor events:
  • Confirm guest Wi-Fi availability in advance.
  • Ask carriers about their Wi-Fi needs and provide access/passwords when possible.
• For outdoor events:
  • Provide tents for carriers at outdoor events.
  • Provide tents for carriers at outdoor events and secure them with proper tent weights to prevent movement in windy conditions.
  • Prepare backup plans for rain, including covered walkways or an alternate indoor location if available.
  • For extreme heat, provide fans, cold water, shade and access to indoor cooling areas.
  • Monitor wind conditions and avoid using tents or signage that cannot be safely secured.
  • Secure table materials, signage and handouts to prevent damage or blowing debris.

Benefit carrier participation:
Carriers are happy to attend benefits fairs depending on their availability. Be sure to reach out to carriers as early as possible to ensure they can attend. To request benefit carrier participation, contact the appropriate carrier directly using the contact information listed below.

Health carrier participation:
You’ll be able to request health carriers to attend by using the CalPERS Health Plan Open Enrollment Tool, which goes live each year in July.

Types of requests that you can submit in the tool include:

• Health plan carrier participation in your onsite event: CalPERS health plans will participate in a limited number of onsite Open Enrollment fairs. CalPERS health plans representative can answer benefit questions, provide resources and give live presentations upon request. 
• Health plan carrier participation in your virtual event: CalPERS health plans can participate in virtual webinars hosted by your agency. Each health plan also offers a variety of virtual support resources, such as videos, microsites, webinars and more.
• Printed material support: Health plans can provide a small supply of pre-selected printed materials shipped to your agency.

CalHR participation:

• Depending on availability, CalHR may attend high-traffic events and set up a booth with program and benefits materials. If CalHR cannot attend, we can still support your event by providing guidance and benefits materials.
• Coming Soon: To request support from the Open Enrollment Team, Statewide Engagement Team, or Wellness Team, submit a “Benefits Events Intake” through the Request Tracking System (RTS).  

• Check rules: Verify your city’s and facility regulations, including permits, occupancy limits and safety requirements.
• Plan for weather: For outdoor events, create a contingency plan for heat, rain or wind. 
• Provide Wi-Fi: For indoor events, confirm guest Wi-Fi availability and ask carriers about technology needs.
• Bring materials: Use the Open Enrollment Fair Resources for suggested items like flyers and benefit summaries.
• Plan your setup: Ensure enough tables and chairs for all confirmed carriers.
• Signage: Post directional signs to guide attendees from parking to the fair.
• Parking: Provide passes if required, or share nearby options and fees.
• Check-in & security: Communicate any required procedures, such as IDs, badges or screenings.
• Invite and prepare your support team: Ensure you have enough support staff on hand the day of the event and that everyone knows their roles and responsibilities (i.e., how will guest be greeted? Who will be there to help guide and welcome carriers? Who will help with breaking down the event?).

Don’t skip this step! Even the best-planned Open Enrollment fair won’t be successful if employees don’t know about it.

Start early:

• Announce the event at least two-four weeks in advance. Early notice gives employees time to plan.

Use multiple channels:

• Email communication – A dedicated message highlighting the fair detail.
• Internal newsletters – Include a blurb with a link to more information.
• Posters and flyers – Post in break rooms, common areas and near timeclocks.
• Team meetings – Encourage managers and supervisors to mention the event and emphasize its value.

What to promote:

• Date, time and location of the fair.
• Participating vendors and what each will offer.
• Benefits of attending, such as getting questions answered, exploring new options and learning about resources they may not know about.

Extra tips:

• Consider a reminder email a few days before the event.
• Include fun visuals or graphics to catch attention.
• If possible, highlight incentives, giveaways or interactive sessions to encourage attendance.

Day of checklist:

• Arrive early to set-up the space.
• Set up your tables and any signage.
• Greet vendors and show them their space/table.
• Make sure you have your printed materials ready.

Your role during the fair:

• Be available for questions.
• Help employees navigate the room.
• Direct them to the right vendors.
• Reinforce key Open Enrollment deadlines.