OE Fair
Toolkit

Open Enrollment Fair Toolkit: Everything You Need to Host Your Own

Open Enrollment is a critical time for employees to review, understand and make changes to their benefits. Hosting an Open Enrollment Fair is a powerful way to connect employees with the information and resources they need to make informed decisions.

This toolkit is designed to help you confidently plan and host your own in-person Open Enrollment Fair. Whether you are new to Open Enrollment events or looking to enhance your existing approach, this page provides step-by-step guidance and ready-to-use resources.

Open Enrollment Basics:

What is Open Enrollment?

Working for the State of California gives you access to competitive, quality and affordable benefits for a life well lived. By using your employee benefits, you can improve your overall wellbeing, positively impacting long-term physical and financial health for yourself and your loved ones. 

Open Enrollment is your annual chance to review and update your benefits, including: 

  • Health, dental and vision plans 
  • FlexElect Reimbursement Accounts 
  • Legal insurance 
  • Cash options 
  • COBRA 
  • Long-term disability (LTD) 
  • Supplemental life insurance 

During Open Enrollment, you can: 

  • Enroll, cancel or change your benefit choices for health, dental, vision, COBRA and legal insurance. You can also add or delete eligible dependents. 
  • Enroll in FlexElect Reimbursement Accounts. If you already have a reimbursement account and want to continue participating next year, you must re-enroll during Open Enrollment. 
  • Enroll in a cash option in lieu of health and/or dental benefits if you have qualifying coverage through another source such as your spouse or domestic partner. Permanent-intermittent employees who want to continue receiving the cash option must re-enroll annually during Open Enrollment. 

For excluded employees: 

  • Enroll, cancel or change LTD coverage. 
  • Beginning in 2026, employees enrolled in LTD will have the option to add their spouse to enhanced accident and critical illness coverage. 
  • If you are enrolled in basic group term life insurance, purchase or change your supplemental life insurance for yourself and your dependents. Changes can be made at any time. 
  • Review your current benefits. Do they still support you and your family’s needs? If you are currently enrolled in health, dental, vision, cash option, group legal, LTD or supplemental life insurance and do not wish to make changes, no action is required. 

 

Why were Open Enrollment Fairs established?

Need to add information about how and why they were established for in-person and virtual.

What departments have a major role or responsibility during the Open Enrollment season?

Information below needs to be checked for accuracy/updated as needed.

CalHR’s role 
CalHR is committed to offering a high-quality, comprehensive benefits package that provides valuable benefits for you and your family. During Open Enrollment, employees can make changes to their benefits selections. CalHR provides resources, guidance, and training for State HR professionals to support employees in understanding and accessing their benefits.

We help ensure employees have the tools to care for their health, family, finances, work-life balance, and connection to the community.

CalPERS role
CalPERS administers health, retirement, long-term care, and COBRA benefits. They are the primary contact for employee questions regarding health plans and retirement processes.

State Controller’s Office role 
The SCO handles payroll and applies deductions for benefits. Their work ensures accurate and timely payroll processing, supporting employees’ benefit elections. This backend role is critical for benefits accuracy during Open Enrollment.

Departmental Personnel Offices:
Departments are where benefits administration is applied. Your role includes helping employees enroll, processing forms, answering questions, and ensuring that rules and policies are followed. Using your training as guidance, you support employees throughout Open Enrollment and ensure that CalHR policies are correctly applied. You are also responsible for promoting Open Enrollment to employees, making sure they know about available resources, changes to plans, deadlines, and opportunities to learn about their benefits.

When is Open Enrollment?

Dates for Open Enrollment will be announced in early May 2026. This is your once-a-year opportunity to make any changes to your benefits for next year. Take time to look at what’s new. Changes take effect on January 1, 2027. 

When do changes take effect?

All changes take effect on January 1, 2027.

How to Host an In-Person Open Enrollment Fair:

What do I need to consider before hosting an In-Person Open Enrollment Fair?

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

Department Approval

  • Have you received approval from department HR leadership?

  • Are there any internal policies or event requirements to follow?

Timeline & Planning Window

  • How far in advance are you planning? (Recommended: 60–90 days prior to event)

  • Does your selected date align with the official Open Enrollment period?

Selecting a Date

  • What days are most employees onsite?

  • Avoid major holidays, peak workload periods, or competing department events.

Choosing a Location

  • Is the space large enough for multiple carriers and tables?

  • Is it centrally located and easy for employees to access?

  • Is it ADA accessible?

 Indoor vs. Outdoor

  • Indoors is recommended for reliability and comfort.

  • Outdoor events require weather contingency plans (heat, rain, wind).

  • Consider access to electricity and Wi-Fi.

 Logistics & Setup

  • Tables and chairs for each vendor

  • Signage and directional markers

  • Parking and visitor check-in procedures

  • Power access (if carriers need it)

  • Wi-Fi availability
How do I submit a request for benefit carrier participation?
  • What do they offer at in-person fairs
  • Approval process
How do I submit a request for health carrier participation?
  • What do they offer at in-person fairs
  • Approval process
How do I request CalHR representation for my Open Enrollment Fair?
  • What do they offer at in-person fairs
  • Add in new CalHR intake process
  • Approval process
If I’m unable to host an Open Enrollment Fair, how can I ensure employees still receive Open Enrollment information?

If you’re unable to host an Open Enrollment Fair, you can still make sure employees get the information they need. Check out our HR Toolkit for tips on promoting Open Enrollment to your employees.

You can also encourage employees to attend our CalHR Virtual Benefits Fair to stay informed. (Need to add link to that page)

Open Enrollment Fair Resources:

A successful Open Enrollment Fair goes beyond scheduling carriers and securing a location. Having the right materials and information prepared ensures employees leave your event with clarity, confidence, and next steps.

This section provides recommended resources and printed materials to bring to your event. By planning ahead and equipping yourself with these resources, you can create a well-organized, informative, and impactful Open Enrollment Fair experience.

How to Enroll Flyer

Find details on how to enroll for different benefit options. 

2026 Cash Options Flyer

Find an informational flyer about cash options including who is eligible to enroll and how to sign up.

2026 FlexElect Reimbursement Accounts Flyer

Find a flyer about FlexElect Reimbursements Accounts including Medical Reimbursement Accounts and Dependent Care Reimbursement Accounts.

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