Guide to Running a Community Stand

Events throughout the year provide great opportunities to engage and build relationships with your community.

We have put together a guide filled with ideas and practical tips to help you run an engaging and exciting Salvation Army community stand or stall at a local outreach event. From co-ordinating set up to how you can creatively engage with different audiences, we’ve got you covered!

Please note: any idea or activity used must be done so in line with the current government and/or local council guidelines including any specific local restrictions.

Who is your audience?

Find your focus and make it obvious. Make sure your reason for being there is clear, so people know what you want them to do after they visit your stand. This could be to begin building relationships with those in your community or inviting more people to your corps activities.

Once you have taken the time to clearly define what your aims and intentions are for running your community stand, it is important to know the type of stand visitors you’re hoping to attract - identifying factors such as age, interests and background:

Is there a specific audience you want to reach and why? Do you understand their needs and preferences? Tailoring your stand to cater to the specific interests of each group can create a more personalised and engaging experience.
If there is no particular age group you want to reach and prioritise, it could be that specific activities or opportunities being promoted may help define your audiences and key messages you want to communicate (eg join our community choir, volunteer with us, worship with us etc.)
Be mindful that everyone will want to approach your stand differently. Some people will come with a purpose and want to speak with you. Others may prefer to come by and take something rather than stop and talk. See our tips on ways to say ‘Hello’.

If you expect younger audiences / students at a university fair for example, consider featuring interactive audio-visual elements such as QR codes for them to scan to find your corps on social media platforms.
If you want to let this audience know about your corps, give them the Hello handout which welcomes/invites them to find their place and get involved. Ideal for students who have recently moved into the area and are looking for a new church.
Hello pens and speech bubble magnets make great practical giveaways, as well as Hello pin badges to accessorise bags, lanyards, jackets and hats.
Stick a Hello circular sticker on to individually wrapped sweets or snacks as another giveaway to offer. Ask about any individual allergies.
Check out the section below on how to make your stand interactive for some fun ideas.

If it’s families you want to attract, create a welcoming and inclusive space with engaging activities for children. This could look like having a children’s table with chairs next to your stand.
Print out colouring sheets and provide colouring pencils/crayons, easy craft activities like making Hello windmills, toys and games to keep them occupied and gives you the opportunity to chat to parents/guardians and tell them more about activities at your corps.
Offer them a What’s On? flyer to let them know about upcoming events that might interest them.
Download, edit and print out copies of the editable Hello poster to promote a specific family-friendly event, eg parent-and-toddler groups.
Hand out copies of the NEW Hello editable families flyer to children of reading age (5+) to invite them along to any clubs/classes being run at the corps.
Hello sticker sheets are great to give out to children. They can create their own community scenes or stick these on to crafts/activity sheets.
Young children love bubbles! Turn on a bubble machine if you have one or stick Hello circular stickers on to pre-purchased bubble wands to hand out.

When older people visit a community stand, they may look for information on any programmes taking place at your corps including social/wellbeing activities, volunteering opportunities and services specifically designed for their age group.
To make your resources on display accessible for those in this audience who may have a visual impairment, enlarge and print out versions with the font size bigger. This could work well for either of the editable Hello timetables.
Perhaps offer them a seat and a snack – some people may just want to sit and have a chat.

Your Community Outreach Stand

It is hoped that you already have access to a large enough table/tables – this could be a GoPak/trestle table or a foldable camping table. You may want to consider using a gazebo if rain is forecast or if you need shade on a sunny day.
Waterproof and durable storage boxes are ideal for holding any additional/smaller equipment. Ensure you are following health and safety guidelines correctly, which can be found on OurHub (can be accessed with a Salvation Army account).
Who will be manning your stand? Form a small team of people/volunteers depending on the scale and length of the event. A minimum of two people is ideal to ensure there is always someone on the stand. Being part of a group allows you to have breaks and keep the energy going throughout the day.
Foldable chairs/stools may be useful to have to give those manning the stand moments for breaks, or in case someone needing assistance visits the stand and needs somewhere to sit. Keep these placed out of the way (beside or behind the table).

The following section covers how you can create an inviting space along with listing the materials, resources and giveaways you may choose to gather and use in advance:

Get creative within the given space. The way you set up and decorate the space can make your stand shine and give a great first impression. Think of where your team will stand and how visitors will move around the stand when exploring what’s on the table.
Eye-catching and cohesive decorations get people’s attention – for example, by using Salvation Army roller banners, posters and leaflets.
Ensure the table is clean and well organised. Categorise info leaflets and flyers by theme or by audience, rather than putting every single resource you have available out on the table. The key to a more professional looking stand is to keep things as simple and focused as possible. Remember, less is more.
If you are running any games, keep this to one end of the table. You want to avoid a cluttered and messy stand as this may be off-putting for visitors.
Source a large fabric/reusable table cover that complements your stand. You could even consider getting a custom SA branded table cover made to attract attention, which can be sourced online. A solid colour that is not pattern-heavy will make the items on the table stand out.
Aim to have the table cover fully covering the front side of the table, so you can hide and store away additional copies and equipment under the table.
Don’t forget to check that the table cover and other items such as roller banners, paper decorations, the gazebo etc are properly secured and won’t blow/fall in the wind. Use strong sticky tape and other items (eg a laptop, small vases, tumblers containing giveaway items etc) to weigh these down.
Create height variations and levels by using smaller boxes under the tablecloth, or by using display frames/stands for a visually interesting layout to make everything more visible rather than just laying flat. Step back and see how visitors will see the stand from a distance and rearrange where needed.
Choose to put out one or two copies and keep the rest stored under the table rather than keeping piles stacked on the table. Remember to regularly check if the table needs restocking and neatening up.
Print out small signs / name cards to label what is on the table to let people know what is available. Include a call-to-action phrase such as ‘Please take a copy’ or ‘Please take one’ to invite visitors to do so. See the resource below for an editable template.
If your stand is positioned next to a wall, make use of this additional surface and ask if you can attach eco-friendly decorations and posters using easy-to-peel-off adhesives such as sticky tack and glue dots. Check your backdrop looks level and presentable.

Community Engagement

Edit, print and fold to create your own place cards for your stand

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More tips on how to create a visually appealing stand and display table decorations while also being mindful of the environment.

Download and print out copies of the NEW Hello bunting template to create your own reusable bunting. All you need is scissors, string and a hole-puncher to make this in advance.
Check out the NEW Hello paper windmill template for you to print out and make! You will need paper straws, scissors and split pins. Use these to decorate and attach to the corners of your table. A fantastic giveaway for children, and a recyclable alternative to balloons.
Other reusable paper decorations include colourful paper streamers, paper chains, fans, pompoms and honeycomb pompoms. These can look as great as balloon garlands/arches do without the waste and can always be saved and reused for next time. Construct these during set up and stick along a wall / roller banner or hang up with string.
Use coloured chalk to draw arrows pointing to the stand and write words such as ‘Say Hello!’ ‘Welcome!’ on the pavement nearby if outside. You could take inspiration from the ‘Hello’ branding and create your own stencil. But check with event organisers if this is allowed beforehand.
If there’s space, place small vases containing a couple of flowers / giveaway pens, or drape battery/solar-powered lighting decorations such as clear string lights to enhance the look of your stand especially if indoors. What existing seasonal decorations do you have in storage that can be repurposed?
Keep your decorations clean and tasteful. Don’t overcrowd your stand too much, as this will make it harder for people to focus on your message. It’s important to try and find a good balance. Ask your team for feedback and input during set up.
Pay attention to detail and make sure finishing touches are executed neatly and properly to elevate the overall look and feel of your stand.

You want to give people a reason to stop and visit your stand. Use interactive elements like games, quizzes and inviting people to collaborate and add something on to your stand, as ways to engage visitors and make your stand more exciting.

Here are just some ideas for games and other activities you could have on your community stand to offer a memorable experience:

Spin the Wheel

Create a wheel with different giveaway prizes to win. Visitors can spin the wheel and win the prize it lands on. You can order a table top spinning wheel online (eg Amazon).
Trivia games

Offer a short quiz, puzzle or brain teaser which could be linked to the theme of the event for visitors to do. This can keep them engaged while waiting to speak to others on your team and can be a fun challenge.
Funfair/lawn games

If you have lots of space, you could set up games such as a ring or beanbag toss, giant Jenga, skittles etc.
'Hellooooo' game

This one is for those with big lung capacity. Challenge people to go head-to-head and see how long they can say the word ‘Hello’ in just one breath. Make sure you note down timings for each person who takes part and you may even want to create your own leader board. Award winners with a small prize.
Collaborative art

Invite people to use their colouring or drawing skills to create a community art piece / mural that is linked to the aims of your stand. You could draw outlines of the different corps activities and invite people to colour in what interests them, or to trace around their hands and colour in. All you need is a large piece of paper stuck against a nearby wall or on the ground and coloured marker pens/chalks.
‘Our community wall’

Encourage people to write and share what they love about their community, or to add their hopes and dreams for the future of the community using sticky notes or sheets of paper which could then be stuck on to a wall nearby. You might want to prompt them with a question such as ‘What do you love about this community?’

Community events present fantastic opportunities to speak to attendees and visitors. However, sometimes talking to strangers can feel intimidating. Below are some ways to make approaching people feel natural and easy - share these tips with your team:

Smile and say ‘Hello’.

This is a simple and friendly way to begin a conversation. Be mindful of how people may react to your greeting. Some people may be more responsive and smile back, others may prefer not to be approached.

Arrive with plenty of time.

Some of your best conversations may happen right at the beginning or end of the day, so don’t cut your time there short.

Hand out giveaways or leaflets.

This is a good way to initiate conversations and introduce yourself or what it is you’re doing at the event. This might be letting people know about activities at your corps, or finding out what the local community needs.

Use open-ended questions.

Learn more about an individual and keep the conversation flowing by using open-ended questions that invite more than a ‘yes/no’ answer. For example, ‘How are you today?’ or ‘What brings you here?’

Give appropriate compliments.

Thank visitors for coming, let people know it’s great to see them at the event or that their hat/hair looks cool! This will help to break the ice and make the attendee feel noticed.

Remember to be kind, respectful and authentic.

Be an active listener to demonstrate a genuine interest in the people you are talking to. The conversations you have will form a connection and trust between you both.

Don’t panic if you can’t answer a question.

If you are unsure how to answer a question from a visitor (eg in-person donations, or responding to someone in real need of urgent help), say so, and invite them to speak with a key contact or team member, whether that’s your corps officer or another leader. Ensure everyone manning the stand is aware of who to go to on the day. Use the space on the back of the ‘Hello’ resources to write down any details. Make note of any queries and ask people if they are willing to provide contact details for someone to get in touch.