Community Event, 5K & Festival Playbook
Capture high-energy crowds in motion. Make downloading fast, fun, and irresistible with high-visibility signage and quick interactions.
Why Community Events Work for RFP
The Advantage
Community events attract large, diverse crowds—many of whom already care about local causes. You're meeting people where they are, in a positive setting.
The Challenge
People are distracted, moving, and have limited time for extended conversations. You have approximately 3 seconds to communicate your message.
The Solution
High-visibility signage, ultra-simple messaging, and volunteers who can complete the pitch in 10 seconds.
A well-executed 5K or festival booth can generate 100-300+ downloads in a single day. At an average of $631/year per active household, even 50 engaged supporters means $31,550 annually in passive funding.
Event Types & Tactics
5K Runs / Walkathons
Key Moments:
- • Registration/bib pickup (captive, waiting in line)
- • Start line area (nervous energy, looking for distraction)
- • Finish line (accomplishment high, receptive)
- • Post-race festival area (relaxed, celebrating)
“You just ran for [Cause]—now support us every time you shop. Download RFP!”
Festivals & Street Fairs
Key Moments:
- • Entrance/exit points (everyone passes through)
- • Near food vendors (people waiting in lines)
- • Near stages during set breaks
- • Your booth/tent location
“Love local? Download RFP and every purchase supports [Nonprofit].”
Farmers Markets
Key Moments:
- • Entrance area
- • Checkout lines at vendor booths
- • Near popular vendors (coffee, baked goods)
“You already shop local. Now make it count—download RFP!”
Charity Walks / Awareness Events
Key Moments:
- • Check-in/registration
- • Water stations along route
- • Finish area
- • Awards/closing ceremony
“Keep the momentum going. Download RFP and support [Cause] year-round.”
The 3-Second Rule
At community events, you have approximately 3 seconds to communicate your message. Everything must be visible, readable, and actionable immediately.
Visible from this distance
Readable in under 3 seconds
Actionable immediately
QR Code Sizing for Outdoors
| Distance | Minimum QR Code Size |
|---|---|
| 3 feet (close-up) | 2" x 2" |
| 6 feet (table distance) | 4" x 4" |
| 10 feet (passing by) | 6" x 6" |
| 20+ feet (banner) | 12" x 12" or larger |
Pro Tip: Test your QR codes outdoors in sunlight before the event. Glare can make them unscannable. Use matte finishes when possible.
Volunteer Scripts
The 10-Second Pitch
Approach:
“Hey! Want to support [Nonprofit] every time you shop? Scan this QR code—free app, takes 10 seconds!”
If they engage:
“When you shop at local businesses in the app, they donate a portion to [Nonprofit]. No extra cost to you!”
If they hesitate:
“No commitment—just scan and check it out later!”
Volunteer Script Card
APPROACH:
“Hey! Want to support [Nonprofit] every time you shop? Free app—takes 10 seconds!”
IF THEY ASK “WHAT IS IT?”:
“RFP connects you with local businesses that donate when you shop. You pay the same price—they give a portion to us!”
IF THEY'RE BUSY:
“No worries! Take a photo of the QR code and download later. Thanks for supporting [Nonprofit]!”
IF THEY'VE ALREADY DOWNLOADED:
“Amazing! Make sure you selected [Nonprofit] as your cause. Thank you!”
Gamification Ideas
Make downloading fun and memorable.
Spin-to-Win Wheel
Set up a prize wheel at your booth. Attendees spin AFTER showing their completed download. Prizes: stickers, small swag, gift cards, grand prize entry.
Instant Giveaway
“Download the app, get a free [sticker/water bottle/snack]!” Works well at 5Ks where people want freebies.
Photo Opportunity
Set up a branded photo backdrop. “Download the app, take a photo, share on social with #[hashtag]” for bonus entry.
Team Competition
For 5Ks with teams: track downloads by team. “The team with the most downloads wins [prize]!”
Progress Thermometer
Display a large “downloads today” tracker. Update it visibly throughout the event. “Help us hit 200 downloads!”
Weather Considerations
Sunny/Hot Days
- • Provide shade at your booth
- • Offer water to people who stop
- • Use matte finishes (QR codes glare on glossy)
- • Have sunglasses handy for volunteers
Rainy/Overcast Days
- • Bring a tent or canopy
- • Laminate all signage
- • Have towels to dry phones before scanning
- • QR codes work better without glare!
Windy Days
- • Weight down all signs and banners
- • Use sturdy A-frames, not lightweight signs
- • Secure tablecloths and materials
Master Checklist
2 Weeks Before
- Confirm booth/space reservation
- Order signage and banners
- Recruit and schedule volunteers
- Prepare giveaway items
1 Week Before
- Print all materials
- Test QR codes on multiple devices
- Brief volunteers on scripts and roles
- Check weather forecast
Day Before
- Pack all supplies
- Confirm volunteer arrival times
- Charge phones and tablets overnight
- Review setup diagram with team
Day Of
- Arrive early for setup
- Test QR codes in actual lighting
- Position signage for visibility
- Track download count throughout