Event Calendar Best Practices: Difference between revisions

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Latest revision as of 07:40, 3 June 2026

Words of Wisdom

Members should be able to quickly understand what an event is, whether it is for them, and how to attend.

Clear event information removes barriers to participation.

What Success Looks Like

Members can easily find event information
Event details are consistent across platforms
Members can decide whether to attend with minimal uncertainty
Fewer questions are needed before attending

Best Practices

Publish information early whenever possible
Keep details complete and consistent
Update all platforms when changes occur
Include information that helps members feel comfortable attending

Common Pitfalls

Missing or incomplete event information
Conflicting details across platforms
Last-minute updates that are not widely communicated
Assuming members already know what to expect

Purpose

Provide clear, consistent, and accessible event information so members can easily discover and attend activities.

Keeping Information Consistent

Different groups use different communication channels, but members should receive the same event information regardless of where they find it.

Finalize events before newsletter publication when possible
If details change:
- Update all platforms
- Clearly communicate updates
- Note that the information has been updated

See: Local Group Event Channels and Platforms

Providing Complete Information

Use the Event Information Checklist to ensure event information is complete and consistent.

Event listings should help members quickly understand:

What the event is

When and where it takes place

Who it is for

How to attend

What to expect

Maximizing Visibility

When possible, plan events early enough to be included in regularly scheduled member communications.

Events included in regular member communications typically receive greater visibility than events announced only through last-minute updates or social media posts.

@@ Line 1: / Line 1: @@
-  See [[Local Group Events and Activities]] for overall event strategy.
+{{Words of Wisdom
+| wisdom =
+Members should be able to quickly understand what an event is, whether it is for them, and how to attend.
+Clear event information removes barriers to participation.
+| success =
+* Members can easily find event information
+* Event details are consistent across platforms
+* Members can decide whether to attend with minimal uncertainty
+* Fewer questions are needed before attending
+| best =
+* Publish information early whenever possible
+* Keep details complete and consistent
+* Update all platforms when changes occur
+* Include information that helps members feel comfortable attending
+| pitfalls =
+* Missing or incomplete event information
+* Conflicting details across platforms
+* Last-minute updates that are not widely communicated
+* Assuming members already know what to expect
+}}
 == Purpose ==
 Provide clear, consistent, and accessible event information so members can easily discover and attend activities.
-== Guiding Principle ==
+== Keeping Information Consistent ==
-Members should be able to quickly understand what an event is, whether it’s for them, and how to attend.
+Different groups use different communication channels, but members should receive the same event information regardless of where they find it.
+* Finalize events before newsletter publication when possible
-The newsletter is often the primary source of event information, with other platforms aligned to it.   For groups that have bi-monthly or quarterly newsletters, email or online platforms may be the primary source of event information.
-== Source of Truth ==
-{| class="wikitable"
-! Platform !! Role
-|-
-| Newsletter || Primary source (for many groups)
-|-
-| Online platforms || Must match and stay updated
-|}
-* Finalize events before newsletter publication when possible
 * If details change:
 ** Update all platforms
 ** Clearly communicate updates
+** Note that the information has been updated
-== Lead Times ==
+See: [[Local Group Event Channels and Platforms]]
-Providing enough notice increases participation.
-{| class="wikitable"
-! Event Type !! Suggested Notice
-|-
-| Major events || 3–4 weeks
-|-
-| Standard events || ~2 weeks
-|-
-| Small / recurring || 1 week minimum
-|}
-* Submit events before newsletter deadlines
-* Late additions may have lower visibility
-== What Every Event Listing Needs ==
-See: [[Event Listing Checklist]]
-=== Required ===
-* Event title
-* Date and time (include time zone if needed)
-* Location (physical or virtual)
-* Contact information
-=== Recommended ===
-* Brief description (what + who it’s for)
-* Directions / arrival notes
-* Accessibility information
-* Environment notes (noise, indoor/outdoor, pets, etc.)
-* What to bring
-''Goal: Reduce uncertainty so more members feel comfortable attending.''
-== Accessibility & Inclusion ==
-* Be explicit about physical access (stairs, terrain, etc.)
-* Describe environment (quiet, crowded, casual)
-* Include virtual options when possible
-* Avoid assumptions about comfort levels
-== Consistency Across Platforms ==
-All listings should match across platforms.
-If something changes:
-* Update everywhere
+== Providing Complete Information ==
-* Note that the information has been updated
+Use the [[Event Information Checklist]] to ensure event information is complete and consistent.
-== Using Multiple Channels ==
+Event listings should help members quickly understand:
-Different platforms serve different purposes.
+* What the event is
-See:
+* When and where it takes place
-* [[Event Channels and Platforms]]
-== What Success Looks Like ==
+* Who it is for
-* Events are easy to understand
+* How to attend
-* Members can quickly decide whether to attend
-* Information is consistent across platforms
-* Fewer questions are needed before attending
-== Key Takeaway ==
+* What to expect
-A strong event calendar is:
+== Maximizing Visibility ==
+When possible, plan events early enough to be included in regularly scheduled member communications.
-* Clear
+Events included in regular member communications typically receive greater visibility than events announced only through last-minute updates or social media posts.
-* Complete
-* Consistent
-* Accessible
 == Related ==
@@ Line 105: / Line 56: @@
 * [[Local Group Events and Activities]]
 * [[Event Listing Checklist]]
-* [[Event Channels and Platforms]]
+* [[Local Group Event Channels and Platforms]]