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{{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 ==
== Purpose ==
Provide clear, consistent, and accessible event information so members can easily discover and attend activities—regardless of how they engage.
Provide clear, consistent, and accessible event information so members can easily discover and attend activities.


'''Guiding principle:''' The newsletter is the ''authoritative source'' for event information. All other platforms should align with it.
== 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
== Initial Source: Newsletter ==
* If details change:
The '''newsletter is the initial source of truth''' for event listings.
 
* All events should be finalized '''before newsletter publication'''
* Information in other channels (Meetup, social media, websites) should '''match the newsletter'''
* If details change after publication:
** Update all platforms
** Update all platforms
** Clearly communicate the change in the next email or via direct outreach if urgent
** Clearly communicate updates
** Highlight the chage
** Note that the information has been updated
 
See: [[Local Group Event Channels and Platforms]]
👉 This avoids confusion and ensures consistency across channels
----
 
== Lead Times ==
Providing enough notice is critical for participation.  The more notice (and repetition) the more it will "stick".
 
'''Suggested timelines:'''
 
* '''Major events:''' 3–4 weeks notice
* '''Standard events:''' 2 weeks notice
* '''Small/recurring events:''' 1 week minimum
 
'''Newsletter inclusion rule:'''
 
* Events should be submitted '''before the newsletter deadline''' to be included
* Late submissions may be shared in other channels but risk lower visibility
 
----
 
== What to Include in Every Event Listing ==
Every listing should be complete and accessible so members can decide whether and how to attend.  [[Event Listing Checklist|Checklist]]
 
=== Required Information ===
 
* '''Event title'''
* '''Date and time''' (include time zone if relevant)
* '''Location'''
** Physical address or virtual link
* '''Contact person'''
** Name and/or email for questions
 
=== Helpful Details ===
 
* '''Brief description'''
** What the event is and who it’s for
* '''Directions / arrival notes'''
** Parking info, public transit, how to find the group
* '''Accessibility information'''
** Mobility access (stairs, elevators)
** Seating availability
** Noise level or other relevant considerations
* '''Environment notes'''
** Pets allowed or expected
** Indoor/outdoor setting
* '''What to bring''' (if applicable)
 
👉 The goal: reduce uncertainty so more members feel comfortable attending
----
 
== Accessibility & Inclusion Expectations ==
Event listings should support a wide range of needs and preferences.
 
* Be explicit about '''stairs, elevators, and terrain'''
* Note if the space is '''quiet, loud, crowded, or casual'''
* Include '''virtual options''' when possible
* Avoid assumptions about what people are comfortable with
 
👉 Clear information helps members make informed choices without needing to ask
----
 
== Other Event Channels ==
While the newsletter is the primary source, additional platforms help reach members in different ways.
 
=== Regular Emails (Non-newsletter) ===
 
* Used for:
** Reminders
** Last-minute updates
** Highlighting specific events
* Should always '''link back to or match newsletter details''' (including a heads-up if the newsletter content has been updated)
 
----
 
=== Meetup ===
 
* Useful for '''discoverability and public reach'''
* Keep event details '''consistent with the newsletter'''
* Monitor and respond to RSVPs or questions
 
----
 
=== Facebook (Groups or Events) ===
 
* Helps with '''community visibility and sharing'''
* Good for:
** Photos
** Reminders'''j'''
** Informal engagement
* Ensure event details remain accurate and up to date
 
----
 
=== Local Group Website ===
 
* Acts as a '''stable, reference point'''
* Should include:
** Upcoming events
** Links to RSVP or more details
* Keep content aligned with the newsletter
 
----


=== National Website Event Calendar ===
== Providing Complete Information ==
Use the [[Event Information Checklist]] to ensure event information is complete and consistent.


* Used for '''broader visibility across regions'''
Event listings should help members quickly understand:
* Include events that may interest a wider audience
* Ensure submissions are:
** Timely
** Complete
** Consistent with local listings


----
* What the event is


== 6. Consistency Across Platforms ==
* When and where it takes place
All platforms should reflect the same core information:


* Date and time
* Who it is for
* Location
* Description
* Contact details


👉 When in doubt, '''make sure the on-line versions are current—and indicate if something has been updated from an earlier published version'''
* How to attend
----


== 7. Simple Standard for Success ==
* What to expect
A strong event listing is:


* '''Clear''' – easy to understand
== Maximizing Visibility ==
* '''Complete''' – answers common questions
When possible, plan events early enough to be included in regularly scheduled member communications.
* '''Consistent''' – matches across platforms
* '''Inclusive''' – supports different needs and comfort levels


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


== Summary ==
== Related ==


* The '''newsletter is the authoritative source'''
* [[Local Group Events and Activities]]
* Provide '''adequate lead time''' for all events
* [[Event Listing Checklist]]
* Include '''clear, detailed, and accessible information'''
* [[Local Group Event Channels and Platforms]]
* Use multiple platforms, but keep them '''aligned and consistent'''

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

[edit | hide all | hide | edit source]

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

Keeping Information Consistent

[edit | hide | edit source]

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

[edit | hide | edit source]

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

[edit | hide | edit source]

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.

[edit | hide | edit source]
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