Event Calendar Best Practices

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.

Source of Truth

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

Lead Times

Providing enough notice increases participation.

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 Information 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
• Note that the information has been updated

Using Multiple Channels

Different platforms serve different purposes.

See:

• Local Group Event Channels and Platforms

Related

• Local Group Events and Activities
• Event Information Checklist
• Local Group Event Channels and Platforms