Event Calendar Best Practices: Difference between revisions

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Revision as of 15:21, 25 March 2026

Purpose

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

Guiding Principle

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

The newsletter is often the primary source of event information, with other platforms aligned to it.

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

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:

Date and time
Location
Description
Contact details

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

What Success Looks Like

Events are easy to understand
Members can quickly decide whether to attend
Information is consistent across platforms
Fewer questions are needed before attending

Key Takeaway

A strong event calendar is:

Clear
Complete
Consistent
Accessible

@@ Line 1: / Line 1: @@
 == 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:''' For many groups, the newsletter is the ''initial source'' for event information.  On-line platforms should align with it.
+== Guiding Principle ==
+Members should be able to quickly understand what an event is, whether it’s for them, and how to attend.
-For other groups, especially those that print quarterly newsletters, the on-line platforms could be the primary or even only method of publication.
+The newsletter is often the primary source of event information, with other platforms aligned to it.
-----
-== Newsletter ==
+== Source of Truth ==
-The '''newsletter is the initial source of truth''' for event listings.
-* All events should be finalized '''before newsletter publication'''
+{| class="wikitable"
-* Information in other channels (Meetup, social media, websites) should '''match the newsletter'''
+! Platform !! Role
-* If details change after publication:
+|-
-** Update all platforms
+| Newsletter || Primary source (for many groups)
-** Clearly communicate the change in the next email or via direct outreach if urgent
+|-
-** Highlight the chage
+| Online platforms || Must match and stay updated
+|}
-👉 This avoids confusion and ensures consistency across channels
+* Finalize events before newsletter publication when possible
-----
+* If details change:
+** Update all platforms
+** Clearly communicate updates
 == Lead Times ==
-Providing enough notice is critical for participation.  The more notice (and repetition) the more it will "stick".
-'''Suggested timelines:'''
+Providing enough notice increases participation.
-* '''Major events:''' 3–4 weeks notice
+{| class="wikitable"
-* '''Standard events:''' 2 weeks notice
+! Event Type !! Suggested Notice
-* '''Small/recurring events:''' 1 week minimum
+|-
+| Major events || 3–4 weeks
+|-
+| Standard events || ~2 weeks
+|-
+| Small / recurring || 1 week minimum
+|}
-'''Newsletter inclusion rule:'''
+* Submit events before newsletter deadlines
+* Late additions may have lower visibility
-* Events should be submitted '''before the newsletter deadline''' to be included
+== What Every Event Listing Needs ==
-* Late submissions may be shared in other channels but risk lower visibility
-----
+See: [[Event Listing Checklist]]
-== What to Include in Every Event Listing ==
+=== Required ===
-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 needed)
+* Location (physical or virtual)
+* Contact information
-* '''Event title'''
+=== Recommended ===
-* '''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 + who it’s for)
+* Directions / arrival notes
+* Accessibility information
+* Environment notes (noise, indoor/outdoor, etc.)
+* What to bring
-* '''Brief description'''
+''Goal: Reduce uncertainty so more members feel comfortable attending.''
-** What the event is and who it’s for
-* '''Directions / arrival notes'''
-** Parking info, public transit,
-** [[Public Transportation|Consider having events close to public transportation]]
-** [[How to find the Mensans!|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 ==
-----
-== Accessibility & Inclusion Expectations ==
+* Be explicit about physical access (stairs, terrain, etc.)
-Event listings should support a wide range of needs and preferences.
+* Describe environment (quiet, crowded, casual)
+* Include virtual options when possible
+* Avoid assumptions about comfort levels
-* Be explicit about '''stairs, elevators, and terrain'''
+== Consistency Across Platforms ==
-* 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) ===
+All listings should match across platforms:
-* Helps with '''community visibility and sharing'''
+* Date and time
-* Good for:
+* Location
-** Photos
+* Description
-** Reminders'''j'''
+* Contact details
-** Informal engagement
-* Ensure event details remain accurate and up to date
-----
+If something changes:
-=== Local Group Website ===
+* Update everywhere
+* Note that the information has been updated
-* Acts as a '''stable, reference point'''
+== Using Multiple Channels ==
-* Should include:
-** Upcoming events
-** Links to RSVP or more details
-* Keep content aligned with the newsletter
-----
+Different platforms serve different purposes.
-=== National Website Event Calendar ===
+See:
+* [[Event Channels and Platforms]]
-* Used for '''broader visibility across regions'''
-* Include events that may interest a wider audience
-* Ensure submissions are:
-** Timely
-** Complete
-** Consistent with local listings
-----
-== Consistency Across Platforms ==
-All platforms should reflect the same core information:
-* Date and time
+== What Success Looks Like ==
-* 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'''
+* Events are easy to understand
-----
+* Members can quickly decide whether to attend
+* Information is consistent across platforms
+* Fewer questions are needed before attending
-== Simple Standard for Success ==
+== Key Takeaway ==
-A strong event listing is:
-* '''Clear''' – easy to understand
+A strong event calendar is:
-* '''Complete''' – answers common questions
-* '''Consistent''' – matches across platforms
-* '''Inclusive''' – supports different needs and comfort levels
-----
+* Clear
+* Complete
+* Consistent
+* Accessible
-== Summary ==
+== Related ==
-* The '''newsletter is the authoritative source'''
+* [[Events and Activities]]
-* Provide '''adequate lead time''' for all events
+* [[Event Listing Checklist]]
-* Include '''clear, detailed, and accessible information'''
+* [[Event Channels and Platforms]]
-* Use multiple platforms, but keep them '''aligned and consistent'''
+* [[Member Communication]]