Event Calendar Best Practices

 See Local Group Events and Activities for overall event strategy.

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. For groups that have bi-monthly or quarterly newsletters, email or online platforms may be the primary source of event information.

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

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

Related

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