Event Calendar Best Practices: Difference between revisions
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== | == Initial Source: Newsletter == | ||
The '''newsletter is the | The '''newsletter is the initial source of truth''' for event listings. | ||
* All events should be finalized '''before newsletter publication''' | * All events should be finalized '''before newsletter publication''' | ||
* Information in other channels (Meetup, social media, websites) should '''match the newsletter | * Information in other channels (Meetup, social media, websites) should '''match the newsletter''' | ||
* If details change after publication: | * 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 the change in the next email or via direct outreach if urgent | ||
** Highlight the chage | |||
👉 This avoids confusion and ensures consistency across channels | 👉 This avoids confusion and ensures consistency across channels | ||
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== Lead Times == | == Lead Times == | ||
Providing enough notice is critical for participation. | 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 | * '''Major events:''' 3–4 weeks notice | ||
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* Good for: | * Good for: | ||
** Photos | ** Photos | ||
** Reminders | ** Reminders'''j''' | ||
** Informal engagement | ** Informal engagement | ||
* Ensure event details remain accurate and up to date | * Ensure event details remain accurate and up to date | ||
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* Contact details | * Contact details | ||
👉 When in doubt, ''' | 👉 When in doubt, '''make sure the on-line versions are current—and indicate if something has been updated from an earlier published version''' | ||
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Revision as of 06:25, 18 March 2026
Purpose
Provide clear, consistent, and accessible event information so members can easily discover and attend activities—regardless of how they engage.
Guiding principle: The newsletter is the authoritative source for event information. All other platforms should align with it.
Initial Source: Newsletter
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
- Clearly communicate the change in the next email or via direct outreach if urgent
- Highlight the chage
👉 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. 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
- Remindersj
- 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
- Used for broader visibility across regions
- Include events that may interest a wider audience
- Ensure submissions are:
- Timely
- Complete
- Consistent with local listings
6. Consistency Across Platforms
All platforms should reflect the same core information:
- Date and time
- 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
7. Simple Standard for Success
A strong event listing is:
- Clear – easy to understand
- Complete – answers common questions
- Consistent – matches across platforms
- Inclusive – supports different needs and comfort levels
Summary
- The newsletter is the authoritative source
- Provide adequate lead time for all events
- Include clear, detailed, and accessible information
- Use multiple platforms, but keep them aligned and consistent