Event Calendar Best Practices

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.

Authoritative Source: Newsletter

The newsletter is the single 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 exactly
If details change after publication:
- Update all platforms
- Clearly communicate the change in the next email or via direct outreach if urgent

👉 This avoids confusion and ensures consistency across channels

Lead Times

Providing enough notice is critical for participation.

Recommended 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.

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
- 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, defer to the newsletter 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