How to Create an Event Calendar Listing

Ask your local newspaper to announce your event in its calendar listings.

You could host the world's greatest fair, festival or fundraiser, but your efforts would be in vain if no one attended. Publicizing your event is a vital part of the planning process. Your local newspaper, a community or town website, radio stations or local public-access cable station usually will spread the word for you through their event calendars. To guarantee success, however, you must create an event calendar listing and submit it in the proper format and before an organization's publication deadline.

Things You'll Need

• Computer
• Event information
• Microsoft Word or computer writing program

Instructions

1. 

   Car washes are fundraisers that are often listed in community event calendars.

   Type your event calendar listing as a news release on your company letterhead. Make your own letterhead on your computer if you don't have business stationary. Start with the date flush left; skip four spaces, then add your name and contact information. Skip two spaces. Type a headline, such as "ANYTOWN LITTLE LEAGUE TO HOLD HOME RUN DERBY."

2. Explain briefly in the first paragraph about your group, your event and its mission. Start it off with your city and state in a dateline format: ANYTOWN, Calif. -- The Anytown Little League, which serves 300 children in the community, will hold a Home Run Derby to raise money for uniforms.

3. Detail the information in list format. Include any cost information or registration deadlines. People who input calendar listings want the facts and nothing extra. Follow the traditional "Five Ws and an H" method to remember to include who, what, when, where, why and how. Post them as bullet items on separate lines. For example, • Anytown Little League • Home Run Derby Fundraiser. Anyone 16 or older is invited to participate. $10 entry fee. Person with the most home runs in 10 swings wins a 42-inch flat-screen television. • Saturday, Sept. 24 • Community Park, 16 Main St., Anytown • Derby is a fundraiser for league uniforms. • Register by Sept. 21. Visit our website at www.anytownll.xyz. Include a number for the public to call for information.

4. Add a paragraph stating any other information, such as special guests who have agreed to attend or side events. Example: "Lenny the Lion, the Anytown Little League mascot, will pose for photos with guests. He also will oversee a raffle with a grand prize of two round-trip airline tickets to anywhere in the United Sates. Raffle tickets cost $5."

5. Send or email your event calendar listing at least three weeks before your event to any media outlet that publishes or announces such events over the air or to any online community calendar. Include specialty publications or related businesses that have bulletin boards. For example, for the home run derby, ask the local batting cages to post it on their board.

Tips & Warnings

• Before mailing your event listing, check the website of the recipient to see if there is an online form to complete. If so, transfer your information to that. By having already typed up your calendar listing already, you will have all information in front of you.

• Do not demand a specific publication date. Remember you do not pay for these listings. If you must have your information distributed on a certain date, buy an advertisement.

References

• Wayne State University: How to Submit a Calendar Event Listing
• The Seattle Networking Guide: Add Your Event to Calendar
• YNN: Submit Event
• City of Garden Grove: Add Your Listing to the Calendar

Resources

• Smokin Hot PR: How to Write a Creative Event Press Release