How to Write and Post a Calendar Item

12 May How to Write and Post a Calendar Item

One of the first rules of publicizing an event is telling people about it.  Obvious, right?  But so many businesses and organizations don’t follow this rule.  Public relations presents a simple, free way to get the word out about your event: write and submit a calendar item.   Here are the steps to doing that:

1. On the top of the document, include the contact information, name, title, business name, address, phone number, and email address of the person submitting the calendar item.
2. Below the contact information, write “Calendar Item” followed by a colon and a very brief title. For example, “Calendar Item: Kauai Fruit and Flower Festival June 1-3.”
3. Below this title, write one paragraph that describes who is hosting the event, the name of the event, where the event is located, and when and why the event is occurring. Include any fee and who is welcome to attend. The last line of this paragraph should say, “For more information, contact ___,” and this should include a name, phone number, email address, and web address. It is important to keep this paragraph short and simple.
4. At the very bottom of the calendar item, type in three pound signs (###). This signals the end of the item.

If you do a search on Google for “community calendar + Kauai” (or the location that your events takes place in), you will find numerous calendars where you can post your event, including local newspapers and other print publications, radio stations, government sites, and tourist or other websites that reach your target audiences.   You should also email the item to organizations with which you are affiliated, as well as to individual allies.

Many community calendars have detailed guidelines regarding word count (so you will have to revise #3 above accordingly), deadline, and method of submission.  Customize each submission in line with the specifications of each calendar.  Don’t assume that what works for one calendar works for another.  Furthermore, some calendars allow you to send a photo along with your item.  If they do, be sure to send one.  Photographs are a great way to boost the attractiveness and readability of your item.  Just make sure that the photo represents your event well and is in high resolution (at least 300 dpi).