A local event listing has one job: help someone decide whether to come, and then help them actually get there. That sounds simple until you are the person squinting at a notice that says “Saturday, main hall, small fee.” Which Saturday? Which hall? How much is small? A good listing removes those questions before they are asked. Before you publish, run through the details below. Not every event needs a ticketing system or a full accessibility statement, but the basics should be clear enough that a stranger can plan their morning without sending you a message.

Start With the Details People Check First

People scan for date, time, and place before they read the description. Put them near the top and spell them out. “Saturday 14 September, 10:00–12:30” is better than “this Saturday morning.” Include the day of the week; it helps people check their calendars quickly. If the event runs over several days, show the full range and note whether visitors can drop in or need to attend the whole thing.

For location, give the venue name and street address, plus the room or entrance if the building is large. “Community Hall, 22 Market Street — use the side door by the car park” is far more useful than “the usual place.” If the venue is hard to find, add a landmark. If parking is limited, say so. These are not extras; they are the difference between a plan and a frustrating morning.

The 12-Point Checklist

Before you publish, confirm these twelve details are either included or deliberately left out with a reason.

1. Clear event name and type. Say what it is — workshop, coffee morning, repair cafe, concert — so people know what to expect.
2. Full date, including the day of the week. Add the year if the listing may stay online for months.
3. Start and end times. Note if doors open earlier or if arriving late is a problem.
4. Venue name, address, and room or entrance. Include a landmark or parking note if the building is easy to miss.
5. Accessibility information. Step-free access, seating, toilets, parking, and any quiet space or hearing support you can confirm.
6. Cost and what it covers. Free, fixed price, suggested donation, or pay what you can. Say what is included and whether payment is cash or card.
7. Who the event is for. Families, adults, teenagers, beginners, members only, or open to all. Mention age guidance if relevant.
8. What to bring or wear. Practical clothing, a notebook, a reusable cup, or nothing at all.
9. Registration or RSVP details. Whether booking is required, the deadline, and what happens if someone turns up without booking.
10. Organizer name and contact details. A phone number or email that someone actually checks, plus a backup contact if possible.
11. Cancellation, weather, or change plan. Where people should check if plans change, and whether the event runs rain or shine.
12. Facilities and food. Toilets, refreshments, water, seating, and any allergy notes. If food is available, say whether it is a meal or light refreshments.

Make Access and Cost Impossible to Misunderstand

Access is more than a symbol

Someone who uses a wheelchair, walks with a stick, or is bringing a pushchair needs to know whether they can get in before they set out. “Accessible” on its own is vague. Instead, describe what you can confirm: “step-free entrance from the car park,” “lift to the first floor,” “accessible toilet,” “limited seating, please ask if you need a chair reserved.” If there is a hearing loop, say so. If the room can get crowded or loud, mention it. You do not need to promise more than you can deliver, but you should not leave people guessing.

Say the cost in plain words

“Small fee” means different things to different people. Write the actual cost or the suggested donation, and explain what it includes. If there are concessions, say who qualifies. If the event is free but donations are welcome, make that clear without pressure. If tickets are sold at the door, say whether cash or card is accepted. If someone needs to pay in advance, give the deadline and the contact route. For community events, a simple line like “Free entry; donations go towards hall hire” is often enough. If your event touches on money or legal matters, add a clear note that general information is not a substitute for professional advice.

Contact Details That Actually Help

A listing without a contact is a dead end. Include the organizer’s name, or the group’s name, and one reliable way to reach them. A phone number is useful for day-of questions; an email is better for longer enquiries. If the contact is only checked during office hours, say so. If you can, add a second contact for accessibility requests or last-minute changes. “Contact Sam on 01234 567890 after 6pm” is more helpful than a generic form that may not be monitored.

Also give people a reason to get in touch before the day. “Email to reserve a seat” or “Call if you need a chair reserved” tells them what to do. If booking is not required, say that plainly. And check the details before publishing: a wrong phone number or an old email address can quietly sink an otherwise good event.

Answer the Small Questions Before They Become Big Ones

Most pre-event messages are not complicated. They are about parking, food, children, dogs, and what happens if it rains. Add a short “good to know” block to cover the practical points:

• Parking: on-site, nearby, limited, or none. Mention charges only if you know them.
• Food and drink: refreshments available, bring your own, or no food on site.
• Children and pets: welcome, not suitable, or must be accompanied. Say if there is a buggy space.
• Weather: indoor, outdoor, or mixed. If outdoor, say whether there is shelter and whether it will be cancelled in bad weather.
• Photography: whether photos will be taken and how people can opt out.

You do not need a paragraph for each. A few tight lines save you a dozen replies. If you are unsure about an allergy or food safety point, ask the venue or caterer rather than guessing. For health-related events, add a short note that attendees should seek professional advice for their own circumstances.

Read It Once More as a Stranger

Before you publish, read the listing as if you have never heard of the event. Can you find the date, time, and place in five seconds? Do you know whether you can get in, how much it costs, and who to ask if something is unclear? Is the contact detail current? Does the description match the title, or does it promise a workshop and describe a talk?

Then do a final tidy: remove internal shorthand, spell out abbreviations, and check that the event date matches the day of the week. If the listing will stay online, add a “last updated” line so people know it is current. Ask one other person to read it before it goes live. A complete listing is a courtesy to your neighbours, and it gives your event the best chance of a good turnout.

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