Tips on writing calendar announcements

Build community interest in your event

Calendar announcements are short, one-page notifications of events that are of interest to the public. You can find a sample calendar announcement below, as well as tips on how to draft an effective one.

Some tips about calendar announcements:

  • Many newspapers print community calendars in which they use such information. Call the newspaper before sending an announcement to find out who compiles their community calendar.
  • Radio stations and some television stations do the same. Call the station in advance to find out who should receive the announcement.
  • The announcement should include: who, what, where, when, and information of interest about the event.
  • Don't forget to include at the top of the document a name and phone number of someone the media can contact to follow up. Be sure to date the document.

Sample Calendar Announcement:



September 1, 20xx

Contact: Jill Smith
(513) 555-1234


On September 11, Stevens Middle School on 104 First Street will officially open its afterschool program for students in grades six to eight. The program, Just For Kids, will provide three hours (3 p.m.- 6 p.m.) of supervised afterschool activities, including homework assistance, arts and crafts, and recreation. The program is part of Mayor Millstone's Rivertowne Student Success program, a collaborative effort of the Mayor's office and the Rivertowne School District with the goal of providing afterschool services to every public elementary and middle school student in the city. To mark the opening of the program, Mayor Millstone will officially "turn on the lights for afterschool" at 3:00 p.m. For more information and/or enrollment, call (513) 555-2345.