Choose the participant-facing link
Prefer a stable page with the title, full date, venue, times and registration details. Avoid the editing link from your personal calendar. An “Add to calendar” button can supplement the page without becoming the only way to understand the event.
Fictional example: https://example.org/evenements/atelier. This page can keep its address if the venue changes. The QR code remains useful, but participants who already imported an older copy into their calendar are not necessarily updated automatically.
Name the time zone, not just the time
For a remote event, “6 pm” is incomplete. State the reference location’s time zone and configure it in the calendar tool. An identifier such as Europe/Brussels represents time-zone rules; writing only UTC+1 does not express possible seasonal changes.
Verification example: for a workshop announced on 15 January 2027 from 6 pm to 7:30 pm in Brussels, check the same appointment in a calendar set to another zone. The local time shown may differ while representing the same instant. Do not manually correct that difference without checking the event’s time zone.
Distinguish all-day dates from end times
For an all-day event, use the calendar’s dedicated setting instead of an artificial midnight-to-midnight meeting. For a timed activity, enter the start and end, including the end date if it crosses midnight.
If you maintain an iCalendar file, RFC 5545 distinguishes dates from date-times; an event’s DTEND is non-inclusive. This matters for all-day and multi-day events. Generate the file with a suitable tool, then check the displayed dates after import rather than inferring the result solely from its technical text.
Test as a participant
- Open the page signed out of the organiser’s account.
- Compare title, date, venue and time zone with the poster.
- Try adding to a test calendar if that option is offered.
- Check start, end, all-day status and participation link.
- Scan the final QR code and repeat the journey after important changes.
For registration, see the correct form link. Also keep an alternative to scanning and a way to tell participants about schedule changes.