Submitting Calendar Items

When a WNPJ member organization requests a calendar item be put on the WNPJ website, WNPJ will do so. Requests from non-member organizations will be evaluated for inclusion on a case-by-case basis. We cannot promise that we will publish information about these events, but we will certainly consider everything you send us.

 

How to send information

The ideal method for getting material on the website is to send an email to the WNPJ office ( info@wnpj.org ).

If e-mail is not feasible, you can send the information by mail
(WNPJ, 122 State Street, #402, Madison, WI 53703) or
you can call the office (608/250-9240).

The WNPJ office will forward the material to the announcement editor who will modify it for form and, as needed, content.

The announcement editor will send it to the web poster for placing on the WNPJ website.

 

Timing

You should provide calendar items as soon as possible. It's impossible to provide information too far in advance. Six months - or even twelve months - advance notice is not too much.

Obviously, you will want your information posted on the website sufficiently in advance for people to clear their calendars to participate. Consequently our rules of thumb are:

• Item received 2 weeks or more prior to the event - we will put it on the website
• Item received less than 1 week prior to the event - we will probably not put it on the website
• Items received between 1 and 2 weeks - we'll try our best to get them posted, but make no promises.

Calendar items will be removed a few days after the event is over. There might be circumstances where someone would like information about an event to remain on the website, even after it is over. We will accommodate requests like this. Please tell us when the information can be removed.

 

Emergencies

Calendar items for urgent or emergency events (for example, events hastily scheduled in response to military actions, etc) can be submitted up to the time of the event. At least 24 hours advance notice is good, but not necessary. Every effort will be made to get the item posted to the website prior to the event. With frantic phone calls and very good luck, items can be posted in about one hour.

 

Information we need

The following information should be provided for calendar items:

• name of the event

• date of the event

• begin time (and end time)

• location of event (city and street address)
  note: we do receive items with a street address, but not the city - please provide the name of the city

• name of organization sponsoring or conducting the event

• name of organization submitting the calendar item (if different)

• contact information (person's name, phone number, and e-mail). We will assume this contact information is for the public. If you do not wish the information to be public, please say so and we will not post it. However, we still need the contact information ourselves in case we need to clarify something.

• website address, if any

• description of the event, including names of speakers

• costs, if any

• registration information, including deadlines