With many of the logistical plans for an event, when an event is scheduled requires consideration to align with the goal of inclusion. When scheduling an event, the planning team should explore who the intended audience is. Whether that audience is the broader community or a more specific group, it is important to examine how scheduling may influence the audience’s ability to be in attendance. 

Date/Times/Scheduling

Ask Yourself

• Is the event date/time being considered one that makes out event feasible for everyone we hope will attend?
• Think about your audience: If it is for families, what time do most parents get off work? Would a weekday or weekend work better? Is the date being considered coinciding with any religious holidays important to members of our community? Are there any other competing community events? Do I need to consider different Time Zones? Can the event be meaningfully experienced asynchronously as an option for participants unable to attend during the scheduled event, but still have a desire to participate?

Recommended Practices

• Use campus and local calendars to understand what is happening outside of your event.
• If event is scheduled when another community event is happening, maybe add note of recognition. Double booking was not the intention, but it’s not possible to host the event on a different date.   
• If you have an overlap with a holiday, be sure to note if there are any specific restrictions for that holiday that need to be considered (e.g., different types of food, to-go food options).

Resources

• University of Iowa Academic Calendar
• University of Iowa Events Calendar
• Think Iowa City BMindful Initiative