# Event add-to-calendar publishing and test checklist

Use this worksheet for one public event occurrence. Keep the event page as the source of truth. Do not put private joining details, attendee names, access codes or unannounced venue information into a publicly downloadable calendar file.

## Approved event details

| Field | Approved value | Owner / checked at |
| --- | --- | --- |
| Public event title |  |  |
| Start date and local time |  |  |
| End date and local time |  |  |
| Time zone and UTC offset **at each event time** |  |  |
| Public venue or online-location description |  |  |
| Stable public event-details URL |  |  |
| Registration or ticket status wording |  |  |
| Date, venue and access-information owner |  |  |

## Publish

- [ ] Confirm start precedes end after converting both times to UTC. Check the applicable UTC offset on the event date, particularly near a daylight-saving change.
- [ ] Generate a fresh .ics file from the approved details. Preview its title, time, location and URL before download.
- [ ] Host the file at a public HTTPS URL if you want to link to it from the event page or email. Test the link without a staff login.
- [ ] Label the action “Add event to calendar” or “Download calendar file.” Do not call it a ticket, reservation, RSVP or confirmed place.
- [ ] Place the link near the published event date and time. Give the event page URL as the source for current details.
- [ ] For a Google Calendar “Publish event” link, review the calendar's visibility and the event details before sharing. A public calendar event is a different publishing choice from a downloadable .ics file.

## Test before release

| Check | Device and calendar app | Result / correction |
| --- | --- | --- |
| File/link opens without staff access |  |  |
| Local start and end match the event page |  |  |
| Time is correct in a second time zone |  |  |
| Title, venue and details URL are readable |  |  |
| Link works with keyboard and on a phone |  |  |
| Confirmation or waitlist wording is truthful |  |  |

## When details change

- [ ] Correct the event page and notify affected attendees through the actual event communication channel.
- [ ] Replace the hosted .ics file and retest the public URL. A person who already imported the old file may still have an old calendar entry; send an explicit update.
- [ ] Check email templates, partner pages, printed QR destinations and any separate Google event link for stale information.
- [ ] Record the change owner, publication time and tested calendar apps.

An imported .ics file is a snapshot. It is not a live subscription or a reliable way to revise a previously imported entry.

Sources: [RFC 5545](https://www.rfc-editor.org/info/rfc5545/), [Google Calendar Help: Add a calendar to your website](https://support.google.com/calendar/answer/41207?hl=en), [Microsoft Support: Create an Add to calendar link](https://support.microsoft.com/en-us/outlook/create-an-add-to-calendar-link-in-an-email-message), [Microsoft Support: Import or subscribe to a calendar](https://support.microsoft.com/en-us/outlook/import-or-subscribe-to-a-calendar-in-outlook-com-or-outlook-on-the-web).