SOP: Events Cross-Posting
This Standard Operating Procedure covers the manual process for cross-posting events from the Clarksville Furs DPCalendar to Discord, Telegram, and Facebook. It ensures consistent event promotion and drives RSVPs through the website.
1. Purpose & Scope
This SOP defines the steps for manually sharing events from the Clarksville Furs website calendar to our social platforms. Cross-posts should serve as teasers that drive RSVPs and traffic back to the website. This applies to all staff authorized to post on behalf of Clarksville Furs.
2. Roles & Responsibilities
| Role | Joomla Group | Responsibilities |
|---|---|---|
| Event Author | Event Authors | Create events in DPCalendar, initiate cross-posts |
| Content Moderator | Content Moderators | Review events, approve or edit, oversee cross-post quality |
| Admin | Super Users | Full calendar management, calendar creation, platform account access |
3. Event Calendars
| Calendar | Who Can Post | Use For |
|---|---|---|
| Official Meetups | Event Authors (approved by moderators) | Staff-organized meetups, official Clarksville Furs events |
| Member Meetups | Event Authors | Member-organized hangouts, informal gatherings |
4. Creating an Event on the Website
All events must be created on the website before cross-posting. The website calendar is the source of truth.
- Log in to the Clarksville Furs website with your Event Authors account.
- Navigate to Events → Submit from the main menu.
- Fill in the event details:
- Title: Clear, descriptive name (e.g., “June Furmeet - Beachaven Winery”)
- Calendar: Select Official Meetups or Member Meetups
- Date & Time: Set start and end times
- Location: Full address so DPCalendar can generate a map
- Description: What to expect, what to bring, parking info, etc.
- Image: Attach an event image (1200×630px recommended for social sharing)
- Submit the event. It will appear on the public calendar.
5. Cross-Posting to Discord
Discord cross-posting is currently done manually. Post in the appropriate channel (e.g., #events).
- Post using the following format:
[Calendar Name] - [Event Title]
[Date & Time]
[Location]
[1-2 sentence description of what to expect]
RSVP & details: https://clarksvillefurs.com/events
[Date & Time]
[Location]
[1-2 sentence description of what to expect]
RSVP & details: https://clarksvillefurs.com/events
- Do: Post the event 1 - 2 weeks before the date, then a reminder 1 - 2 days before.
- Do: Use Discord’s built-in event feature for major events in addition to the channel post.
- Don’t: Include the full event description - keep it short and link to the website.
6. Cross-Posting to Telegram
Telegram cross-posting is currently done manually. Post in the Clarksville Furs Telegram channel.
- Send the event image with a caption using the same format as Discord.
- Keep the caption concise - Telegram truncates long captions in photo posts.
- Paste the events page URL on its own line so the link preview generates.
7. Cross-Posting to Facebook
- Go to the Clarksville Furs Facebook page.
- Option A - Facebook Event: Create a Facebook Event mirroring the website event. In the description, include: “Full details and RSVP at clarksvillefurs.com/events”.
- Option B - Post: Create a standard post with the event image, a teaser caption, and the events page link.
- For major events, use Option A (Facebook Event) for better reach. For smaller gatherings, Option B is sufficient.
Important: The website is the canonical source for event details. If an event is updated (time change, cancellation), update the website first, then update all cross-posted platforms.
8. Timing Guidelines
| When | Action |
|---|---|
| 2 weeks before | Initial cross-post announcement to all platforms |
| 1 week before | Reminder post on Discord and Telegram |
| 1 - 2 days before | Final reminder on all platforms |
| Day of | Optional “happening now” post on Discord |
| After event | Follow up with photos (see SOP: Gallery Cross-Posting) |
9. Cancellations & Changes
- Cancellation: Update the event on the website first (mark as cancelled). Then post a cancellation notice on all platforms where it was cross-posted.
- Date/Time Change: Update the website event. Post a correction on all platforms with the updated details and a link to the website.
- Location Change: Same process - website first, then all platforms.
10. Revision History
| Revision | Date | Author | Description |
|---|---|---|---|
| 1.0 | 2026-05-28 | Moko Consulting | Initial release |