30 June 2026
Event Description: Give Your Group the Context They Need
WhosFreeWhen Pro lets you add a description to any event, so participants understand what they are marking availability for before they fill in their dates.
Team offsite
Full day at the Barn, Thornbury. Casual dress, lunch provided. Bring walking shoes for the afternoon.
An event name tells people what the plan is called. It does not tell them what the plan actually is. "Team offsite" does not say whether it is a full day or an afternoon, in the office or a venue across town, casual or a proper event people need to prepare for.
Without that context, participants either guess or ask, and the questions land back in your inbox one at a time. The event description gives the group everything they need to know in the same place they mark their availability. Descriptions are a WhosFreeWhen Pro feature.
What the Description Does
When you add a description to an event, it appears near the top of the event page, above or alongside the availability grid. Everyone who opens the link sees it before they start marking dates.
Use it for the details that shape whether and when someone can come:
- What the event actually is and roughly how long it will run.
- Where it will be, or that the location is still to be decided.
- Anything people need to bring, pay, or prepare.
- Any constraints, like "evenings only" or "needs to be a full weekend."
Why Context Changes the Responses You Get
Availability is not a fixed fact. It depends on what someone is saying yes to. A person might be free on Saturday for a two-hour lunch but not for a full-day trip that eats the whole weekend. If they do not know which one it is, the availability they give you is a guess, and guesses lead to a confirmed date that half falls apart later.
A clear description means the dates people mark actually reflect the event you are planning. It also cuts down the follow-up questions, because the answers are already on the page. Fewer questions in your inbox, better data in your grid.
How to Use It
Create or edit an event on WhosFreeWhen and add a description in the event settings. Keep it short and practical: the details that affect someone's answer, not a full itinerary. You can update it at any time as the plan firms up, and participants will see the latest version whenever they open the link.
Frequently Asked Questions
Can I edit the description after sharing the event? Yes. Update it whenever the plan changes and everyone sees the current version next time they open the event.
Where does the description appear? On the event page, near the top, so participants read it before they mark their availability.
How long should it be? Short and useful. A few lines covering the essentials beats a wall of text people skim past.
Do participants need an account to see it? No. The description is visible to anyone with the link, no sign-up required.
Say What the Plan Is
The event description closes the gap between an event's name and what it really involves. Give your group the context up front and the availability they give back is more accurate, with far fewer questions along the way.
Upgrade to WhosFreeWhen Pro to add a description to your next event.