Handling Time Zone Differences When Creating Events

Ensuring accurate scheduling is essential when creating events for attendees in different time zones.

SimpleEvents.io simplifies this process by allowing you to enter event times relative to your local time zone while automatically managing time zone conversions. This article will guide you through setting up events across different time zones and adjusting email reminders accordingly.

How to Create Events Across Different Time Zones

Scenario Example

Let’s say you are located in the Central Time Zone and are creating an event for attendees in the Pacific Time Zone. The event is scheduled for September 30 at 3:00 PM Pacific Time.

Steps to Set Up an Event:

1. Determine the Time Zone Difference:

   • First, check the time difference between your local time zone and the event's time zone.
   • In this example, the Pacific Time Zone is 2 hours behind the Central Time Zone.

2. Enter the Event Time in Your Local Time Zone:

   • When creating the event in SimpleEvents.io, enter the equivalent time in your local time zone.
   • For this example, since 3:00 PM Pacific Time is 5:00 PM in Central Time, you would enter 5:00 PM as the event time.

3. Let SimpleEvents.io Handle the Time Zone Conversion:

   • Once you input the time, SimpleEvents.io will automatically adjust and display the correct event time based on your attendees’ time zones.
   • This makes sure that the event is accurately scheduled regardless of where your attendees are.

Adjusting Email Reminders for Different Time Zones

While SimpleEvents.io handles the event time conversions, you'll need to ensure that your email reminders are sent out in the correct time zone.

1. Create Email Reminders:
   • After setting up the event, navigate to the "Create Emails" feature and set up your confirmation and reminder emails.
2. Modify Reminder Times:
   • Ensure the reminder times are aligned with the event's time zone. For example, if the event happens at 3:00 PM Pacific Time, send the reminders based on Pacific Time, not your local Central Time.
3. Customize Email Content:
   • You may want to include a note in the email to clarify the event time in the attendee's local time zone, or ensure the email template dynamically adjusts based on the recipient’s location, which is managed within HubSpot's capabilities.

Summary

• When creating events, enter the event date and time in your local time zone.
• SimpleEvents.io will automatically handle the time zone conversion so your attendees see the correct event time.
• For email reminders, ensure the reminders are sent based on the event's time zone, not your own.

By following these steps, you can easily manage events across multiple time zones without any confusion for your attendees.

Need Help?

For additional questions or support, contact us at support@simpleevents.io. We're here to help!