Craft events descriptions like a pro

Are you tired of dancing events with descriptions that make you want to dance away from them? Well, you're not alone! I've spent the past two years surrounded by salsa, bachata, kizomba, and all kinds of dance styles, and let me tell you, some event organizers have no clue how to describe their parties. It's like they're playing a sad tune on the description keyboard!

Picture this: you stumble upon a Facebook event that promises the craziest party of the year. Exciting, right? Wrong. That's all they've got to say! Just a few measly words like "party madness" or "don't miss the opportunity to have fun/enjoy/hug with us." Seriously, that's it! They might as well have written "come if you like existing," because it's just not appealing at all. I mean, are they expecting people to show up based on those lackluster descriptions?

I can't help but wonder if these organizers are facing some kind of description-writing challenge or if it's just pure laziness. Maybe they think their dance moves speak louder than words, but let me tell you, my friend, words matter too! That's why I'm here to lend a helping hand (or should I say dancing shoe?) to those poor souls struggling to craft enticing descriptions for their dancing events.

So buckle up, fellow organizers! Together, we'll turn those sad and empty descriptions into lively, irresistible invitations. Get ready to make your events stand out from the crowd, because with my tips, your descriptions will have people itching to hit the dance floor. Let's bring some groove and excitement back into the world of event descriptions!

Why descriptions matter

However, it's crucial to emphasize that creating a professional and captivating event description holds more significance than many people realize. Some individuals may neglect this aspect due to laziness, while others may believe it is unnecessary. Nonetheless, here are seven compelling reasons why you should reconsider and invest effort into crafting a compelling event description:

  1. Clear Communication: A professional description effectively communicates the purpose, details, and value of the event to potential dancers, djs, artists (attendees). It ensures that the audience understands what to expect, which increases their interest and likelihood of attending.
  2. Credibility and Trust: A well-crafted description adds credibility to the event and the organizers. It shows that the event is organized by professionals who take their work seriously, instilling trust in potential attendees that their time and money will be well spent.
  3. Differentiation: A professional description helps the event stand out from other competing events. It highlights the unique aspects, benefits, and value propositions of the event, making it more attractive to the target audience.
  4. Targeted Marketing: A professional description allows for targeted marketing efforts. By clearly defining the event's purpose, target audience, and key features, organizers can tailor their promotional strategies and reach the right people who are more likely to be interested and engage with the event.
  5. Expectation Management: A professional description helps manage attendees' expectations. By accurately describing the event's format, content, and any special considerations, attendees will have a clearer understanding of what to expect, leading to higher satisfaction levels and positive word-of-mouth promotion.
  6. Professional Image: A well-crafted description reflects professionalism and attention to detail. It demonstrates that the organizers take their event seriously, which can positively impact the event's reputation and attract both attendees and potential sponsors or partners.
  7. SEO and Discoverability: A professional description optimized with relevant keywords helps improve the event's search engine optimization (SEO). This increases the chances of the event appearing in search results and being discovered by individuals searching for similar events or related topics.

In summary, a professional description is crucial for effectively communicating the event's value, building credibility, attracting the right audience, managing expectations, and setting the event apart from the competition. It contributes to the overall success of the event by creating a positive and engaging impression on potential attendees.

How to create compelling descriptions?

It may seem daunting at first, especially if you've never written a complete description before, but fear not! I'm here to guide you through this process. And hey, think of it as an investment of your time now that will save you countless hours in the future when you can reuse this masterpiece as a template. It's like getting a two-for-one deal!

5WH technique

Now, before we unleash your creative genius, let me introduce you to a secret weapon known as the 5WH technique. Trust me, it's not as complicated as it sounds. Just remember the acronym: What, When, Where, Why, Who, Which, and How. These are the magical words that will shape your description into a thing of beauty.

Have you ever found yourself staring at a blank piece of paper or an empty screen, with your mind as empty as a dance floor at 8 a.m.? Don't worry, it happens to the best of us. But don’t worry, my description-writing apprentice, for I shall bestow upon you the wisdom to conquer this challenge.

Start by asking yourself questions based on the 5WH technique. What type of event is this? When will it take place? Where is the magical dancefloor located? Why are we even throwing this event? Who is this event for? Which dance moves will be unleashed? How much will it cost to join the party? How is this event organized? These questions will be the foundation of your description, my friend.

By asking and answering these questions, you'll create a solid base for your description. It's like building a sturdy dance platform for people to jump on and join the fun. So, grab your pen, summon your imagination, and let's get those creative gears spinning. Together, we'll craft a description that will make people dance their hearts out and leave them begging for more! Let the words flow like a salsa rhythm and let's create some description magic! Just keep it simple!

Now that you have finished asking and answering all this questions, lets put some order and structure into it.

The outline

Create an outline: Start by creating an outline or checklist of the key details you want to include in the description. This will help you stay organized and ensure that you cover all the essential information. Common event ouline could be like this:

  1. Attention-Grabbing Opening: Capture people's attention right away by using an exciting or intriguing hook. It's like doing a fancy dance move to impress your audience from the get-go. (One line - max 60 characters, like a slogan)
  2. Event Introduction: Give a brief overview of the event. What's the name of the event? What type of event is it? Is it a workshop, a party, a festival? Set the stage and get people excited about what's to come. Imagine you're introducing the main act on a grand dance stage.
  3. Date, Time, and Location: Provide the essential details. When will the event take place? Specify the date and time so that nobody shows up a week late or a minute early. And don't forget the dancefloor coordinates—tell them where it's happening! Is it in a ballroom, a club, or a secret underground dance bunker?
  4. Event Highlights: This is where you unleash the magic! Highlight the key features, attractions, or activities that make your event special. Is there a renowned dance instructor? Live music? Crazy dance battles? Free salsa-dancing unicorns? Let your imagination run wild (within reason, of course).
  5. Target Audience: Identify who the event is for. Is it for beginners, intermediate dancers, or seasoned pros? Let people know if it's open to everyone or if it's a more specialized gathering. You want people to feel like they belong on the dancefloor, not like a clumsy elephant crashing a ballet recital.
  6. Benefits or Takeaways: What will attendees gain from the event? Will they learn new dance moves, make lifelong dance buddies, or experience a mind-blowing dance extravaganza? Highlight the benefits and let them know why they can't afford to miss this event. Make them imagine the glorious memories they'll create.
  7. Registration and ticket Information: Lay out the nitty-gritty details about tickets. How much do they cost? Where can people purchase them? Are there any early bird discounts or limited spots available? Make it clear and easy for people to secure their spot on the dancefloor.
  8. Call to Action: Finish strong! Encourage people to take action. Use energetic language to invite them to join the dance revolution. Whether it's "Don't miss out!" or "Get your groove on and book your ticket now!"—make sure they feel the urgency and excitement radiating from your words.
  9. Closing: Wrap it up with a final flourish. Express your enthusiasm, gratitude, and anticipation for the event. Let people know you're excited to see them there, busting out their best moves and having the time of their lives.


We've conquered the 5WH questions, meticulously organized our texts, and now it's time to add that special sauce—the tone! Because, my friend, tone is what breathes life into your words. It's like giving your text a vibrant dance partner that twirls and spins, captivating the minds and hearts of your readers. So, let's dive into the magical realm of tone, where emotions and logic do the tango together!

Now, choosing the right tone is like finding the perfect dance partner—you gotta know your audience! It's like understanding their every dance move, their quirks, their preferences. So, let's take a peek at what makes your audience tick:

  • Age group: Are they young, hip dancers or wise, experienced twirlers? Adjust your tone accordingly and make sure you're speaking their dance language.
  • Gender: Are you dealing with a fiery group of salsa queens or a pack of smooth bachata kings? Tailor your tone to make them feel like the dance royalty they are.
  • Buying power: Are they dancing on a budget or ready to splurge on a dance extravaganza? Speak to their financial senses or wave the magic wand of affordability—your choice!
  • Occupation: Are they students, dedicated workers, or retired dance enthusiasts? Respect their dance schedules and make them feel included, regardless of their 9-to-5 hustle or post-retirement shimmy.
  • Culture: Embrace the diversity of dance! Whether it's salsa, tango, or kizomba, honor different cultures and celebrate the melting pot of dance styles. We're all part of this big, beautiful dance floor called life.
  • Time availability: Acknowledge that time is of the essence! Some may have a dance card full to the brim, while others are eagerly waiting for that one dance that will sweep them off their feet. Cater to their time constraints and make it worth their while.
  • Religion or Beliefs: Respect the sacred dance space. Embrace inclusivity and ensure that your event description welcomes all, regardless of their religious or spiritual beliefs. Let the music unite us all on the dancefloor of unity and understanding.

Now, here's our secret recipe for the perfect tone blend: sprinkle a pinch of logic in the opening, like a quick dance move to catch the attention of those who want to cut to the chase. Then, unleash the emotional floodgates! Mix it up, my friend—stir in humor, passion, excitement, and a touch of vulnerability. Make your words dance like nobody's watching.

Remember, not everyone has the patience to read every single word, so grab their attention in that first 10-20%. But for the rest of the dance routine, let your tone take center stage. Find that perfect balance between logic and emotion that will make your description sing and dance its way into their hearts.

Now, go forth and conquer that dancefloor of tone! Let your words shimmy, shake, and make your audience fall head over heels for your event. May your tone be the rhythm that guides your description, and may your readers join the dance with a smile on their faces and fire in their dancing shoes!

Wait, Is not over yet!

Just a few more things

  1. Use a template: Develop a template or structure for your event(s) description that includes sections for different aspects such as event title, date, time, location, description, key highlights, registration details, and any other pertinent information. The outline will serve as a guide to ensure you cover all the necessary details. Feel free to change the order and to add and remove anything you want.
  2. Refer to event guidelines or requirements: If you have specific guidelines or requirements for the event description, any specific information that must be included, make sure to refer to those guidelines while crafting your description. This will help you stay on track and include all the necessary elements.
    1. Dress code
    2. Minimum dancing level
    3. Dancing shoes
    4. Parking
    5. How to get to the meeting point (I’ve gotten lost many times)
  3. Review similar event descriptions: Look for descriptions of similar events to get an idea of the type of information typically included. This can provide you with a reference point and help you identify any additional details you might have overlooked. It is ok to get inspired by what other organisers are doing.
  4. Seek feedback: Once you have written the description, seek feedback from colleagues, team members, or peers who can review it with a fresh perspective. They can help identify any missing information or suggest improvements to make the description more comprehensive.
  5. Double-check against event materials: Cross-reference your description with any other event materials, such as flyers, brochures, or registration forms, to ensure consistency and completeness. This can help you identify any additional information that needs to be included.
  6. Put yourself in the attendees' shoes: Imagine yourself as an attendee and consider what information you would need to make an informed decision about attending the event. This perspective can help you think from the audience's point of view and ensure that you have included all the pertinent details.

Oh, you magnificent description maestro, you did it! You've learned the art of crafting dancing event descriptions like a true pro. Bravo! cue the standing ovation and confetti cannons It may have taken you a bit longer than expected, but hey, Rome wasn't built in a day, and neither were dance empires. You, my friend, are on your way to becoming the dance event guru people look up to.

We've covered so much ground in such a short time. Who knew details could make such a difference? Well, apparently, everyone except those poor souls who wrote those sad, lackluster descriptions we laughed at earlier. But not you! You've risen above the sea of mediocrity and embraced the power of words. And guess what? People notice it, whether they realize it consciously or unconsciously. So take a moment, bask in your glory, and let that well-deserved pride wash over you like a sweet dance floor spotlight.

Now, hold onto your dance shoes because I've got a special treat for you—a dance event checklist! Consider it your secret sauce, the extra sprinkle of awesomeness that will have you creating your second event in no time. I've tried to cover all the necessary information, but feel free to add your own special ingredients to make it truly yours. Just like a secret family recipe, the more you infuse it with your own flavor, the more unforgettable it'll be.

So, my description virtuoso, go forth and conquer that dance event world. Use your checklist like a compass guiding you through the vast dance ocean. The rewards will come rolling in soon—dancing enthusiasts flocking to your events, eager to be a part of your vibrant dance community.

Remember, you've got the skills, the passion, and now the checklist. The dance floor is your canvas, and you're the artist who brings it to life. So put on those dancing shoes, take a deep breath, and let the rhythm guide you. With each event, you'll perfect your craft and create a legacy that will make even Fred Astaire himself do a double take.

Now, my friend, go forth and dance your heart out. The world is waiting for your next masterpiece.

Basic Checklist

Basic information

[ ] Title (less than 50 characters) [ ] Subtitle (optional or if title is too long) [ ] Short Description (160 characters) [ ] Long description

Basic information

[ ] What type of event? (party, workshop, festival) [ ] Which styles ? (salsa, tango, bachata, kizomba) [ ] What to expect?


[ ] Start DateTime of event [ ] End DateTime of event (also important) [ ] Detailed program - Schedule (workshops, shows, etc)


[ ] Venue (Address, Postal Code, City, Country) [ ] Google maps or alternative [ ] Extra description (If not easy to find) [ ] Parking information [ ] Public transportation information


[ ] Who is this event for? [ ] Team (organisers and staff) [ ] Guests (instructors, artists, djs, etc) [ ] Partners or sponsors


[ ] Ultime motives (why you are organising this) [ ] Why to come? (Benefits) [ ] Unique aspects


[ ] Cover image (1920x1080) - Facebook and Youtube [ ] Portrait image (1080x1920) - FB stories, IG Reels, Youtube shorts, WA Status [ ] Square image (1080x1080) - Instagram [ ] Image gallery [ ] Video Horizontal (1920x1080) - Promo video [ ] Video Vertical (1080x1920) - FB stories, IG Reels, Youtube shorts, WA Status

Registration & Pricing

[ ] Pricing (table) [ ] Registration information (required? where) [ ] Promotions, early birds and deadlines [ ] Availability [ ] Registration link (if necessary)

Extra information

[ ] Rules (shoes, pass, etc) [ ] Requirements (levels, shoes, clothing, etc) [ ] Notices (food, drinks, parking, schedule) [ ] Totals (total amount of hours, classes, etc) [ ] Translations


[ ] Send to friends or team members to check [ ] Verify name, date, time, location [ ] Verify consistancy with posters, brochures, promotional material

By Gabriel Zambrano


  • HowTos
  • Tips & Tricks
  • School & organisers