Event Promotion Guidelines
Hello Cambridge Event & Festival Organizers!
Whether it’s a cozy cultural gathering or a city-wide festival, we know the effort it takes to bring an event to life — and we’re here to help share it with the world.
At the Cambridge Office for Tourism (COT), we serve as a megaphone for all things Cambridge. But to amplify your event the right way, we need your help to keep our channels updated, lively, and accurate.
This guide explains how we promote events and what to expect when you submit your event.
Step One: Get Listed on Our Website
We can only promote events on our different channels (social media, Cambridge Visitor Information Center, etc.) if they are first listed on the official COT website.
Submitting your event is easy — just use our event submission form, and once it's approved by our Office and live on the website calendar, it's eligible for further visibility.
Note:
In order for us to promote your event through additional channels, it must be listed on our website at least 9 days prior to the event date.
Our Office checks and approves all event listings before they go live on our website. We monitor submissions Tuesday through Friday, 9:00 a.m. to 5:00 p.m., so please plan accordingly to meet the 7-day minimum lead time.
While our Office is always happy to support, it is the responsibility of each event organizer to submit their event for inclusion on our website — our small but mighty team cannot be responsible for posting events on behalf of others.
We’re the Megaphone — You Power the Message
We aim to showcase a broad mix of City-wide Cambridge happenings, and your submissions keep us current and engaging for our visitors. While we strive to feature as many events as possible, we appreciate your understanding that promotion above and beyond a website listing is not guaranteed.
What We Promote — and How
Once an event is listed on our website, it may be considered for:
In-person mentions from Visitor Information Center volunteers (within 7 days of the event)
Printed fliers, depending on space, timing and availability in our Visitor Information Center
Social media amplification
However, please note:
We cannot guarantee promotion of any event in the Visitor Information Center or on social media.
We cannot accept printed materials from all organizers — distribution is based on space, timing, and relevance. Organizers must reach out to KWright@cambridgeusa.org before bringing any printed materials.
All event promotion is subject to the discretion of COT, which reserves the right to determine the timing, content, and platform of any promotional activity.
When We Promote - Visitor Information Center
We limit in-person promotion of events at the Visitor Information Center to within 7 days of the event date, to keep our guidance timely and visitor-relevant.
Exceptions may apply for larger events or festivals expecting over 10,000 attendees per day, which may receive earlier and broader promotion.
When We Promote – Social Media
Events may be featured on our social media channels starting up to 30 days before the event date, allowing us to maintain a consistent flow of timely and engaging content for our audience.
Exceptions may be made for large-scale events or festivals expecting over 10,000 attendees per day, which may be eligible for earlier and more frequent promotion across our platforms.
Selection & Discretion
All promotions — whether digital, print, in-person, or online — are at the discretion of the Cambridge Office for Tourism. We prioritize:
Events that appeal to tourists, first-time visitors and community members
Large-scale festivals and happenings
Events that reflect Cambridge’s diversity, arts, and community vibrancy
Listing your event on our website is the best first step to visibility — even if it isn’t featured in the Visitor Information Center or on social media, we see anywhere from 12K - 18K unique visits to our website each month.
Let’s Stay Connected
We love working with passionate planners and community leaders. If you have any questions or need help with the submission process, please reach out. Together, we can help every Cambridge visitor find something to explore and enjoy.
Thanks for making this city a dynamic place to visit — and for partnering with us to spread the word!
Thank you!
The Cambridge Office for Tourism Team