When Do Event Listings Expire?
Quick Answer
Event listings automatically expire and become invisible to the public after the event date passes. Once expired, the listing cannot be reactivated or edited for future dates - you must create a new listing for future events. Your expired event remains in your dashboard for reference but no longer appears in search results or receives inquiries.
How Event Expiration Works
Automatic Expiration Process
What Triggers Expiration:
System checks event end date/time
Expires at 11:59 PM on event date (local time)
No manual intervention needed
Happens automatically every day
Example Timeline:
March 15, 2025 - 9:00 AM: Event starts March 15, 2025 - 5:00 PM: Event ends March 15, 2025 - 11:59 PM: Listing expires March 16, 2025 - 12:00 AM: No longer visible publicly
What Happens When Events Expire
Immediate Changes:
Before Expiration | After Expiration |
Visible in search results | Hidden from all searches |
Appears on all publications | Removed from all sites |
Receives inquiries | No new contacts possible |
Shows in event calendars | Removed from calendars |
SEO indexed | May remain in search engines temporarily |
Status: "Active" | Status: "Expired" |
What Remains:
Dashboard access for owner
Historical record in account
Past inquiry history
Event details for reference
Team member visibility
Managing Event Lifecycles
Before Your Event
Active Period Management:
30+ Days Before:
List appears in "Upcoming Events"
Maximum visibility period
Early bird registration phase
Highest search placement
7-30 Days Before:
Featured in "This Month" sections
Registration reminder phase
Final promotion push
Update with any changes
Week of Event:
"This Week" visibility
Last-minute registration
Final details confirmed
Day-of information added
Day of Event
Final Active Hours:
Still accepting registrations
Last-minute attendees searching
Remains visible until midnight
Cannot extend beyond event date
Important: Even if your event runs late or extends, the listing expires at 11:59 PM on the scheduled date.
After Your Event
Post-Expiration State:
Listing marked "Expired" in dashboard
Not publicly visible
Cannot be edited for new dates
Cannot be reactivated
Must create new listing for next event
Multi-Day Events
How Expiration Works
Events Spanning Multiple Days:
Expires after FINAL day
Remains active throughout entire event
Single expiration date
Example Conference:
Event Dates: March 15-17, 2025 Day 1 (March 15): Listing active Day 2 (March 16): Listing active Day 3 (March 17): Listing active Expiration: March 17, 11:59 PM March 18: Expired, not visible
Extended Programs
Multi-Week Courses:
6-Week Workshop Series Tuesdays, March 5 - April 9, 2025 Expires: April 9, 2025 at 11:59 PM
Key Point: Use the last session date as your event end date to maintain visibility throughout the program.
Recurring Events
Expiration Challenge
Heritage Web doesn't support recurring events automatically. Each occurrence needs its own listing.
Problem Scenario:
Monthly Networking Lunch First Tuesday every month Each month needs new listing Previous month's listing expires
Solutions for Recurring Events
Option 1: Individual Monthly Listings
Advantages:
Specific date for each event
Accurate expiration
Clear registration per event
Better for SEO
Disadvantages:
More work to create
Requires monthly management
Approval time for each
Option 2: Extended Date Range
Setup:
Event Title: "Monthly Networking Lunch - Q1 2025" Date Range: January 1 - March 31, 2025 Description: "Meets first Tuesday monthly: Jan 7, Feb 4, Mar 4"
Advantages:
One listing for multiple dates
Less management overhead
Single approval process
Disadvantages:
Less specific for search
Expires after last date
May confuse attendees
Option 3: Rolling Updates
Before expiration:
Create next month's listing
Submit for approval (1-3 days)
Previous expires, new goes live
Maintain continuous presence
Managing Postponements
If Event Is Postponed
Before Original Date:
Update the listing (if time permits)
Change date to new date
Add "POSTPONED" to title
Update description with notice
Triggers re-review (1-3 days)
If insufficient time:
Let original expire
Create new listing immediately
Note it's rescheduled event
Example Update:
Title: "POSTPONED: Annual Gala - New Date April 15" Description: "Originally scheduled for March 15, now moved to April 15 due to venue availability"
Cancelled Events
If Event Is Cancelled:
Option 1: Update Listing
Change title to "CANCELLED: [Event Name]"
Update description with cancellation notice
Include refund information
Leaves information available until original date
Option 2: Contact Support
Request immediate removal
Email [email protected]
Provide event ID and reason
Faster than waiting for expiration
Impact of Expiration
On Lead Generation
Before Expiration:
Receives event-related inquiries
Registration questions
Sponsor opportunities
Vendor requests
After Expiration:
No new inquiries possible
Past inquiries still accessible
Cannot respond through platform
No lead matching
On SEO and Discovery
Search Engine Impact:
May remain in Google temporarily
Eventually removed from index
Dead links possible
404 errors if direct linked
Best Practice: Create next year's event before current expires to maintain SEO value.
On Publications
Network-Wide Removal:
Removed from HeritageWeb.com
Removed from all assigned publications
No longer in community calendars
RSS feeds updated
Planning for Expiration
Best Practices Timeline
60 Days Before Event:
Create and submit listing
Allow for approval time
Maximum exposure period
30 Days Before:
Review and update if needed
Add final details
Promote across channels
Week Before:
Final information updates
Day-of logistics added
Last push for attendance
Day After:
Listing expires automatically
Begin planning next event
Create new listing if recurring
Avoiding Common Mistakes
Mistake | Problem | Solution |
Wrong end date | Expires too early | Double-check when creating |
Forgetting multi-day | Only uses first day | Use last day as end date |
Expecting reactivation | Can't reuse expired listing | Plan to create new |
Late postponement | No time to update | Have contingency plan |
Recurring assumption | Thinks it auto-renews | Create individual listings |
Special Situations
Virtual Events with Recordings
Challenge: Event ends but recording available
Solution:
Event Date: March 15, 2025 (live) Set End Date: March 31, 2025 Description: "Live event March 15, recording available until March 31"
Registration Deadlines Before Event
Scenario: Registration closes early
Approach:
Keep event date as expiration
Note registration deadline in description
Update when registration closes
Example:
Event: April 1, 2025 Registration Deadline: March 25, 2025 Listing Expires: April 1, 2025 Note: "Registration closes March 25"
Year-Round Programs
For Ongoing Programs:
Create quarterly listings
Each expires and replaced
Maintain continuous visibility
Update with new cohorts
FAQs
Can I extend my event listing past the event date? No, listings automatically expire on the event date and cannot be extended.
What if my event runs past midnight? The listing still expires at 11:59 PM on the scheduled date. Include late-night details in the description.
Can I reactivate an expired event for next year? No, you must create a new listing for each event occurrence.
Do expired events affect my account? No, expired events remain in your history but don't impact your account or other listings.
Can I hide an event before it expires? Yes, you can pause an event listing, but it's better to update it as "Cancelled" for attendee information.
What happens to registrations after expiration? Heritage Web doesn't process registrations. Your external registration system continues independently.
Can I set a custom expiration date? No, expiration is tied to the event date and cannot be customized.
Will I be notified before expiration? No automatic notifications are sent. Mark your calendar to create new listings for recurring events.
Next Steps
Check your event date is correct before submitting
Plan for recurring events with individual listings
Create new listings 60 days before events
Update promptly if dates change
Monitor expiration for recurring events
Archive important event information before expiration