Compliance

Event poster

January 6, 2026digital-posters

Event poster: how to promote an event and stay workplace-compliant (digital poster guide)

If you’re searching for an event poster, you likely need two things at once: a design that drives attendance and a posting approach that doesn’t create HR risk. For HR teams and business owners, posters for events can easily end up on the same walls, kiosks, and digital screens as required labor law notices—so it’s important to separate marketing content from compliance postings and follow basic workplace rules around accessibility, discrimination, and wage/hour information.

This guide explains how to create a compliant, effective event poster, provides an example of an event poster, and includes an event poster template you can adapt—especially if you use digital labor law posters across multiple locations or remote teams.

What is an event poster (in a workplace context)?

An event poster is a visual announcement—printed or digital—that communicates an upcoming event’s “who/what/when/where/how.” In workplaces, these posters typically promote:

  • Hiring events or open houses
  • Safety trainings and town halls
  • Benefits enrollment sessions
  • Company celebrations
  • Volunteer days or community events

In a compliance-heavy environment, the key is where and how you display the poster. Many employers use the same screens or bulletin-board areas for required notices and internal communications. If you’re managing a digital posting system, it helps to anchor your overall approach in the broader category of electronic posters so you have clear rules for what is “required notice” versus “optional communication.”

Why compliance matters for posters for events

Avoid confusing required labor law notices with marketing content

Federal and state agencies generally require certain notices to be posted where employees can readily see them. A promotional event poster shouldn’t crowd out or visually obscure required postings—especially in a digital carousel.

For example, most covered employers must post federal wage/hour rights under the Fair Labor Standards Act (FLSA). If you’re auditing your workplace “posting zones,” make sure the required notice is still prominent and continuously accessible, such as:

If your workforce includes public-sector roles or specific industries, confirm whether an alternate FLSA notice applies (for example, state and local government).

Accessibility and non-discrimination expectations still apply

Even though an event poster is “just a flyer,” it can raise issues if it inadvertently discourages participation based on a protected characteristic or isn’t accessible.

A practical place to start is ensuring your posting environment and communications are accessible. If you’re building an internal compliance hub, review guidance and best practices reflected in the ada poster topic so your event communications and poster displays align with accessibility expectations (e.g., readable contrast, screen-reader-friendly digital formats when distributed electronically, and an accommodation contact).

Location-specific rules can shape what you can say (and where)

If you operate in Massachusetts, for example, you may already be posting state-required notices on workplace rights, safety, unemployment, and discrimination. Your event posters should not interfere with those postings and should be coordinated with your posting plan.

Examples of MA notices employers often manage include:

If your event is tied to staffing agencies or temporary labor, also consider posting/training alignment with:

Event poster essentials (actionable checklist)

Content checklist (what to include every time)

A high-performing event poster should clearly answer:

  1. Event name and purpose (e.g., “Safety Refresher Training” vs. “Lunch & Learn”)
  2. Date and time (include time zone for remote teams)
  3. Location (physical address + room, or video link/QR)
  4. Audience (who should attend; avoid exclusionary phrasing)
  5. Call to action (RSVP link, deadline, capacity limits)
  6. Contact for questions and accommodations (email/phone)
  7. Branding (logo, department sponsor)

Design checklist (for print + digital screens)

  • Use large type (headline readable from 6–10 feet if printed)
  • Keep contrast high (dark text on light background)
  • Avoid dense paragraphs; use bullets
  • Add a QR code only if you also provide the full URL (QR codes alone can be a barrier)
  • If displayed digitally, ensure it works on common screen ratios (16:9 and portrait)

For more digital format ideas, see Electronic poster examples for approaches that translate well to screens.

Example of an event poster (workplace training)

Below is a simple, compliant-friendly example of an event poster you can mirror:

Headline:
Workplace Safety Refresher Training

Details:

  • Date: Wednesday, March 20
  • Time: 2:00–3:00 PM (ET)
  • Where: Breakroom A + Teams (hybrid)
  • Who: All hourly supervisors and leads
  • What: Review reporting, hazard response, and incident documentation

Call to action:
RSVP by March 15: swiftcompany.com/safety-rsvp (QR code optional)

Accessibility line:
Need an accommodation to participate? Contact HR at hr@swiftcompany.com or 555‑0100.

Footer:
Hosted by HR + Safety | Attendance counts toward annual compliance training

Why it works: It’s specific, readable, includes accommodations language, and avoids anything that could be interpreted as excluding protected groups.

Event poster template (copy/paste)

Use this event poster template as a starting point for internal events:

[EVENT NAME]
One-line purpose statement: [Why this matters / what employees will learn]

When: [Day, Date] • [Start–End Time] ([Time Zone])
Where: [Address/Room] and/or [Video platform + link]
Who should attend: [Team/department OR “All employees”]
What to bring/prepare: [Optional]
RSVP: [URL] by [Deadline] (QR code optional)
Questions: [Name/Email/Phone]
Accommodations: If you need an accommodation to participate, contact [HR email/phone] by [Date].

Posting note for HR: Place this in your “internal communications” rotation—separate from required labor law notices—so required postings remain continuously accessible.

If you’re building a broader communications program (beyond compliance notices), see advertising posters for tips on creating posters that inform employees without creating posting conflicts.

Where to display event posters without creating compliance risk

Keep “required notices” and “event posters” in separate zones

Best practice is to create:

  • A Compliance Posting Area (physical board or dedicated digital folder/screen)
  • An Internal Communications Area (events, announcements, culture)

If you use digital screens, avoid putting required notices into a fast-rotating playlist with short dwell times. Required notices generally must be readable and accessible, not fleeting.

Watch for third-party “poster services” that create confusion

HR teams sometimes receive alarming mailers that imply you must buy posters urgently. Train your team to vet vendors and avoid scams—SwiftSDS covers common warning signs in business posting department scam.

If your event poster is about jobs or hiring, verify posting obligations

Some event posters promote “Now Hiring” or internal opportunities. If you operate in California (or recruit there), confirm whether you have obligations around job posting practices by reviewing are employers required to post job openings california.

FAQ: event poster basics for HR teams

Do event posters have legal posting requirements like labor law posters?

Usually no—event posters are optional communications. However, how and where you display them can affect compliance if they obscure required labor law notices or create accessibility/discrimination issues.

Can I display an event poster on the same digital screen as required labor law notices?

Yes, but use a structure that preserves continuous access to required notices (for example, separate tabs/sections or a dedicated “Compliance” screen). Ensure employees can readily view required notices like the Employee Rights Under the Fair Labor Standards Act without scrolling past promotional content.

What’s the fastest way to make a professional event poster that still works for compliance-minded workplaces?

Start with a standardized event poster template, include an accommodation contact line, keep it readable, and post it in a designated internal communications area—then maintain your required postings separately through your digital poster program (see electronic posters).

If you want to standardize event communications across locations, pair your event-poster process with your digital posting program—so HR can promote attendance while keeping required workplace notices consistently accessible.