Save-the-date announcements claim space on invitees' calendars before detailed invitations arrive. According to event marketing research, save-the-dates sent 6-8 weeks before fundraising events increase attendance by 25-35% compared to single invitations sent 3-4 weeks before. Early notice prevents schedule conflicts and builds anticipation.
Send Timing by Event Type
When to Send Save-the-Dates
| Event Type | Send Timing | Why |
|---|---|---|
| Major fundraising gala | 10-12 weeks before | VIPs have full social calendars |
| Community events | 6-8 weeks before | Standard lead time for casual events |
| Events requiring travel | 12-16 weeks before | Guests need time for flights/hotels |
| Holiday season events | Early September | Nov/Dec calendars fill quickly |
| Conferences/multi-day | 4-6 months before | Significant planning required |
Required Elements Checklist
- ☐ Event name and type ("Annual Gala," "5K Run/Walk")
- ☐ Complete date ("Saturday, May 10, 2026"—include day of week)
- ☐ Time ("6:00 PM")
- ☐ Location (at minimum, general area if venue not finalized)
- ☐ Host organization (logo + name)
- ☐ "Formal invitation to follow" (manages expectations)
Template by Event Type
Formal Gala
**SAVE THE DATE** You are cordially invited to reserve the evening of **Saturday, June 14, 2026** 6:00 PM | Black Tie Optional for the **Riverside Arts Foundation Annual Gala** Downtown Grand Ballroom Honoring [Honoree Name] Community Impact Champion *Formal invitation to follow*
Casual Community Event
**SAVE THE DATE!** Join your neighbors for the **Summer Block Party** Benefiting Youth Center Saturday, August 3, 2026 2:00 - 5:00 PM Main Street Park Food • Games • Live Music • Fun for All Ages! *Details coming soon*
Athletic Event
**LACE UP!** Save Saturday, June 21, 2026 for the **Annual 5K Run/Walk** Raising Funds for Diabetes Research 8:00 AM Start | Riverside Trail All fitness levels welcome! *Registration opens April 1*
Tone Guidelines by Event
Matching Tone to Event Type
| Event Type | Tone | Example Language |
|---|---|---|
| Formal gala | Elegant, sophisticated | "You are cordially invited to reserve the evening..." |
| Community event | Friendly, casual | "Save the date! Join your neighbors for..." |
| Athletic event | Energetic, inclusive | "Lace up! All fitness levels welcome!" |
| Awards ceremony | Celebratory, respectful | "Save the date to celebrate this year's honorees..." |
Distribution Strategy
- Email: Immediate reach, low cost, calendar file attachment
- Printed postcard: Stays visible on desk/fridge (for VIPs and major donors)
- Social media: Extends reach (but send personal invites first)
- Multi-channel: Email immediately → print for VIPs → social media amplification
Frequently Asked Questions About Save-the-Dates
Should I include ticket prices?
Only if price significantly affects attendance decisions. "$75 per person" or "Free and open to public" can help, but detailed pricing belongs in formal invitation. General range is optional.
What if the venue isn't finalized?
Include general location. "Downtown venue" or "Riverside neighborhood" gives geographic context. Specific address can come in formal invitation. Don't delay save-the-date for venue confirmation.
How do I track save-the-date effectiveness?
Track email opens, calendar downloads, and early RSVPs. Strong subject line should achieve 25%+ open rate. Calendar file downloads indicate commitment intent. Compare attendance to events without save-the-dates.
Can save-the-dates include sponsorship info?
Only briefly, if at all. "Sponsorship opportunities available" with contact info is acceptable. Full sponsorship pitch belongs in separate communication. Keep save-the-date focused on getting date on calendars.
Can AI help write save-the-dates?
Yes, AI tools like River's Event Text Generator create save-the-dates matched to your event type. Input event details and tone preference, and the AI generates appropriately-styled announcements with all required elements.
Save-the-dates claim calendar space before competitors do. Use River's Event Text Generator to create compelling announcements that secure attendance at your mission-critical events.