For a gala, conference or company anniversary, send your save the date 3 to 6 months ahead. For a company holiday party, 2 to 3 months is enough, and for a class or family reunion 4 to 6 months. Include the name of the organization or group, the event, the date and the city, and say when the invitation or registration will follow.
Why business events need a save the date
Professional calendars fill up fast, and December is the busiest month of all. A save the date gets your event into calendars before something else does. For reunions the challenge is different: guests are spread over different cities, and some have not been in touch for years. An early message gives them time to arrange travel and to spread the word. The timelines for all occasions are in when to send save the dates.
What to include
- Who is hosting: the company, the organization or the class (“Lincoln High, Class of 2007”).
- What it is: “Annual gala”, “20 years of Northwind”, “Holiday party”, “20-year reunion”.
- The date and the city. Add the venue if it is booked.
- What follows: “Invitation to follow” or “Registration opens in March”.
- Optionally a dress code for a black-tie gala, so guests can plan their outfit early.
Wording examples
Gala
“Save the date. The Riverside Foundation Annual Gala, Saturday, November 13, 2027, Chicago. Black tie. Invitation to follow.”
Company holiday party
“Mark your calendar: our holiday party is on Friday, December 10, 2027. Location and program to follow.”
Company anniversary
“Twenty years of Northwind. Celebrate with us on Thursday, September 23, 2027, in Denver. Invitation to follow.”
Class reunion
“Lincoln High, Class of 2007: our 20-year reunion is on Saturday, October 2, 2027. Save the date and tell your old classmates!”
More on what belongs on a save the date and what to keep for later is in what to include on a save the date.
Know your numbers early
Galas and company parties come with catering, seating and sometimes transport. An RSVP button on the save the date gives you a first count months ahead: guests choose Yes, No or Maybe and add how many people are coming. You see the replies in your dashboard. More in save the date with RSVP.
Sharing with a large group
For a company event, email is usually the main channel; for a reunion, a WhatsApp or Facebook group often reaches more people. A digital save the date is one link that works in all of them, and guests add the date to their calendar with one tap. If the venue changes, update the save the date and the link stays the same.
Other occasions
Planning a big birthday instead? See milestone birthday save the dates. Whatever the event, making a free digital save the date takes a few minutes, and the save the date templates include designs for galas, company parties, charity events and more.
Ready to share your date? On freesavethedate.online you make a digital save the date for free, with an add to calendar button and early RSVP built in. Pick one of the save the date templates or create your free save the date right away.
Questions about business and reunion save the dates
Three to six months ahead for a gala, conference or company anniversary. For a company holiday party, two to three months is usually enough.
Four to six months before the reunion, so guests have time to arrange travel and pass the news on to others.
Only if it matters for planning, for example black tie. Other details can wait for the invitation.
Yes. With a digital save the date you can add an RSVP button and see all replies in your dashboard.