Invitation List/Distribution

  • Who is providing and maintaining the list? (Could receive names from various sources.)
  • Request the list in the format you will be using to create the master distribution list – be specific about the information you will need. Determine deadline for receiving list.
  • Who will be distributing invitations and maintaining the rsvp list?
  • Who needs to have access to the list?

Invitation Process

  • Will you be creating email or printed save the date and invitations?
  • Who needs to approve final versions?
  • Create a schedule for save the date, invitation, reminders and final confirmation.

Invitation and RSVP Information

  • Save The Date (send 2-3 months out)
    • Event title, location, date/time, key features
  • Main Invitation (send 6-8 weeks out)
    • Event title, location, date/time, key features, detailed timing of remarks/program, contact information, registration
  • Reminder (send 2 weeks out)
    • Should be sent to everyone who has not already responded to the initial invitation several days prior to rsvp deadline date – resend original invite with REMINDER header in email subject line.
  • Confirmations (if applicable)
    • Automatic response to any registration – received rsvp, pertinent event details.
    • Final Confirmation could be sent two days prior to event date and include directions/map to event location, parking information (i.e. valet, surface lots, street parking, etc.), any changes to original invitation information.
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