When to send corporate event invitations: a timeline by event
Leon Bogičević · · 5 min read
Send most corporate invitations three to four weeks ahead, and six to eight weeks ahead for conferences, galas and anything people travel to. Set the reply deadline about a week before the event, and send one reminder a few days before that deadline. The table below gives a working timeline for each kind of event; it reflects common practice, not a rule, so move it earlier when your guests' calendars are full.
Timeline by kind of event
| Event | Save the date | Invitation | Reply deadline | Reminder |
|---|---|---|---|---|
| Holiday party | Not needed | 4 to 6 weeks before | 2 weeks before | 3 days before the deadline |
| Conference | 3 to 6 months before | 8 to 12 weeks before | 2 to 3 weeks before | 1 week before the deadline |
| Workshop or seminar | Not needed | 3 to 4 weeks before | 1 week before | 3 days before the deadline |
| Gala or awards night | 2 to 3 months before | 6 to 8 weeks before | 2 weeks before | 1 week before the deadline |
| Grand opening | Optional, 6 weeks before | 3 to 4 weeks before | 1 week before | 3 days before the deadline |
| Team day or offsite | 4 to 8 weeks before | 3 to 4 weeks before | 10 days before | 3 days before the deadline |
| Trade show booth or dinner | Not needed | 2 to 4 weeks before | 1 week before | 2 to 3 days before the show |
| Client dinner | Not needed | 3 weeks before | 1 week before | 3 days before the deadline |
Why December needs more time
Holiday party season compresses everything: venues book up in early fall, and your guests receive several invitations for the same weeks. An invitation that arrives four to six weeks ahead gets into the calendar before the competing ones do. If the venue is not booked by October, book it first and send the invitation as soon as you have the date.
When a save the date is worth it
Use a save the date when guests have to arrange something: travel, a babysitter, a day out of the office. That means conferences, galas, offsites and anything outside working hours that is more than two months away. For a workshop or an office party it is one message too many.
How to set the reply deadline
- Ask the caterer and the venue when they need final numbers.
- Set your reply deadline three to five days before that date.
- Plan one reminder three days before your deadline, only to the people who have not replied.
- On the deadline, export the list and send the final number.
What to send after the deadline
Two days before the event, send a short practical note to everyone who said yes: the start time, the address, parking and who to call if they are late. If the invitation is a web page, the same details are already there, and the note only needs the link.
Frequently asked questions
How far in advance should you send a corporate event invitation?
Three to four weeks for most events, four to six weeks for a December holiday party, and six to twelve weeks for conferences and galas. Add a save the date two to six months ahead when guests need to travel.
When should the RSVP deadline be for a company event?
About a week before the event for parties and dinners, and two to three weeks before for conferences. Check first when the caterer needs the final number and set your deadline a few days earlier.
Is two weeks enough notice for a company event?
For a small internal meeting or a workshop, yes. For a party, a dinner or anything outside working hours, two weeks is short: expect fewer replies and more declines.
How many reminders should we send?
One reminder before the reply deadline, only to the people who have not replied, and one practical note to everyone attending a couple of days before the event.