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Event communication plan template

Enter your event type and date to get a dated sequence of texts, from the save-the-date to the thank-you, with wording you can edit.

Leave blank and we'll suggest one.

Pick an event type and date. Your dated plan appears here.

Runs in your browser. What you type stays on this page unless you choose to carry it into a new event.

What it plans

Up to six messages: save the date, invitation, RSVP reminder, final details, day-of, and thank-you. Each one has a date, who it goes to, why it’s there, and a starting message.

The timeline fits your lead time. A wedding months away gets the full sequence. A dinner party next week skips the save-the-date and goes straight to the invitation. Work events get more formal wording and a feedback request instead of a personal thank-you.

How to use it

  1. 1Choose the event type and date.
  2. 2Add your RSVP deadline, or leave it blank and the plan suggests one.
  3. 3Read the dates and the reason for each message. Edit any wording in place.
  4. 4Copy the plan, or choose Save this sequence to start an event with the first message ready.

Example timelines

Wedding five months out

Event Jun 12, 2027, RSVP deadline May 8, planned on Jan 4

Wed, Jan 13 · Save the date (about 5 months before) Sat, Apr 17 · Invitation (8 weeks before) Thu, May 6 · RSVP reminder (37 days before) Thu, Jun 10 · Final details (2 days before) Sat, Jun 12 · Day-of (event day) Sun, Jun 13 · Thank-you (day after)

Birthday party in four weeks

Event Feb 6, 2027, no deadline given, planned on Jan 4

Sat, Jan 16 · Invitation (3 weeks before) Thu, Jan 28 · RSVP reminder (9 days before) Thu, Feb 4 · Final details (2 days before) Sat, Feb 6 · Day-of (event day) Sun, Feb 7 · Thank-you (day after)

Left out: save the date

Dinner party in ten days

Event Jan 14, 2027, planned on Jan 4

Mon, Jan 4 · Invitation (10 days before) Tue, Jan 5 · RSVP reminder (9 days before) Tue, Jan 12 · Final details (2 days before) Thu, Jan 14 · Day-of (event day) Fri, Jan 15 · Thank-you (day after)

Left out: save the date

Conference three months out

Event Apr 15, 2027, RSVP deadline Mar 25, planned on Jan 4

Fri, Jan 15 · Save the date (about 3 months before) Thu, Mar 4 · Invitation (6 weeks before) Tue, Mar 23 · RSVP reminder (23 days before) Tue, Apr 13 · Final details (2 days before) Thu, Apr 15 · Day-of (event day) Fri, Apr 16 · Thank-you (day after)

Questions, answered

What should an event communication plan include?

Each message, its date, and who gets it: a save-the-date when there's time, the invitation with an RSVP deadline, one reminder for people who haven't replied, final details for people who are coming, a day-of note, and a thank-you.

How far ahead should I send invitations?

As starting points: two to four weeks for most parties, about six weeks for conferences and reunions, and about eight weeks for weddings, with a save-the-date months before. The plan pulls dates in when your event is closer than that.

Why is the save-the-date missing from my plan?

When the event is under 3 weeks away, or the invitation is due soon anyway, a save-the-date is just an extra text. The plan tells you when it leaves a step out and why.

Can I schedule these texts in advance?

Yes. Text My Event supports scheduled texts. Save this sequence starts a new event with the first message; schedule the rest from the composer using the dates in your plan.

Are these dates rules?

No. They're starting recommendations based on common lead times. Move any of them to suit your guests, travel, and how quickly you need a headcount.

How are texts counted?

One message to one guest is one text, however long it is. A message to 50 guests uses 50 texts, with or without emoji or links. Texts that fail to deliver don't count.

Can guests see each other's replies?

No. Each guest gets their own text, not a group chat, so their number and replies stay private. Replies come back to your Text My Event inbox, where you and your co-hosts can answer.

Keep planning

Reviewed November 2, 2026.