Nowdays there's a tool for this – an app for that – and web platforms for doing tasks that had required several people many hours to accomplish.
Meetup.com is a web-based system which takes the drudge out of holding an event. Load in a contact list and it takes just minutes to distribute an announcement of the event, send reminders, print check-in lists, and name tags. Attendees can register on-line and click to load the event info on their calendar.
Peter Corbett manages the monthly meetings of DC Tech Meetup with this platform for about 1,000 attendees. For this group, the Meetup site serves as a website with information about the group, events, pictures, and member profiles.
Corbett sets up meetings on Meetup 6-months or more in advance – at times some details are TBD (to be determined) – the regulars register and load the date on their calendar as a placeholder for the event (easy to update later when plans are final).
This method is handy for the event organizer – the date and known info is distributed to all, and the recipients can respond and click to update their calendar – simple and easy – fewer cracks for things to fall through in finalizing the event.
Isn't this more effective than an email asking you to save the date?
How to become wise in 5 minute increments –Rainmakers.