Develop a printed "Save the Date" card or flyer to be sent to parents and others on your invitation list, including businesses and organizations that you want to support the event. Feature the date, place and time of the event. Don't forget to include the name of the event, information about your group or classroom, and why the fundraiser is being held. A printed card or flyer doesn't have to be expensive. Focus on a clear, eye-catching design that fits with your group, classroom or project purpose. A printer or other business could be willing to sponsor a "mini calendar" with the date of your event preprinted on it. Save time, effort and paper by combining your "Save the Date" flyer or card with short press releases to local newspapers, radio and TV stations, and community websites.
According to the Grassroots Fundraising Journal (see References 1), organizations are successfully using email combined with phone follow-ups for "Save the Date" reminders. Include "Save the Date" messages in your group's regular email newsletters up to six months before the event. Include the date and name of the event in your own email signature line for another creative approach. Ask other volunteers or staff members to include it, too. Every email that is sent gives you free marketing for your event. Don't text "Save the Date" unless you know the message won't cost your supporters per-text charges, however.
Facebook, MySpace and other social networking sites all have calendar, invitation and group message functions. A calendar of timed "Save the Date" messages can be sent out to attendees, donors and sponsors using these sites. Twitter is also being used for this type of message. Focus on quick, clear messages via social networking sites as you draw closer to the day of your event or to other important deadlines. Don't forget to obey the terms of service for each social networking site. Recruit volunteers who are familiar with the services to help get your message out.
Telephone voice message systems and old-fashioned "phone trees" are some of the most effective "Save the Date" reminder tools. "Before we started sending voice messages, I would hear from parents all the time who said they wanted to help [by supporting the fundraiser], but never got the information," Connecticut middle school principal Joe Scheideler told the Association of Fund-Raising Distributors and Suppliers. "Since we started using this technology, we've seen an increase in parent involvement." (See References 2.) Time voice messages 24 to 48 hours before the deadlines for your event.