What Where When Announcement Sample
**Event Announcement: Movie Night Under the Stars**
What: Join us for a magical evening of outdoor movie fun as we screen the classic film "Casablanca" on a giant inflatable screen.
Where: Central Park, Main Lawn Area
When: Friday, August 25th, 2023
Time: 7:30 PM - 10:00 PM
Pack your blankets, bring your friends and family, and get ready to enjoy a timeless cinematic experience in the heart of the city. Delicious snacks and drinks will be available for purchase, or feel free to bring your own picnic.
This event is free and open to the public. Don't miss out on this wonderful opportunity to relive the romance and drama of "Casablanca" under the twinkling stars. Rain date will be announced if needed.
For more information and updates, visit our website at __________ or contact us at ________________. See you at the movies!
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Sample letter
Dear Staff,
We are happy to invite you to the end of year gala party on the 27th of December at the Ritz Carlton hotel. Seating starts at 7 pm.
This event is dedicated only to staff so we apologize for the inability to accommodate family members.
Team leads please be prepared to throw a two minutes speech on behalf of your team.
Looking forward to seeing all there.
Best Regards
How to write a letter to announce an event?
- Start with the "what". What is it that you are announcing? Name and describe the event.
- Continue with the "when". Specify the exact date and time. Mention the duration or finish time if necessary.
- Then comes the "where". Specify the location. Provide map and directions.
- Specify the target audience. Is it a public event? Is everyone invited? Who can attend and who can't?
- Explain the registration process. If your event requires registration, signing up, or RSVP then make it clear for people how to sign up.
- List event requirements and conditions. Is there a certain attire that people need to adhere to? Do they have to bring certain things with them? etc..
- Wish to see you there statement
Formal What Where When Announcement Letter
Subject: Official Announcement of Event Details
Dear All,
We are pleased to officially announce the upcoming event organized by [Organization Name].
What: [Title of Event]
Where: [Venue, Full Address]
When: [Date and Time]
This event will focus on [brief description of the purpose or theme]. We encourage all invited participants to confirm their attendance at the earliest convenience. Additional materials and schedules will be provided closer to the date.
Thank you for your attention, and we look forward to your participation.
Sincerely,
[Your Name]
Casual What Where When Announcement Email
Subject: You’re Invited – Save the Date!
Hi Everyone,
Just wanted to give you a quick heads-up about an upcoming event that I think you’ll love.
What: [Name of Event]
Where: [Venue / Location]
When: [Date and Time]
It’s going to be a fun and engaging time, so mark your calendars! I’ll share more details as we get closer, but for now, just save the date.
Hope to see you there!
Cheers,
[Your Name]
Preliminary What Where When Announcement Letter
Subject: Preliminary Event Announcement
Dear Colleagues,
This is to inform you of an upcoming event being planned by our team. While full details will follow, we would like to share the preliminary What, Where, and When to help you prepare.
What: [Tentative Title or Theme of Event]
Where: [Planned Location, Subject to Confirmation]
When: [Proposed Date and Time]
Please note that these details are provisional and subject to change. A formal announcement with final information will be shared shortly.
Thank you for your attention and understanding.
Best regards,
[Your Name]
Creative What Where When Announcement Message
Subject: Guess What’s Coming Up?
Dear Team,
Something exciting is on the horizon, and we want you to be part of it!
What: A gathering of ideas, fun, and inspiration – [Event Name]
Where: A place where creativity meets comfort – [Venue]
When: A day you won’t forget – [Date and Time]
Bring your energy, your ideas, and your smiles. This isn’t just an event—it’s an experience waiting to happen.
Stay tuned for more surprises, and make sure you’re there!
Warmly,
[Your Name]
Official Corporate What Where When Announcement Email
Subject: Corporate Announcement – Event Details
Dear Employees,
We are pleased to announce the details of our forthcoming corporate event.
What: [Corporate Event Title, e.g., Annual General Meeting]
Where: [Venue Name, Address, or Online Platform]
When: [Date and Time]
This event is an important occasion for our organization, and your presence is highly valued. Please confirm your attendance no later than [RSVP deadline]. Additional instructions will be provided in the official event agenda.
Thank you for your cooperation.
Sincerely,
[Your Name]
Informal What Where When Announcement Message
Subject: Let’s Get Together!
Hello Friends,
Here’s a quick update about our get-together.
What: [Casual Gathering, Party, Reunion, etc.]
Where: [Host’s Home or Venue]
When: [Date and Time]
It’ll be a relaxed and fun evening with good company, good food, and lots of laughs. Feel free to bring a friend!
Can’t wait to catch up with all of you!
Best,
[Your Name]
Heartfelt What Where When Announcement Letter
Subject: Please Join Us for a Special Occasion
Dear Friends and Family,
With warm hearts, we are happy to announce an upcoming event that means so much to us.
What: [Event, e.g., Anniversary Celebration, Charity Gala, or Memorial]
Where: [Venue Address]
When: [Date and Time]
This occasion is not just about gathering, but about cherishing moments and creating memories together. Your presence would mean the world to us.
We look forward to sharing this special day with you.
With love,
[Your Name]
Quick What Where When Announcement Message
Subject: Quick Event Info
Hi All,
Here are the details for the upcoming event:
What: [Event Name]
Where: [Location]
When: [Date and Time]
That’s all you need to know for now! More details will follow soon.
Thanks,
[Your Name]
What is a What Where When Announcement and Why is it Needed?
A “What Where When Announcement” is a simple communication format that informs people about the essential details of an event.
It answers three critical questions:
- What the event is.
- Where it will be held.
- When it will take place.
Its purpose is to make communication clear and ensure recipients know the basic information without confusion.
Who Should Send a What Where When Announcement?
- Event organizers, coordinators, or hosts.
- Company management or HR for official events.
- Teachers, principals, or school administrators for academic functions.
- Friends, family members, or group leaders for informal gatherings.
Basically, anyone responsible for organizing an event should send this announcement.
Whom Should a What Where When Announcement Be Sent To?
- Employees or colleagues in a corporate setting.
- Students, parents, or staff in an educational setting.
- Club members, team members, or organization participants.
- Family and friends for personal occasions.
The recipients should always be those expected or encouraged to attend the event.
When Do You Need to Send a What Where When Announcement?
- As soon as event details are confirmed.
- Early enough to allow participants to plan their schedules.
- For preliminary events, at least a provisional announcement should be sent.
- In case of changes, updated announcements should be sent immediately.
How to Write and Send a What Where When Announcement
- Start with a subject line that makes the purpose clear.
- Include the three details (What, Where, When) prominently.
- Add any supporting information, such as RSVP instructions or agenda notes.
- Keep the tone suitable for the type of event—formal for corporate, casual for social.
- Send through appropriate channels: email, printed letter, or group message.
Elements and Structure of a What Where When Announcement
- Subject line: Clear and concise.
- Greeting: Address the audience appropriately.
- Body: Include the What, Where, and When details in bullet points or lines.
- Additional notes: RSVP, dress code, agenda, etc.
- Closing: Thank readers and encourage attendance.
Formatting Guidelines for What Where When Announcements
- Keep the letter/email short and direct.
- Use bold headings or bullet points for What, Where, When.
- Match tone with the audience (formal vs. informal).
- Avoid unnecessary details that may confuse readers.
- Stick to one page or a few short paragraphs for clarity.
Common Mistakes to Avoid in What Where When Announcements
- Forgetting to include one of the three critical details.
- Sending the announcement too late.
- Being overly vague (e.g., “next week” instead of a date).
- Using a tone that doesn’t match the event’s formality.
- Failing to update recipients if event details change.
Tricks and Tips for Effective What Where When Announcements
- Use clear formatting (bullet points or line breaks).
- Send reminders closer to the event.
- Personalize for smaller groups by mentioning names.
- Highlight important details like RSVP deadlines or dress codes.
- Keep copies of past announcements as templates for future use.
After Sending a What Where When Announcement: Next Steps
- Track RSVPs or confirmations.
- Send follow-up reminders as the event date approaches.
- Be prepared to send updates if changes occur.
- Ensure recipients have the necessary additional details (parking, agenda, entry requirements).
- After the event, consider sending a thank-you note or summary.
Compare and Contrast: What Where When Announcements vs. Other Invitations
- What Where When Announcement: Short, factual, and focused only on event details.
- Formal Invitation: Often longer, more decorative, includes formal language.
- Flyers/Posters: Visual, attention-grabbing, designed for public display.
- Reminders: Sent closer to the event, usually shorter than the announcement.
The What Where When format is best when clarity and brevity are the main goals.
