Guest speaker invitation letter free sample

Guest speakers are one of the main attractions at a conference, graduation ceremony, special event or meeting , and the best ones are usually booked well in advance. Event organizers need to invite their guest speaker of choice at least six months to one year in advance of the date of the event. A formal letter of invitation ensures that the organizer and the speaker understand the requirements of the event. If the idea is to attract more attendees, a famous personality may be a good choice for a guest speaker. Whatever the theme of the event, the speaker should be suitable for the event and the audience. High Profile Speakers High-profile guest speakers will most probably require a fee or honorarium as well as their travel expenses and accommodation at the event for at least one night.

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Content:

• 9+ Invitation Letter Templates
• FREE 14+ Sample Invitation Letter Templates in PDF | MS Word | Google Docs
• The Best Email Invitation Templates for Event Planners
• Writing a Guest Speaker Request Letter (with Sample)
• Sample Invitation Letter
• 86 Free Example Invitation Letters
• How Do You Invite Speakers to Speak for Free at Your Event?
• Invitation Letter Sample To A Guest Speaker
• Writing a Guest Speaker Request Letter (with Sample)

WATCH RELATED VIDEO: Activity # 9 A Video Conference for Sending A Invitation letter for A Guest Speaker.

9+ Invitation Letter Templates

Email is increasingly being used to invite guest speakers to events, but your potential guest speaker may receive up to ten emails per day, meaning that your invitation may go unread. For your letter to be read and to attract attention, you need to understand the best ways to find speakers and what such an invitation should contain.

If you want to send a letter of invitation for guest speakers and get a positive result as soon as possible, learn the best ways to find them:. One of the easiest ways to find speakers is to learn from attendees in Central Asia!

Send a short survey to participants from previous events, and ask them for their opinions. Explain that you are launching an event related to the interests of the participants and therefore want them to take on a key role in the selection of interesting topics. Motivate potential attendees in Asia with free invitations to the best places, for example, or an opportunity to meet and greet the speaker in person.

Naturally, your budget may not boast incredible sums or the ability to attract world-famous speakers, but you can still focus your attention on popular Asian speakers for example. Authors awaiting publication or those with recently published books always strive to maximize the use of advertising opportunities, making them good candidates as potential speakers.

The big advantage is a clear understanding of their knowledge and the topics on which they can speak based on the content of their new books or other publications. Many authors have personal websites, so a quick Google search can help resolve this issue. If a website search does not return any results, try contacting them via Twitter or Facebook or through any other social media platform.

Active forum participants who position themselves in their industries will most unlikely remain indifferent to an invitation letter for guest speakers. So go online and read or listen to what they say. You can find such participants by commenting on industry news or blogs, participating in LinkedIn groups, joining Twitter conversations, and answering questions related to their area of expertise on professional sites. There are also sites for specific industries where users can ask practitioners direct questions.

Using this approach, it is not all that difficult to find gurus who are ready to share their experience and discuss topics about which they are passionate.

Blogs with an active and interesting audience demonstrate that an author has something to say and that Asia is interested in listening to them. Pay attention to the rating by which you can judge the quality of the blog.

Estimate site traffic, session duration, traffic source, and other indicators to see whether they would be a good choice as a speaker. LinkedIn can be a gold mine of professional information. Put a post out in your network that you are looking for speakers, experts, or bloggers, and you might be surprised by the results.

People love to help, especially if you are asking for their expert advice. While the top video bloggers can earn thousands of dollars on their channels, there are plenty of others who have not achieved superstar status. You can narrow your search by filtering the most popular content by the number of views and then contact the user who uploaded the video by sending him or her a message with a guest speaker invitation letter.

How should you write guest speaker letters of invitation? All business and informational letters, or something like this sample letter of invitation for guest speakers , consist of five mandatory and four optional items:. The subject of the message and the writing tone should be official as this is an official document. The topic should be as clear and concise as possible. It is better if it follows this simple pattern:. This method of writing a message subject works because people immediately recognize the main purpose of the meeting and the date of the meeting before they even open the letter.

When writing about a topic, many people make the common mistake of using an abbreviation. Note that this practice is unacceptable for official letters. Example: Hello. As we agreed last Thursday, we have sent you an invitation letter to a scientific conference. This small note will help people quickly remember you and your event. Tell participants and potential speakers about any requisite pre-conference preparation, for example, collecting information, making a report or presentation, etc.

If such preliminary preparation is necessary, indicate this at the very beginning of the letter. Be sure to include the full date and time of the event including the time zone in the text of your letter. If you are planning an international conference, carefully review the standards for writing dates in the countries participating in your event. A venue can be both physical and virtual. For an online conference, your invitation letter must include a link to the broadcast.

If an event is held in a conference room, you should explain in detail how to get there and whether there is parking available, etc. Do not forget to attach a map detailing the location of your conference rooms. Describe the purpose of your conference in one to two sentences. Example: The purpose of the conference is to compare foreign and domestic experience when conducting business events. If your event has an agenda that you want to discuss with participants, indicate this in the letter.

Determine the order in which you plan to discuss key topics, and also add materials that may be useful for familiarisation before the conference. Note that it is better not to attach separate files to an email. This may result in email blocking or an error when opening the invitation. In order not to overload the letter or overwhelm your guests, it is better to add a link to the online storage in the text, where everyone can view and download the necessary data.

A file with the names of the people who will be present at the event can serve as proof of the significance of your event. However, including this item in your invitation letter is optional.

At the very end of the message, specify the phone number where you can be reached. You can also leave a link to your website and your social media handles. Utilizing all of what has been explained above, you can form a sample formal invitation letter for a guest speaker:.

Of course, this pattern is not the only correct one. When drafting a guest speaker invitation letter template , you must consider who you are sending it to a regular guest or a novice. Depending on this, you must appropriately choose the style of writing, the tone of voice, and the general form of the letter. Therefore, in order for the invitation to be as productive as possible, we recommend applying for conference services. Specialists will not only help to organize an event but also to prepare an example letter of invitation for guest speakers that is of the highest quality.

To create an effective invitation schedule, send your invitations in several phases, not all at once. However, there is a more up-to-date and professional approach to setting up your invitation schedule.

You can actually do that via GSI, which saves you time and effort, when you are completely through with the best candidates. Be flexible, and express gratitude towards them for even considering the opportunity. On the off chance that it feels proper, you could inquire as to whether they have any suggestions for different speakers. At that point, they will almost definitely give you the name of someone else.

For a successful event, it is not necessary to attract the best speakers in the world. At times, lesser-known people who succeed may be more interesting since very few, if any, of your guests, will have heard their story before! Follow the methods outlined above to find great speakers, use letter templates, and ask for professional help, and your event will be a success! If you're up for event management automation, contact us and we'll amp up your event.

Your email address will not be published. Skip to content. Events Marketing October 29, December 17, Track ads and new book releases. Search on professional forums and blogs. Also explore popular blogs. Search among your existing LinkedIn contacts. Utilise YouTube as a speaker search tool. Must-Have Elements of Letters How should you write guest speaker letters of invitation? All business and informational letters, or something like this sample letter of invitation for guest speakers , consist of five mandatory and four optional items: Message subject required Personal introduction Preparation Date and time of the event required Venue required Meeting purpose required Agenda Guest list Contact information required The subject of the message and the writing tone should be official as this is an official document.

Tips for writing and mistakes to avoid Message subject The topic should be as clear and concise as possible. Preparation Tell participants and potential speakers about any requisite pre-conference preparation, for example, collecting information, making a report or presentation, etc. Date and time Be sure to include the full date and time of the event including the time zone in the text of your letter.

Venue A venue can be both physical and virtual. Meeting purpose Describe the purpose of your conference in one to two sentences. Agenda If your event has an agenda that you want to discuss with participants, indicate this in the letter.

Guest list A file with the names of the people who will be present at the event can serve as proof of the significance of your event. Contact information At the very end of the message, specify the phone number where you can be reached.

Utilizing all of what has been explained above, you can form a sample formal invitation letter for a guest speaker: Of course, this pattern is not the only correct one. Invitation schedule To create an effective invitation schedule, send your invitations in several phases, not all at once. Sending out invites may be done in four steps: Send out a batch of invitations.

This is the first round that goes to your top choices for speakers. Wait for replies. Take your time and wait; give yourself a certain amount of time for replies to come in. If you need to follow up with anyone, send a gentle nudge that you would love to hear from them as soon as possible. Make a few more attempts. Once some responses have been received, look through your speakers, look at your list, and replace those speakers who have declined with the other alternative candidates in the next round.

Send another batch, and repeat the process all over again!

FREE 14+ Sample Invitation Letter Templates in PDF | MS Word | Google Docs

Invitation letters are written in various settings on formal and informal occasions. Such letters can be for a wedding, business meeting, graduation ceremony, engagement, or other events. It is written when one wants to invite guests to a particular event or occasion. This letter is written by an individual or organization that is hosting an event or occasion.

The Best Email Invitation Templates for Event Planners

Email is increasingly being used to invite guest speakers to events, but your potential guest speaker may receive up to ten emails per day, meaning that your invitation may go unread. For your letter to be read and to attract attention, you need to understand the best ways to find speakers and what such an invitation should contain. If you want to send a letter of invitation for guest speakers and get a positive result as soon as possible, learn the best ways to find them:. One of the easiest ways to find speakers is to learn from attendees in Central Asia! Send a short survey to participants from previous events, and ask them for their opinions. Explain that you are launching an event related to the interests of the participants and therefore want them to take on a key role in the selection of interesting topics. Motivate potential attendees in Asia with free invitations to the best places, for example, or an opportunity to meet and greet the speaker in person. Naturally, your budget may not boast incredible sums or the ability to attract world-famous speakers, but you can still focus your attention on popular Asian speakers for example. Authors awaiting publication or those with recently published books always strive to maximize the use of advertising opportunities, making them good candidates as potential speakers. The big advantage is a clear understanding of their knowledge and the topics on which they can speak based on the content of their new books or other publications.

Writing a Guest Speaker Request Letter (with Sample)

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Sample Invitation Letter

At one time in our lives, all of us may have received some form of invitation letter. In here, you will find several Sample Letters of invitation. Formal invitation letters take quite a few forms depending on the occasion and type of event. These formal invitation letters have a distinctive format different from a personal social event that fall into different categories. Usually made for a highly regarded guest.

86 Free Example Invitation Letters

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How Do You Invite Speakers to Speak for Free at Your Event?

Not-for-profit organizations have a limited amount of funds. It makes event organizing a real challenge. One of the main attention getters, is a guest speaker , preferably one who will speak for free.

Invitation Letter Sample To A Guest Speaker

RELATED VIDEO: Event Invitation Letter – Invitation Letter Format

It will be held at the Marriott Hotel on August 21, , from to a. This is our fifth year holding this event, and we have traditionally hosted more than [number] early childhood educators, partners, parents, and allies. We would be honored to have you join us and [indicate what role you would like the legislator to play at the event, for example: offer opening remarks; serve on a panel; be a keynote speaker; etc. We welcome your contributions to the event, and ask you to note that because [organization name] is a c 3 organization, we operate entirely as a nonpartisan entity and will be hosting legislators, partners, and organization members from both sides of the aisle to celebrate and promote the bipartisan issue of early childhood education.

Writing a Guest Speaker Request Letter (with Sample)

With great pleasure we would like to invite you as a guest speaker to the event in our university. Your presence will be an honor to us. The students on campus will gladly learn from your knowledge and experience. The event plan details for the day are provided. Every searcher can be used these samples.

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