If you’re planning an event, inviting a guest speaker can add an extra layer of interest and excitement. But how do you create the perfect invitation letter to get them on board? In this article, we’ll provide you with some tips and seven examples of invitation letter samples for guest speakers that you can use as a starting point. You can find these samples below and edit them as needed to suit your event and your speaker’s style.
Tips for Writing an Invitation Letter Sample for Guest Speaker
Here are some tips to keep in mind as you create your invitation letter:
Title Your Invitation Letter Appropriately
Make sure your invitation letter has a clear and concise title. This title will help your guest speaker quickly understand the purpose of the letter, and will also help you stay on track as you write. For example, some examples of a clear and concise title might include, “Invitation to Speak at ABC Conference” or “Invitation to Deliver a Keynote Address at XYZ Seminar.”
Introduce Yourself and Your Organization
Start your invitation letter by introducing yourself and your organization. This will give your guest speaker context for why you’re reaching out and what your goals are. For example, you might say, “My name is John Smith, and I’m the event coordinator for the ABC Conference. Our conference is focused on X, Y, and Z, and we’re excited to have you join us as a guest speaker.”
Explain the Benefits of Speaking at Your Event
When you invite a guest speaker to your event, it’s important to explain why they should participate. What will they gain from speaking at your event? Be clear about the benefits, such as networking opportunities, exposure to a new audience, or the chance to share their expertise with others.
Include All Relevant Details
Make sure to include all the relevant details in your invitation letter, including the date, time, and location of the event, as well as any logistical details the guest speaker will need to know (such as transportation and accommodation arrangements).
Be Clear About Expectations
Make sure your guest speaker understands what’s expected of them if they agree to speak at your event. Will they need to prepare a specific type of presentation? Will they be required to participate in a Q&A session? Be clear about your expectations so there’s no confusion later on.
Be Polite and Professional
Remember to be polite and professional throughout your invitation letter. Make sure to use formal language and address your guest speaker with the appropriate title (such as “Dr.” or “Professor”). And don’t forget to express your gratitude for their time and consideration.
Seven Invitation Letter Sample for Guest Speaker Examples
Invitation to Speak at ABC Conference
Dear Dr. Johnson,
I am writing to invite you to speak at the ABC Conference on August 15th. We believe that your expertise in X and Y would be a valuable addition to our conference, and we would be honored if you would consider joining us as a guest speaker.
The conference will be held at the XYZ Convention Center in downtown Seattle, and we will provide all transportation and accommodation arrangements. If you are able to join us, we would need your final confirmation by July 1st.
Thank you for your time and consideration. We hope to hear from you soon.
Sincerely,
John Smith
Event Coordinator, ABC Conference
Invitation to Deliver a Keynote Address at XYZ Seminar
Dear Professor Lee,
We would like to extend an invitation for you to deliver a keynote address at the upcoming XYZ Seminar on September 10th. We believe that your experience in X and Y would be a great fit for our seminar, and we would be thrilled to have you share your insights with us.
The seminar will take place at the ABC Hotel in downtown Chicago, and we will provide all transportation and accommodation arrangements. Please let us know if you are able to join us by August 1st.
Thank you for your consideration. We look forward to hearing from you soon.
Best regards,
Jane Smith
Seminar Coordinator, XYZ Seminar
Invitation to Speak at the Annual Women’s Leadership Conference
Dear Ms. Martinez,
I am writing to invite you to speak at the Annual Women’s Leadership Conference on October 15th. We believe that your experience in X and Y would be a perfect fit for our conference, and we would be honored if you would consider joining us as a guest speaker.
The conference will be held at the ABC Convention Center in downtown Los Angeles, and we will provide all transportation and accommodation arrangements. If you are able to join us, we would need your final confirmation by September 1st.
Thank you for your time and consideration. We hope to hear from you soon.
Best regards,
John Smith
Event Coordinator, Annual Women’s Leadership Conference
Invitation to Speak at the National Education Conference
Dear Dr. Kim,
We would like to invite you to speak at the National Education Conference on November 20th. We believe that your experience in X and Y would be a valuable addition to our conference, and we would be honored if you would consider joining us as a guest speaker.
The conference will be held at the ABC Convention Center in downtown Denver, and we will provide all transportation and accommodation arrangements. If you are able to join us, we would need your final confirmation by October 1st.
Thank you for your time and consideration. We hope to hear from you soon.
Sincerely,
Jane Smith
Event Coordinator, National Education Conference
Invitation to Speak at the Annual Marketing Summit
Dear Mr. Chang,
We would like to extend an invitation for you to speak at the Annual Marketing Summit on December 5th. We believe that your experience in X and Y would be an excellent fit for our summit, and we would be delighted to have you share your insights with us.
The summit will take place at the ABC Convention Center in downtown Atlanta, and we will provide all transportation and accommodation arrangements. Please let us know if you are able to join us by November 1st.
Thank you for your consideration. We look forward to hearing from you soon.
Best regards,
John Smith
Event Coordinator, Annual Marketing Summit
Invitation to Speak at the International Business Forum
Dear Professor Hernandez,
I am writing to invite you to speak at the International Business Forum on January 15th. We believe that your expertise in X and Y would be a valuable addition to our forum, and we would be honored if you would consider joining us as a guest speaker.
The forum will be held at the ABC Convention Center in downtown Toronto, and we will provide all transportation and accommodation arrangements. If you are able to join us, we would need your final confirmation by December 1st.
Thank you for your time and consideration. We hope to hear from you soon.
Sincerely,
Jane Smith
Event Coordinator, International Business Forum
Invitation to Speak at the National Healthcare Symposium
Dear Dr. Brown,
We would like to extend an invitation for you to speak at the National Healthcare Symposium on February 20th. We believe that your experience in X and Y would be a great fit for our symposium, and we would be thrilled to have you share your insights with us.
The symposium will take place at the ABC Convention Center in downtown Dallas, and we will provide all transportation and accommodation arrangements. Please let us know if you are able to join us by January 1st.
Thank you for your consideration. We look forward to hearing from you soon.
Best regards,
John Smith
Event Coordinator, National Healthcare Symposium
Frequently Asked Questions
What should I include in an invitation letter for a guest speaker?
When you create an invitation letter for a guest speaker, be sure to include the date, time, and location of the event, as well as any logistical details the guest speaker will need to know (such as transportation and accommodation arrangements). It’s also important to explain why they should participate and what they will gain from speaking at your event. Don’t forget to be polite and professional throughout the letter.
How do I address the guest speaker in my invitation letter?
When addressing your guest speaker, be sure to use the appropriate title (such as “Dr.” or “Professor”). If you’re unsure of their title, you can always ask them or check their website or LinkedIn profile for more information.
How do I follow up after sending an invitation letter?
If you haven’t heard back from your guest speaker within a week or two, it’s appropriate to follow up with a polite email or phone call. Be sure to express your continued interest in having them speak at your event, and ask if there’s any additional information you can provide to help them make their decision.
What should I do if the guest speaker declines my invitation?
If the guest speaker declines your invitation, it’s important to be gracious and understanding. Thank them for their time and consideration, and let them know that you appreciate their response. You can also ask if they have any suggestions for other speakers who might be a good fit for your event.
How far in advance should I send an invitation letter to a guest speaker?
It’s best to send your invitation letter as early as possible to give your guest speaker time to consider and make arrangements. Ideally, you should aim to send the letter at least two to three months in advance of your event.
Can I edit the invitation letter samples provided in this article?
Absolutely! The invitation letter samples provided in this article are just a starting point. Feel free to edit them as needed to suit your event and your guest speaker’s style.
Conclusion
Inviting a guest speaker to your event can be an excellent way to add interest and excitement. By following the tips and examples provided in this article, you’ll be well on your way to creating an effective invitation letter that will help you secure the perfect guest speaker for your event.