Inviting a resource speaker is a crucial step in organizing a successful event, whether it’s a workshop, seminar, or conference. A well-crafted invitation sets the tone and increases the likelihood of securing a speaker who can add value to your event. This essay will guide you through the process of creating a compelling Sample Letter To Invite Resource Speaker, providing examples and tips to ensure your invitation stands out.
Why a Good Invitation Matters
A strong invitation isn’t just about asking someone to speak; it’s about building a relationship and showing respect for their time and expertise. Consider these benefits:
- Clarity: A clear and concise invitation ensures the speaker understands the event’s purpose and their role.
- Professionalism: A well-written letter reflects positively on your organization and event.
- Attractiveness: A compelling invitation can entice a speaker to accept, even if they have a busy schedule.
This means your letter should be professional and tailored to the speaker and the event. Here’s what to keep in mind:
- Show your appreciation and respect for their time.
- Be specific.
- Use a professional tone.
Email/Letter Examples
Invitation for a Workshop: Simple and Direct
Subject: Invitation to Speak at [Workshop Name]
Dear [Speaker’s Name],
My name is [Your Name], and I am the [Your Title] at [Your Organization]. We are organizing a workshop on [Workshop Topic] on [Date] at [Time] at [Location].
We would be honored if you would consider being a resource speaker at our workshop. Your expertise in [Speaker’s Area of Expertise] would be a valuable contribution to our participants.
The workshop will be attended by [Target Audience]. We anticipate approximately [Number] attendees. Your session would be approximately [Duration] in length, covering [Brief Description of Topic].
We are happy to provide a [Honorarium Amount] and cover reasonable travel expenses. Please let me know if you are interested and if you have any questions.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
[Contact Information]
Invitation for a Conference: Detailed and Specific
Subject: Invitation to Speak at [Conference Name]
Dear [Speaker’s Name],
I hope this message finds you well. My name is [Your Name], and I’m the [Your Title] at [Your Organization]. We’re thrilled to be hosting the annual [Conference Name] on [Date] at [Location].
We are very impressed with your work on [Speaker’s Work/Topic]. We believe that your insights on [Speaker’s Topic] would be a fantastic addition to our conference.
The conference theme is [Conference Theme]. Our target audience includes [Target Audience]. We are expecting around [Number] attendees.
We are looking for speakers to present for [Presentation Length]. We envision your presentation to cover [Desired Content]. We’re offering:
- An honorarium of [Amount]
- Round-trip travel expenses
- Accommodation at [Hotel Name]
- Complimentary conference registration
Please review the attached document for more detailed information, including our speaker guidelines. We’d be delighted to discuss this further with you. Please let us know if you have any questions or need additional information.
We look forward to hearing from you soon.
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
[Contact Information]
Invitation for a Webinar: Concise and Accessible
Subject: Invitation to Present at [Webinar Name]
Dear [Speaker’s Name],
I hope this email finds you well. My name is [Your Name] and I am the [Your Title] at [Your Organization]. We’re planning a webinar on [Webinar Topic] on [Date] at [Time].
We are very keen on inviting you to be our speaker for the event. We appreciate your experience on [Speaker’s Area of Expertise] and think you could share it with our attendees.
The webinar will be about [Webinar Topic]. We are expecting roughly [Number] attendees. Your part would be about [Duration] minutes and should touch on [Desired Content].
We offer a [Honorarium Amount] and are flexible with the content, if you would like to adjust it. Please let me know if you are interested. We can adjust the timing and contents of the webinar if it suits your schedule better.
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
[Contact Information]
Following Up After Initial Contact
Subject: Following Up: Invitation to Speak at [Event Name]
Dear [Speaker’s Name],
I hope you’re doing well.
I’m writing to follow up on my previous email, sent on [Date], regarding the invitation to speak at [Event Name].
We understand you’re busy, but we would really appreciate your presence and expertise at our event. If you have any questions or need more info, let me know.
Thank you again for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
[Contact Information]
Declining the Speaker’s Initial Topic (With Alternative Suggestions)
Subject: Re: Invitation to Speak at [Event Name]
Dear [Speaker’s Name],
Thank you so much for your interest in speaking at our event!
We think you are great. However, we feel like your original presentation on [Speaker’s Original Topic] might not be the perfect fit for our target audience.
We suggest [Alternative Topic] instead. However, if that does not suit you, we’ll adjust.
Let us know what you think.
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
[Contact Information]
Thank You Letter After the Event
Subject: Thank you for speaking at [Event Name]
Dear [Speaker’s Name],
On behalf of [Your Organization], I’d like to extend our sincere gratitude for your presentation at [Event Name] on [Date]. Your insights on [Topic] were incredibly valuable to our attendees.
We received fantastic feedback about your session. Everyone enjoyed it.
We also attach photos and video highlights from the event.
Thank you again for your time, expertise, and contribution to the success of our event. We hope to have the opportunity to collaborate with you again in the future.
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
[Contact Information]
By following these guidelines and adapting the provided examples to your specific event, you can create compelling invitations that increase your chances of securing the perfect resource speaker. Remember to always be professional, respectful, and clear in your communication.