Hiring a resource speaker can really pump up your event, workshop, or training session. A well-crafted invitation is the first step in securing a great speaker. This guide will help you understand how to write a compelling Sample Letter To Invite Resource Speaker that gets results.
Why a Strong Invitation Matters
A good invitation is more than just a formality. It’s a crucial tool for setting the tone and ensuring the speaker has all the information they need. Consider these key benefits:
- It clearly outlines the event details.
- It establishes a professional relationship.
- It shows respect for the speaker’s time and expertise.
A poorly written invitation, on the other hand, can lead to misunderstandings, missed details, and even a rejection. A well-structured invitation demonstrates that you value the speaker’s time and expertise, increasing the likelihood of a positive response.
To make sure your invitation stands out, remember these key elements:
- Clearly state the purpose of the invitation.
- Provide all necessary details.
- Show your appreciation for their consideration.
Sample Letter and Email Examples
Here are some different examples of letters and emails you can adapt, depending on your needs:
Inviting a Speaker for a Conference
Subject: Invitation to Speak at [Conference Name]
Dear [Speaker’s Name],
My name is [Your Name], and I am the [Your Title] at [Your Organization]. We are organizing the [Conference Name] on [Date] at [Location].
We are very impressed with your work on [Speaker’s Topic] and believe your insights would be a valuable contribution to our conference. Our conference aims to gather professionals interested in [Conference Theme] and we expect around [Number] attendees.
We would like to invite you to deliver a [Duration] presentation/workshop on [Specific Topic or Suggested Topics]. We are offering [Honorarium Amount] as an honorarium and will cover your travel expenses. We can also offer you [Other benefits, e.g., accommodation, meals].
Please let me know if you are interested by [RSVP Date]. We are very excited to potentially have you. We would be happy to discuss this further.
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
[Contact Information]
Inviting a Speaker for a Workshop
Subject: Invitation to Speak at [Workshop Name] Workshop
Dear [Speaker’s Name],
I hope this email finds you well. My name is [Your Name], and I’m the [Your Title] at [Your Organization]. We are planning a workshop, called [Workshop Name], on [Date] at [Location] that will gather people interested in [Workshop Theme].
We think your expertise in [Speaker’s Area of Expertise] would be a great fit for our event. We are looking for a speaker to share your knowledge and experience with attendees during a [Duration] slot. We anticipate approximately [Number] participants.
The workshop will focus on [Workshop’s Main Goal]. We can offer you an honorarium of [Honorarium Amount], in addition to covering travel costs. We are open to discussion and negotiation, so please do not hesitate to ask. We would also be happy to provide meals for the event.
Please let me know if you are interested in being the resource speaker by [RSVP Date]. Thank you for your time and consideration.
Best regards,
[Your Name]
[Your Title]
[Your Organization]
[Contact Information]
Inviting a Speaker for a Training Session
Subject: Invitation to Speak at [Training Session Name]
Dear [Speaker’s Name],
My name is [Your Name], and I’m a [Your Title] at [Your Organization]. We are holding a training session on [Date] at [Location] focused on [Training Topic].
Your work in [Speaker’s Area of Expertise] is highly regarded, and we think your insights would be incredibly valuable for our participants. We would love for you to deliver a [Duration] presentation/session. We anticipate around [Number] participants.
We are offering an honorarium of [Honorarium Amount] and will cover your travel expenses, including accommodation and meals. We also plan to promote you through [Promotion channel]. We can accommodate your schedule.
Please let me know if you are available to speak by [RSVP Date]. We would greatly value your contribution.
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
[Contact Information]
Inviting a Speaker for a Webinar
Subject: Invitation to Speak at Webinar – [Webinar Title]
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 are hosting a webinar, titled [Webinar Title], on [Date] at [Time].
We’ve been following your work on [Speaker’s Expertise] with great interest, and believe your insights would be a great addition to the webinar. We are planning for a [Duration] presentation, followed by a Q&A session. We expect around [Number] of attendees.
We would like to offer you an honorarium of [Honorarium Amount]. We can also offer you [Other benefits]. The webinar will be recorded, and we would also like to promote you on our social media channels.
If you are interested, we would be grateful for your confirmation by [RSVP Date]. We look forward to hearing from you soon!
Best regards,
[Your Name]
[Your Title]
[Your Organization]
[Contact Information]
Inviting a Speaker for a Student Event
Subject: Invitation to Speak at [Student Event Name]
Dear [Speaker’s Name],
My name is [Your Name], and I’m a [Your Title] at [Your School/Organization]. We are organizing a student event on [Date] at [Location], focused on [Event Topic].
We admire your work in [Speaker’s Expertise] and believe your insights would be incredibly valuable to our students. We would like to invite you to give a [Duration] presentation/talk. We expect around [Number] attendees, and most of them are college students.
Unfortunately, due to budget limitations, we are unable to offer an honorarium. However, we can cover your travel expenses and provide meals. Your presentation will be very valuable to the student participants.
Please let us know if you are interested by [RSVP Date]. Your time and experience will be truly appreciated.
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
[Contact Information]
Inviting a Speaker for a Volunteer Event
Subject: Invitation to Speak at [Volunteer Event Name]
Dear [Speaker’s Name],
My name is [Your Name], and I’m the [Your Title] at [Your Organization]. We are hosting a volunteer event on [Date] at [Location], focused on [Event Topic].
We really admire your work in [Speaker’s Expertise] and believe your presentation would be very helpful for the event. We’d like to invite you to deliver a [Duration] presentation/talk. Around [Number] volunteers will attend.
This event is a non-profit and volunteer-based project. Unfortunately, we are not able to provide an honorarium, but we will be providing meals and covering travel expenses. We greatly appreciate your kind consideration. The event is also an opportunity to network with great professionals.
Please let us know if you are able to speak by [RSVP Date].
Thank you for your time,
[Your Name]
[Your Title]
[Your Organization]
[Contact Information]
Remember to customize these samples to fit your specific event and speaker! Good luck!