Need a speaker for your conference? Then you might need to write a speaker request letter. This letter formally invites someone to speak at your event. It’s often used when you want a specific expert or well-known figure.
Writing this letter can be tricky. You want to be professional and persuasive. You also want to provide all the important details.
That’s why we’re here to help! We’ll share templates and examples. These samples will make writing your speaker request letter easy.
Sample Letter To Request A Speaker For A Conference
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Speaker’s Name]
[Speaker’s Title]
[Speaker’s Organization]
[Speaker’s Address]
[City, State, Zip Code]
**Subject: Invitation to Speak at [Conference Name]**
Dear [Speaker’s Name],
We are writing to you on behalf of [Organization Name] to invite you to speak at our upcoming conference, [Conference Name]. The conference will be held on [Date] at [Location].
[Conference Name] aims to [briefly describe the conference’s purpose and target audience]. We anticipate around [Number] attendees, primarily [mention the type of attendees, e.g., industry professionals, academics, students].
Your expertise in [Speaker’s Area of Expertise] aligns perfectly with our conference theme, [Conference Theme]. We believe your insights would be highly valuable to our attendees.
We envision your presentation to be approximately [Duration] long, including a Q&A session. The topic we suggest is [Suggested Topic], but we are open to your suggestions.
We are prepared to offer you [mention honorarium, travel expenses, accommodation, etc.].
Please let us know if you are interested in speaking at our conference by [Response Deadline]. We would be happy to answer any questions you may have.
Thank you for considering our invitation. We look forward to hearing from you soon.
Sincerely,
[Your Name]
[Your Title]
[Organization Name]
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How to Write Letter To Request a Speaker For a Conference
Crafting the Subject Line: First Impressions Matter
- Be succinct. A compelling subject line should immediately convey the purpose of your missive.
- Include the conference name and the phrase “Speaker Request” for clarity.
- Example: “Speaker Request: [Conference Name] – [Brief Topic Area]”.
The Salutation: Setting a Respectful Tone
- Address the prospective speaker formally. “Dear Dr./Professor/Mr./Ms. [Last Name],” is always a safe bet.
- If you have a pre-existing, cordial relationship, a first-name salutation might be acceptable, but err on the side of formality.
- Avoid generic greetings like “To Whom It May Concern.” Investigate to find the correct name.
Introduction: Hook, Line, and Sinker
- Start with a concise introduction of yourself and your organization, lending credence to your request.
- Immediately state the purpose of your letter: you are inviting them to speak at your conference.
- Briefly describe the conference – its theme, target audience, and why it’s a noteworthy event.
Body Paragraphs: The Nitty-Gritty
- Elaborate on the conference theme and how the speaker’s expertise aligns perfectly with it.
- Suggest specific topics or areas where their insights would be invaluable, showcasing that you’ve done your homework.
- Provide details about the conference date, time, location, and expected audience size.
- Mention any honorarium (speaker fee), travel expenses, or other perks you are offering. Be transparent about compensation.
Highlighting the Benefits: What’s In It For Them?
- Emphasize the opportunities for networking and visibility the conference offers.
- Mention any media coverage or press releases planned for the event, thus amplifying their reach.
- Frame the invitation as a chance to contribute to a vibrant discourse and shape the future of the field.
Call to Action: Sealing the Deal
- Clearly state your desired action: you want them to consider your invitation and respond by a specific date.
- Provide easy ways for them to contact you with questions or to accept the invitation.
- Offer to provide any additional information they may require, demonstrating your proactive approach.
Closing: A Graceful Farewell
- End with a professional closing such as “Sincerely,” or “Best regards,” followed by your name and title.
- Include your contact information (phone number and email address) beneath your name.
- Proofread meticulously before sending. A polished letter reflects well on your organization.
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Frequently Asked Questions: Requesting a Speaker
These frequently asked questions provide guidance on drafting a request letter to invite a speaker to your conference. They cover essential aspects to ensure your request is professional and effective.
What information should I include in the request letter?
Include details about the conference theme, date, location, target audience, expected attendance, speaking slot duration, and any honorarium or travel reimbursement offered.
How far in advance should I send the speaker request?
Send the request as early as possible, ideally 6-12 months before the conference, to allow the speaker ample time to consider and accommodate your invitation.
What if the speaker is unavailable on the conference date?
Express your understanding and inquire if they might recommend an alternative speaker or consider a pre-recorded presentation or virtual appearance.
How should I tailor the letter to a specific speaker?
Research the speaker’s background and expertise, and highlight how their insights align with the conference theme and would benefit the attendees.
Is it appropriate to follow up after sending the request?
Yes, a polite follow-up email or phone call after 2-3 weeks is appropriate to reaffirm your interest and inquire about the speaker’s decision.