Speaker & Guest Confirmation Letter Examples & Templates: Secure Your Event's Success
Letter #1: Welcome to Our Annual Symposium
On behalf of [Hospital Name]'s Board of Directors, we are delighted to confirm your participation as a speaker at our annual symposium on [date]. Your presentation on "[Topic]" aligns perfectly with our mission to serve the community.
We're particularly interested in your insights on [specific aspect], and we would be honored if you would lead a Q&A session after your talk. Your expertise will be invaluable to our audience.
We will cover all your travel expenses, including lodging, transportation, and meals. We will be in touch soon to finalize the details and ensure your visit is comfortable and productive.
Letter #2: Invitation to Speak at the Annual Business Conference
We are honored to confirm your acceptance to speak at the [Company Name] Annual Business Conference (ABC) on [date]. Your expertise in [field of expertise] is highly regarded, and we are eager to hear your insights on [topic].
Your presentation is scheduled for [time] on [date]. [Company representative] will introduce you, followed by your talk and a Q&A session.
While we cannot reimburse travel and lodging expenses, we are happy to provide a space for you to sell and sign copies of your book, with the assistance of a dedicated staff member.
Letter #3: Keynote Speaker Confirmation for Fundraising Fair
The [Organization Name] is thrilled to welcome you as our keynote speaker at our annual fundraising fair on [date]. Your expertise in [field of expertise] and your national reputation will undoubtedly attract significant support for our cause.
Please let us know your flight arrival details, and we will arrange transportation to your hotel. We look forward to your valuable contribution to our fundraising efforts.
Letter #4: Confirmation: Speaker Invitation for [Symposium Name]
We are excited to confirm your participation as a speaker at the [Symposium Name] this [month]. You will be delivering a keynote address on [topic] and leading a workshop.
Your keynote is scheduled for [date] at [time]. The workshop will be held on [date] at [time]. Both sessions will be one hour long.
As agreed, we will cover all expenses for you and your spouse, including travel, accommodation, and a $[amount] honorarium. Please book your flights, and we will arrange for your hotel and transportation.
Letter #5: Guest Speaker Confirmation for [Event Name]
We are pleased to confirm your participation as a guest speaker at our upcoming [Event Name] on [date]. Your presentation on "[Topic]" will be a valuable addition to our program.
The event will start at [time] and be held at [location]. We have allocated [duration] for your presentation, including Q&A.
We will provide all necessary audiovisual equipment. Please feel free to contact us if you have any specific requirements or requests.
Letter #6: Workshop Facilitator Confirmation
Thank you for agreeing to facilitate the [Workshop Name] workshop on [date] from [start time] to [end time] at [location].
We are excited to have you share your expertise with our participants. Please let us know if you have any specific materials or resources you need for the workshop. We will provide all necessary logistical support.
Letter #7: Panelist Invitation Confirmation
We are delighted to confirm your participation as a panelist in our upcoming discussion on [topic] on [date] at [time].
The panel discussion will be moderated by [moderator name] and will focus on [key discussion points]. We believe your insights and perspectives will be invaluable to the conversation.
Please let us know if you have any questions or need further information.
Letter #8: Virtual Conference Speaker Confirmation
We are thrilled to have you as a speaker at our virtual conference on [date]. Your session on "[Topic]" is scheduled for [time].
We will send you the platform details and technical requirements in advance. Please prepare a [duration]-minute presentation and be available for a live Q&A session afterwards.
Letter #9: Guest Lecturer Confirmation for [Course Name]
We are pleased to confirm your guest lecture for the [Course Name] course on [date]. Your expertise on [topic] will greatly enrich the learning experience for our students.
The lecture will take place in [location] at [time]. We appreciate your willingness to share your knowledge and insights with our students.
Letter #10: Confirmation of Special Guest Appearance
We are excited to confirm your special guest appearance at our [Event Name] on [date]. Your presence will add a touch of glamour and excitement to the event.
We have arranged for [details of arrangements, e.g., transportation, accommodation]. Please let us know if you have any special requests or preferences.
Expert Tips
- Express enthusiasm for the speaker/guest's participation.
- Confirm the date, time, and location of the event.
- Clearly outline the speaker/guest's role and responsibilities (e.g., keynote address, workshop, panel discussion).
- Mention any logistical details like travel arrangements, accommodation, or compensation.
- Offer assistance and contact information for further questions.
Write Unique and Personalized Letters: A Step-by-Step Guide
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Sample Sentences
- We are delighted that you will be coming to the Lincoln County Egg Judgers' Convention as our keynote speaker. I have written this letter to confirm the details of the convention program.
- We are so pleased that you have agreed to speak at our conference. Your topic has been one that has generated quite a bit of discussion around the office. We will be glad to hear your views in person.
- Everyone is delighted that you can be with us on February 29. Thank you for accepting our invitation.
- We are very pleased that you have agreed to speak on "The Growing Salary Disparity between CEOs and Managers" at our First National Convention of FATCATS. I have written this letter to confirm the details of the convention program.
- We just received your letter agreeing to speak at our awards banquet on March 1. We are all very pleased that you accepted our offer. We have heard wonderful reports about your presentation and are looking forward to enjoying it in person.
- I am very pleased that you accepted our invitation to the symposium, and I look forward to hearing you elaborate on the ideas we discussed on the phone.
- This letter is to confirm yesterday's conversation. We are thrilled that you will be performing at our annual banquet.
Key Phrases
- are delighted you agreed to
- are looking forward to
- are so pleased that
- are eager to hear you speak
- are planning to attend our
- are thrilled that
- as our guest of honor
- as our keynote speaker
- at our upcoming
- can be with us on
- delighted that you
- everyone is delighted that
- excited about your
- for accepting our invitation to
- for agreeing to
- has generated a great deal of discussion
- have heard good reports about
- have agreed to
- in having you come
- just received your letter
- look forward to
- thank you for
- to confirm the details
- to hear you in person
- will be coming to our
- willing to participate in
- your topic is one that
Sample Sentences
- You are scheduled to speak at 7:30 p.m. on Friday, June 3rd. We have enclosed a conference schedule. It should answer any questions you might have about where you need to be and when. If you have any questions, please contact me at 555-5555.
- During the banquet, John Doe, Sr. would be honored if you and your wife would join him and Jane at their table.
- I will introduce you when your turn comes to speak. Could you please send me a brief biographical sketch to which I could refer?
- Our representative, Jane Doe, will be wearing a name tag and will meet you in the lobby of the Hotel Springfield at 7:30 and escort you to the conference room.
- Our meeting will be very informal. Those attending will be casually dressed.
- The snack bar will begin at 7:30 and you will be introduced at about 8:15. Plan on giving a 30-minute presentation, followed by a one-hour question and answer period.
- About 80 people will be present, most of whom are unfamiliar with your work. I would suggest that you spend some time reviewing the fundamental principles of your program. You may expect some skeptical responses from the audience, but I can assure you a friendly and positive response overall.
- As you requested, there will be a slide-projector set up and ready for your use ten minutes before your presentation.
- As you requested, we will have a VCR and television projector ready so you can show your video.
- Jane Doe, from our travel office, will soon send you another letter with travel information.
Key Phrases
- a brief biographical sketch
- anticipate an attendance of
- are unfamiliar with
- are scheduled to speak at
- are familiar with
- as you requested
- at our upcoming
- be prepared to
- bring copies of
- can assure you that
- for your presentation
- have agreed to the terms
- have enclosed a
- if you have any questions
- in the space provided
- may I suggest that
- please send me a
- question and answer period
- reviewing the fundamental principles
- scheduled to speak at
- the equipment you requested
- will introduce you
- will be set up and ready
- will begin at around
- will meet you at
- your equipment needs
Sample Sentences
- In case it was not clear before, please let me reiterate that Doe Inc. would like to reimburse you for your meal, lodging, and travel expenses. Please keep a record that you can submit to us at the end of your stay.
- As we discussed on the phone, there will be no honorarium; however, we plan to publicize your engagement widely and are confident that you will attract many interested in your service. We hope you are looking forward to meeting many new clients.
- As we discussed, you may bring copies of your book to sell at the convention. We will have a table set up in a prominent place to display them.
- Please keep an account of your expenses while you are here in Springfield so we can reimburse you. We will gladly cover the cost of your food, mileage (at 30 cents per mile), taxis, etc. You may mail me a statement upon your return to Centerville. I will have your $1,000 honorarium check ready for you at the banquet tonight.
- All of your meals at the Hotel Doe Restaurant are free during your stay as part of your complimentary conference registration.
- We would appreciate it if you would make your own flight and hotel arrangements. We will of course reimburse you.
- As we agreed, we will cover your travel expenses to Centerville in addition to paying you an honorarium.
- Could you please sign this letter in the space provided and return it, so I will know that we have agreed to the same terms?
Key Phrases
- an advance against
- as part of your
- as we discussed
- at the end of your stay
- can provide an advance
- can reimburse you for
- can submit your expenses
- during your stay
- in case it was not clear
- in addition to your honorarium
- just to clarify
- keep an account of
- let me reiterate that
- mail me a statement
- make your own arrangements
- publicizing your engagement widely
- retain all receipts
- will cover your travel expenses
- will be happy to
- will cover all your expenses
- will provide an honorarium of
- will gladly cover the costs of
- will provide all of your
- will be reimbursed for
- wish to confirm our financial arrangements
Sample Sentences
- Please let me know if there is anything I can do to make your stay more comfortable. Once again, we are pleased to have you with us.
- We are very interested in what you have to say. Please let me know if I can be of any further assistance.
- We are eager to hear your presentation. Many of us here at Doe Inc. have enjoyed your book, The Positive Principles of Better Business. We are looking forward to hearing you explain your ideas in person.
- Thank you again for your gracious acceptance of my invitation. Please let me know if there is anything else I can do to make your stay in Springfield more pleasant.
- I look forward to meeting your group.
- Our invitation reflects our division's keen interest in your expertise and our confidence in your ability as a public speaker.
- For several years our members have expressed great interest in having you speak at this event. It is exciting to see our plans finally become a reality.
Key Phrases
- any last-minute requests
- anything else I can do
- are delighted that
- are looking forward to
- are excited about your visit
- are so pleased you agreed
- can reach me at
- eager to hear you
- feel free to
- for your gracious acceptance
- have enjoyed your
- have expressed great interest
- if there is anything I can do
- if you have any questions
- look forward to
- of any further assistance
- thank you again
- to have you with us
- to make your stay more
- to hearing from you
- to meeting you
- want to express my
- your ability as a speaker
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