Letter Inviting a Politician as a Guest Speaker

Here is a sample letter of invitation to a Politician to be a keynote or guest speaker and a conference. Some of the topics to cover are listed so that the speaker has a clear understanding of what is expected of him.

Please be reminded that this letter would be printed on the Organisations Letter Headed Paper, which contains multiple ways of contacting the writer of the letter.

 

June 5, 2014

Senator Kate Briggs
Chairman
Senate committee on Defence
National Assembly
Abuja
Nigeria

Regional Conference: Tackling Unemployment and Terrorism

Dear Sen. Briggs

We are pleased to invite you to the “Regional Conference: Tackling Unemployment and Terrorism.” Scheduled from 12-15 December 2014 at the International Conference Center Area 10 Abuja. This conference will be a joint effort of the Ministry of Defence and Ministry of Labour.

The Minister of Defence Dr. Shamsudeen Usman will inaugurate the conference and the Minister of Labour Emeka Anyaoku is expected to address the Closing Ceremony.

  • The Conference deliberations will be on the following themes:
  • Causes of Unemployment in Africa
  • Factors leading to Terrorism
  •  What Role should the Government and National Assembly Play
  •  What are the possible solutions to unemployment as it forms a common bond to Terrorism

It is an honor and privilege to invite you to participate as a speaker for this symposium on “Tackling Unemployment and Terrorism”. We believe that your contribution to this topic will be very beneficial.

We would be glad to answer any questions you may have and provide necessary clarifications where needed. Kindly send in your response by December 5th 2014 to the conference secretary, Ms. Grace Abu, at info@secuployment2014.com.

Yours Faithfully

Dr. Francis Samuel
Public Relations Officer
Ministry Of Defence

 

Share
Posted in Conference, Speakers, Special Events | Leave a comment

Sample Email after Invitation Letter for Guest Speaker is Accepted

Once your invitation has been accepted by a guest speaker, it is important to respond with another letter or email, giving the speaker some more details and requesting some information from them. In some cases, this is the only invitation letter that would be necessary because you would have concluded the invitation verbally over the phone.

Please note that if the invitation has been accepted verbally over the phone, it is still a good idea to send a formal letter or email to the guest speaker or their secretary. The letter below is a sample that can be used either for a regular letter (place it on your letter head and add the address of the speaker) or via email – (add an email title).

This letter or email is also important because it gives the speaker a clear picture of how his day or evening would look like. You always want your speaker to know if you expect them to go with you to lunch or dinner before or after the event or if not at all. This way the speaker is not forced to stay when they had planned to leave earlier.

 

SAMPLE EMAIL OR LETTER (TO GUEST SPEAKER)

 

EMAIL TITLE -RE-  GUEST SPEAKER INVITATION

 

Dear Dr Marii,

Thank you for accepting our invitation to be the guest speaker for our meeting on September 22nd 2014 at the Four Points Hotel, 123 Kings Street, Kingston, Ontario.

We look forward to your presentation on the latest developments in the area of International Shipment Tracking.

We invite you to be our guest for Lunch at 1:00pm. The training seminar begins at 3:00pm, with an hour and a half allocated for your presentation. There will be a question and answer period after your presentation.

Kindly let us know what types of equipment you will need for your presentation. The seminar room is equipped with a computer and a multimedia projector should you require one. Should you prefer to use your own equipment, kindly let us know as well, so that we can ensure that we are well prepared.

I will contact you the first week in September to finalize the arrangements.
Once again, thank you for agreeing to speak to us.

 

Dr. Andre Pastel

Program Cordinator

[organisation name]

Share
Posted in Conference, Seminar, Speakers | Tagged , , | Comments closed

Invitation to the Fire Department to be present at a Community Event

Inviting the Fire Department, the Police, or any other government agency to your event is usually a good highlight to your event. Some of these agencies have a form on their websites that you can simply fill out and submit. However some do not have such forms. Should you need to write one of these letters, here is a sample invitation letter sent by a community organisation to the Fire Department to attend a community Barbecue and Family Day. Simply adapt this letter to suit your particular situation.

Sample Invitation  Letter to the Fire Department to be present at a Community Event

Name of your Community Association (if Any)
123 York St, Kingston, Ontario, Canada.
www.abccompany.org
Email: admin@abccompany.org  Tel:1-800-222-3333

 

The Fire Chief

Fire Department, Station -222,
123 Street Address,
Kingston, Ontario, Canada
INVITATION TO ATTEND OUR FAMILY DAY EVENT

ABC is a community development center . There are a total 250 households in the Kingston north end most of which are members of ABC.  As part of its annual activities, ABC is planning to hold a Family Barbecue on Saturday, 25th January, 2014 at 11:00 am at the John McDonald Park. The main purpose of this Barbecue is to foster community spirit amongst the residents of the Community.
As part of the activities of the day, we would be honored to have the Community Fire Department with a Fire Engine at the event, so that the children can interact with the firemen and the fire engine. If possible, we would also appreciate a short speech about fire prevention and what to do in the event of a fire. We have scheduled this presentation for 1:00pm on that day.

We are expecting a total of about 200 – 400 people at the event.  Kindly let us know as soon as possible if you would be available to attend our event and any other questions you may have.

 

SUSAN MILLER
CHIEF COORDINATOR

Share
Posted in Speakers, Special Events | Tagged , , | Comments closed