Category Archives: Conference

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
Senate committee on Defence
National Assembly

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

Yours Faithfully

Dr. Francis Samuel
Public Relations Officer
Ministry Of Defence


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.






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]

Sample Invitation email to conference

More and more companies are using emails for official invitations today. The principles that one employs in writing a paper invitation are similar to those necessary for writing an email. Regardless of the mode of transmission, the invitation has to convey the same information. The major difference however is that your guests would find it easier to respond to the invitation.

If you will be sensing out invitation emails to your conference or seminar participants, do not neglect to get at least one person to read your email over. You would not believe how many emails have be sent with major typos.

Here is a sample email invitation sent to specific people in an industry to participate in a conference.

Dear David Salaska,

We would like to invite you to attend the 6th Annual Entrepreneurship Promotion Conference organised by The Entrepreneurship Promoters Inc. , which is slated to hold from 13th Jan 2013 – 15th Jan 2013 at the Sheraton Hotel and Conference Center, Sydney Australia.

Entrepreneurship Promoters Inc. is a Not for Profit Organisation which has been providing vital information, inspiration and motivation to the citizens of Sydney to start and manage their own business. Every year we organize a conference where we invite entrepreneurs around the city to discuss some tips and tools that will promote or help their business.

This year our keynote speaker will be Mr John Marcus a 25 year old online entrepreneur who makes a profit of $40,000 every month. He will be speaking on the topic – Taking your business to the next level via online marketing.

During this year’s conference we would like to recognize you as one of the business owners that our budding entrepreneurs can interact with during the conference.

Kindly let us have your response by December 31st 2012 so that we can make further arrangements. We look forward to receiving a favorable consideration from you. We may also be contacted on phone at 111-111-3333.

Yours sincerely,


Jacob Yakov


Entrepreneurship Promoters Inc.



Sample Invitation Letter for Speaker at Employee Training Event

Here is a sample of a letter that an event organizer will send to a prospective speaker. In the scenario that follows, an employee training event has been organized and the organizers would want the speaker to simply present a speech to encourage the employees and make their work easier.

K Willer & Co.

344 Broad Street North

Buffalo, NY, USA 12409

September 2nd, 2012


Debbie Colon

Simple Accounting

Mariette, NY, USA 12980


Dear Debbie,

Invitation to Speak at Employee Training Event

 I will like to invite you as the key note speaker at our upcoming Employee Training Event. This is a quarterly event planned by the HR department  to inspire efficient work ethics and professionalism. This event will be held at the Buffalo Marriott Hotels on the 26th of November this year. The theme for this event is “Converting to IFSR with Ease”.

This will be a very helpful training for all of us. As the president of the fastest growing conversion company in the state of New York, you are the only authority that we can always bank for critical topics such as this. In addition, 4 of our employees were at your training at the beginning of the year and have been pressing to get you to come. For this event 70 employee are currently registered so you will have a very active audience.

We will be providing you with accommodation, transportation and feeding for this event. Kindly let us know what your rates are for such an engagement.

Kindly confirm that you will be able to speak with us in November. I could be reached by phone at 627-448-1234 or by email at

Our website is to give you more information about the event.


Frank Oliver




HR Dept & Head of Planning Committee


Sample invitation Letter – Guest Speaker

Formal Invitation Letters for Guest Speakers, Keynote Speaker, Workshop speakers/facilitators can be quite difficult to write. Like every letter, an invitation letter usually reflects the personality or the values of the person or organisation writing it. The Sample invitation letter below is for inviting a professor for an international Conference. The mood of the letter is serious and the letter is very formal. This letter is presented to give inspiration to anyone who needs to write a similar letter. You can make your letter less formal or even more formal, as long as you keep all the information necessary for your invited speaker to decide whether to accept your invitation or not.

Sample Invitation Letter

Dr. John Doe
Director of Research
Widget Algorithms
Concordia University
New York, NY 23456

 International Conference: Using Widgets in the next phase of Small Devices Integration

Dear Dr. Doe,

We are pleased to invite you to the “International International Conference: Using Widgets in the next phase of Small Devices Integration,” scheduled from 28-30 March 2012 in Washington DC. This Conference will be a joint effort of the University of Concordia and the University of Michigan.

The Vice Chancellor of the University of Michigan Dr Samuel Golden, will inaugurate the Conference and the President of Bell Industries is expected to address the Closing Ceremony.

The Conference deliberations will be on the following themes:

  • ƒ Using Widgets for whatever
  • ƒ Transforming widgets to whatever
  • ƒ Reusing Widgets

ƒThis Conference will examine research and development both locally and internationally. (this is where you let the speaker know what to expect)

It is an honor and privilege to invite you to participate in this Conference as Speaker for the Workshop on “Using widgets for whatever”. We believe that your contribution to this field is unparalleled and a workshop on this topic will be of great benefit.

We look forward to a positive confirmation, an honor for us indeed. Kindly RSVP by Feb 20, 2012 to the Conference Secretary, Ms. Mary Longe, at


Your Faithfuly,


Dr Mark Loner

Conference Planning Chair

Dept of Electronics

Mark University, Michigan.