Category Archives: Speakers

How to invite your MP to speak at an event with Samples

Sample invitation letter to your MP (member of Parliament) to speak at an event – Canada

Members of Parliament (MPs) are your elected representatives chosen by citizens to represent their interests in a national or state assembly. Any country that practices a republican or parliamentary form of government, has at least one, sometimes two, maybe three houses that make up a national representative assembly or Parliament. In Canada, the Senate and the House of Commons make up the parliament. Only persons elected into the House of Commons are known as members of parliament. You will learn how best to write a sample invitation letter to your MP to speak at an event.

Why Reach Out to Your MP?

Your member of parliament is your direct link to government. He or she is there to represent your interests in a legislative capacity. As a responsible citizen, it is good to understand and get involved in the way laws are made because one way or another the process affects various aspects of your life.  Your members of parliament make, amend and oversee laws that affect your education, healthcare, social welfare, and housing systems. They impact immigration, foreign policy, labor laws, name it.

In a nutshell, Members of Parliament hold huge influence both in your local area and on the national scene in deciding what gets done and when.

It is certainly in your interest to write a letter to your MP at some point, as an individual or a group, whenever you have concerns about issues or simply need more light thrown an issue. Remember, your MP is a public servant. His first obligation is to his constituents. He is there to serve you, and therefore there should be constant communication between you and your local and national members of Parliament.

Getting an MP to Speak at an Event                      

A member of parliament is a public figure. He/she has lawmaking responsibilities that include preparing, researching, introducing and ratifying bills or laws and presenting them on the floor of the assembly. They usually do this with a team of hired people,- researchers, assistants, secretaries, etc.

It is also their responsibility to engage with constituents meaningfully. One way to do this is by speaking at public events. To get your MP’s attention, you must send them a formal invitation. Depending on the location, members of parliament can get dozens, even hundreds of invitations for various functions every month. How you express your invitation will either make you stand out, or get you chucked in the waste file.

Before you write an invitation letter to an MP to Speak at an Event, consider the following;

  • What is the purpose of your event?
  • Why do you need your MP to be present?
  • What details must you confirm that should be included in your invitation?

Writing an invitation letter

Like all letters, certain things are standard for your invitation.

  • Ensure you include the proper addresses in the letter. Mail may be sent postage-free to any Member of Parliament at the following address: “Name of Member of Parliament, House of Commons,Ottawa, Ontario K1A 0A6”. To find email addresses for individual Members of Parliament, please consult the Current Members of Parliament directory on the Parliament of Canada’s website.
  • Address the Member of Parliament appropriately. Most MPs are called ‘Honorable’ or ‘The Honorable’, followed by their first and last names. Also indicate the constituency he represents.
  • You can choose to entitle your letter, or go straight to the body without a title. E.g “Invitation to Speak at TedX, Ottawa.” If you are sending an e-mail invitation however, be sure to state the topic in the subject line.
  • Give an appropriate introduction about the event to which you are inviting your MP. Include relevant facts that would attract his/her attention. And also other necessary details, such as the date and time of the venue. Specific things you wish him to address. Be sure to include why you believe the MP’s presence is necessary, or what he stands to gain from being at your event.
  • Be concise with your points and don’t make the letter too long. One or two pages is enough. Maintain a polite tone.
  • Include an RSVP, phone numbers and other contacts that you can be reached on/at.
  • If ultimately your MP is unable to attend your event in person, you may offer to schedule a meeting with him/ her at their electorate office instead depending on the situation.

Sample Invitation Letters to MP to Speak at an Event

Here are a couple of sample letters to invite an MP to speak at your Event.

Women Empowerment Group (WEG),
6056 Stanton Drive,
SW Edmonton, AB T6X 0H1.
June 7, 2018.

The Honorable Mary Johnson,

Member for Edmonton West,
House of Commons,
Ottawa, Ontario
K1A 0A6

Dear Honorable Johnson,

I am writing on behalf of the Women Empowerment Group (WEG) Canada.

We are a non-governmental organization registered since 2010, who are passionate about making sure every girl gets the necessary exposure to technology and computers. We believe that women thrive more when they have access to opportunities for development, and undoubtedly Information Technology is shaping the world, and by extension the workplace.

Some studies show that about 50 percent of Canadian jobs could potentially be replaced by automation over the next 20 years. It is our desire that women in Canada, and even all over the world make the most out of the opportunities that this presents, as opposed to being sidelined because of them.

We also believe your background in Information Technology, and your very admirable achievement of transforming your humble IT start-up to a multinational Technology company, portrays perfectly what we aim to achieve at WEG.

As such, we would be honored to have you as the Key Note Speaker at our 8th year Anniversary, to speak on the topic “Girls and Coding: The Future”.

The anniversary comes up at the EVE Events Center at CityScape, Edmonton, Alberta at 9 a.m.

We genuinely believe your presence would add depth and color to the occasion. It would be a great opportunity to convey your inspiring contributions on the IT scene. We believe many who look up to you would benefit immensely, as several school and college groups will also be in attendance.

We really look forward to your being a part of this occasion.

Please find attached the scheduled program of events for the Anniversary.

Kindly contact Hilda Green on (780) 475-7034 with any questions you may have.

Yours sincerely,

Helen Wood,
Director,
Women Empowerment Group (WEG), Canada.

 

Sample 2          

 

College & Association of Registered Nurses in Canada (CARNA),
17503 59 Avenue,
NW Edmonton AB T6M 1H1.

June 7, 2018.

The Honorable Sue Smith,
Member for North Vancouver,
House of Commons,
Ottawa, Ontario
K1A 0A6

Dear Honorable Smith,

We are writing to invite you to join us at our next Provincial Meeting that will be taking place at the Civic Hall, University of Alberta Hospital. Provincial Council meetings offer open forum sessions for observers to ask questions of council or staff, raise issues for future consideration by council, and comment on current issues or experiences or provide feedback.

The College & Association of Registered Nurses in Canada (CARNA) CARNA exists so that the public is assured of safe, competent, ethical nursing care and excellence in nursing practice. Considering the recent budget cuts in healthcare over the past year, we believe this is a perfect avenue for you to address the community on the issues.

Our next meeting comes up at 4.30pm, 26th June, 2018.

Do let us know if this is convenient for you, as we can adjust the time to a more suitable one. We look forward to hearing from you. If you have any queries please contact Jon Doe on (243) 777 8420.

 

Sincerely,

Hilda Green,

President, CARNA.

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Invitation Letter to a Guest Musician – No honorarium

In this letter of invitation, a musician is invited to perform. It is customary to expect to cover the expenses of any guest speaker or musician you invite, however, there are time when a group cannot possibly afford to cover such cost and the guest speaker or performer may still be willing to honour the invitation.  If you have someone to invite, you can always explain you situation to them and who knows, your invited guest may feel passionate about your cause enough to foot his/her own bills.

Whatever the case, always remember to write formal letters on the organisation’s letter headed paper and sign at the end.

Before you write your invitation letter!

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.


Sample Letter of Invitation

Student Union Government

University Of Abuja

Gwagwalada, Abuja

 

November 18 2014

 

Mr. Frank Edward

Musician

Loveworld Records

Area 3, Garki Abuja

 

Dear Frank Edward

We are having our “Annual Christmas Carol of Nine Lessons” in the New Law Theater of University of Abuja Main Campus December 9-11.  The theme of this year’s event is “Christ Is Come”. We are focusing on the birth of Christ and the lessons that came with his birth.

Would you be our guest artist? We are overwhelmed by the impact your music has made in the lives of everyone both young and old. Your performance will set the tone perfectly for our event. A 10 minute to 15 minute performance will be fine. We expect an attendance of over a thousand students.

Due to financial constraint, we will not be able to pay or cater for your expenses for performing at this event. We are hoping as a means of giving back to the society and mentoring  and motivating aspiring young singers and other students will be a sufficient incentive for you to be with us.

I look forward to a favorable reply, and just as soon as I receive it. I will send you complete details. Our meeting place is New Law Theater just east of the university gate.

 

Yours sincerely

Ade Abolarin

P.R.O (S.U.G)

 

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.

Before you write your invitation letter!

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.


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

 

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.

Before you write your letter!

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.


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]

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.

Before you write your invitation letter!

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.


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

Sample Letter to Invite the Mayor to speak at an event

Inviting the mayor or any other dignitary to your event is important on two fronts. It helps you announce to the Mayor’s office that you are doing something and if the Mayor is able to attend or sends a representative, it give your event more credibility (depending on the popularity of the mayor) at least in some quarters. How does one go about writing an invitation letter to a Mayor. You simply follow the same format for writing any formal letter. However, you must remember to address the Mayor or any other dignitary properly.  It is also important to print the letter on your organization’s letterhead paper or design a simple one and print on quality paper.

Before you start writing your invitation letter!

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.

 

Here is a sample letter of invitation written to invite a Mayor to Speak at an event.

[Use the Letter Head Paper of the Club]

The Young Engineers Club of Queens University

Address of the Club, Website, theclub@thewebsite.com

12th January 2013

 

Dear Honorable Mayor John Smith
The Office of the Mayor
City Hall
Address of the Mayor

 

INVITATION TO SPEAK AT THE CLOSING CEREMONY OF LOVE YOUR NEIGHBOR INITIATIVE

The Young Engineers Club of Queens University, cordially invites you to speak at the closing ceremony of our 3 days Love your Neighbor initiative at the K-Rock Center at 10am, Saturday the 12th of June 2013.

For 3 days The Young Engineers Club of Queen University Kingston will be serving the people of the Kingston Community by helping those with various kinds of needs. Last year we help 30 seniors and 5 widows to do various menial jobs such as cleaning their windows, mowing the lawn, moving of furniture, arranging the garage and just keeping them company. In addition to this, we removed graffiti from some major public buildings such as the XYZ School.

The event will feature the Rockies music band, and a few speeches from the president of the University and some of the people that the event has touched. We have invited many of the businesses in the city and we look forward to hearing from you our honorable Mayor.

The Young Engineers Club of Queens University was started by Dr Steven King in 1949 and has been going strong since then. The Love Your Neighbor initiative started last year. It was a great success and we are sure this year’s event will have a similar response judging from the numbers of volunteers that have registered.

To confirm your attendance or for further details please contact me at 613-555-5555 or via email at mygoodname@gmail.com

Thank you for your consideration

Yours sincerely,

Insert Signatures here
Betty Jugo                                                                                                           Sam Mani

President                                                                                                            Secretary

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 FrankOliver@kwiller.com.

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

Sincerely,

Frank Oliver

 

………………………..

Manager,

HR Dept & Head of Planning Committee

Before you start writing your invitation letter

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.

Guest Speaker Invitation Letter

Formal Invitation Letters for Guest Speakers, Keynote Speaker, Workshop speakers/facilitators can be quite a challenge to write if you have never written one.  Like every letter, an invitation letter usually reflects the personality and the values of the person or organization writing it.  A good guest speaker invitation letter should be easy to read, respectful and clear, with all the information your guest speaker needs to make a decision.

The sample guest speaker 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.

Please use this sample guest invitation letter as a source of inspiration for you own 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.

guest speaker at confrence

Before you write your invitation letter!

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.

Sample Guest Speaker Invitation Letter

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

 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 2016 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 February 20, 2016 to the Conference Secretary, Ms. Mary Longe, at info@widgetconference2016.com

Your Faithfully,

Dr Mark Loner
Conference Planning Chair
Dept of Electronics
Mark University, Michigan.


Sample Invitation Letter for a Guest Speaker to speak at an Annual Dinner

EMYL Group

123 Street West,  Lafayette, MI, USA 23123

___________________________________________________________________________________________

April 21, 2016
Bob Harps
Harps Consulting
Indianapolis, IN, USA 12980

Dear Dr. Bob Harps,

Invitation to Speak at Annual Dinner

EMYL is a group of business minded youths living in the Lafayette area. Each of our members started their business below age 20 from which they make a living, having this in common we gather to help achieve our goals together.

Like partners, we track progress from business to business by following set structures that we have formed from reading good books. Your book titled “Get Set, Go!” is one of the books that we have used and many of our members saw tremendous progress while we were studying it.

Among other things on your website, I appreciate one of your goals that has to do with ‘helping younger people succeed’.  And in this regard I would like to formally invite you to be the main speaker at our annual year-end dinner. This is schedule for Saturday the 8th of December, 2016 at the Lafayette City Hall. I know that our members will be thrilled to have you in person.

Kindly confirm your acceptance for the date. However, if you are not available to speak for that day, we still have ample time to make some date changes to accommodate your availabilities. I could be reached by phone at 627-448-1234 or  by email at Larrygolders@EMYL.org.

Our website is www.EMYL.org to give you more information about the group.

Sincerely,

Steve Harris
President

What are the basic components of an Invitation Letter for a Guest speaker?

All invitations should have these components no matter how you choose to format or arrange them. You language could be informal or formal. You could use email or a regular mail or a combination of both. Just make sure these basic components are included in the letter.

  • The name, date, and venue of the event
  • The theme or focus of the event
  • Why you think they would be a great speaker for your event
  • Why it would benefit them
  • How they can contact you

 Sample Invitation Letter for a Guest Speaker – Image

Here is an image to help you visualize how the printed copy of your invitation for a guest speaker should look like.

Invitation letter for a guest speaker

When and How to deliver a guest speaker invitation letter

Guest speakers play a major role in any event. As a result, it is important that the organizers of the event send out the guest invitation letter as early as possible. For popular speakers and celebrities you may need  up to 6months to two years.

Many speakers today will be happy to receive an email invitation. However it is advisable to send a hard copy of the invitation letter to the guest speaker. You may then choose to send a scanned or PDF copy of the letter to the speaker via email.

Some other sample guest speaker invitation letters

 

Photo by US Mission Geneva