How to write an invitation letter for a guest speaker at an event in Asia (2023)

Email is increasingly used to invite guest speakers to events, but your prospective guest speaker can receive up to ten emails a day, which means your invitation may go unread. For this reason we have prepared some tipsHow to write an invitation letter for a guest speaker.In order for your letter to be read and get attention, you need to understand how best to find speakers and what your invitation should include.

6 ways to find speakers

If you want to send oneInvitation letter for guest speakersjget a positive resultFind out how best to find them as soon as possible:

1. Ask your target audience what they want.

One of the easiest ways to find speakers is to learn from participants from Central Asia! Send a short poll to past event attendees and solicit their comments.

Explain that you are launching an event based on the interests of attendees, so you want them to play a key role in choosing interesting topics. Motivate potential participants in Asia, for example, with free invitations to top venues or the opportunity to meet and greet the speaker in person. Of course, your budget may not have incredible amounts or the ability to attract world-famous speakers, but you can still focus on popular Asian speakers, for example.

2. Keep track of new book announcements and releases.

Publishing authors or those with recently published books always strive to maximize promotional opportunities, making them good candidates as potential speakers. The big benefit is a clear understanding of their expertise and the topics they can talk about based on the content of their new books or other publications.

Many authors have private websites, so a quick Google search can help solve this problem. If a search on the site doesn't return any results, try contacting them via Twitter or Facebook or any other social media platform.

3. Search forums and professional blogs.

Active forum participants who position themselves in their sectors should not remain indifferentInvitation letter for guest speakersSo go online and read or listen to what they say.

You can find these participants commenting on industry news or blogs, joining LinkedIn groups, participating in Twitter conversations, and answering questions about their area of ​​expertise on careers pages.

There are also industry-specific websites where users can ask questions directly to professionals.

With this approach, it's not that difficult to find gurus who are willing to share their knowledge and discuss topics they are passionate about.

4. Explore popular blogs too.

Blogs with an active and interesting audience show that an author has something to say and that Asia is interested in hearing it. To find blogs on a specific topic, identify your industry/event and use a reputable blog directory. Pay attention to the rating, which will allow you to judge the quality of the blog. Estimate website traffic, session length, traffic source, and other metrics to see if they would be good speakers.

5. Search your existing connections on LinkedIn.

LinkedIn can be a gold mine for professional information. Publish a post on your network searching for speakers, experts or bloggers and you might be surprised by the results. People like to help, especially when you ask for expert advice.

6. Use YouTube as a research tool for speakers.

While top video bloggers can make thousands of dollars from their channels, there are many others who haven't achieved superstar status. To fix this, search YouTube for topics you want to cover at your event and see who is talking about it. You can narrow your search by filtering the most popular content by view count and then contact the uploader by sending a message with aInvitation letter for guest speakers

Basics of letters

How to write a guest speaker invitation letter All business and information letters or similarGuest speaker invitation letter template, consists of five mandatory and four optional elements:

• Message subject (required)

• Personal presentation

• Preparation

• Date and time of the event (required)

• Location (required)

• Purpose of the meeting (required)

• Agenda

• guest list

• Contact details (required)

The message subject and writing tone must be official as it is an official document.

Tips on writing and avoiding mistakes

1. Subject of the message

The topic should be as clear and concise as possible. The best way to do this is to follow this simple pattern:

Event type + date + event name

This method of writing the subject of a message works because people know the main purpose of the meeting and the date of the meeting right away, even before they open the letter.

When writing about a topic, many people make the common mistake of using an abbreviation. Note that this practice is not acceptable for official letters.

1. Personal presentation

If you're sending out an invitation to attendees you've dealt with at least once, it's worth adding a few introductory phrases at the beginning of the letter.

Example: Hello. As agreed last Thursday, we have sent you a letter of invitation to a scientific conference.

This little note will help people remember you and your event quickly.

1. Preparation

Inform potential attendees and presenters of any necessary pre-conference preparations, e.g. Gathering information, writing a report or presentation, etc. If such preliminary preparation is necessary, indicate this at the beginning of the letter.

1. Date and Time

Be sure to include the full date and time of the event (including time zone) in the body of your letter. If you are planning an international conference, carefully review the standards for date display in the countries attending your event. To keep your invitees from forgetting the meeting, invite them to use your reminder.

1. Fall

A place can be physical and virtual. For an online conference, your invitation letter must include a link to the broadcast. If an event takes place in a conference room, you should explain in detail how to get there, parking facilities, etc.

Don't forget to include a map with your conference room locations.

1. purpose of the meeting

Describe the purpose of your conference in one or two sentences.

Example: The purpose of the conference is to compare national and foreign experiences in conducting business events.

1. Agenda

If your event has an agenda that you would like to discuss with attendees, indicate this in the letter. Determine the order in which you want to discuss the main topics and also include materials to familiarize yourself with before the conference. Please note that it is best not to attach separate files to an email. This can result in the email being blocked or an error opening the invitation. In order not to overload the letter or burden your guests, it is better to add a link to the online store in the text, where everyone can view and download the necessary data.

1. guest list

A card with the names of the people who will be present at the event can serve as proof of the importance of your event. However, including this element in your invitation letter is optional.

9. contact information

At the end of the message, include the phone number where you can be reached. You can also leave a link to your website and social media addresses.

With everything explained above, you can form aExample of a formal invitation letter for a guest speaker:

Of course, this pattern is not the only right one. When writing aInvitation letter for guest speakers, you need to consider who you are sending it to, a regular or a newbie. Based on this, you need to correctly choose the writing style, tone of voice and general format of the letter. Therefore, to make the invitation as productive as possible, we recommend ordering conference services. Specialists help not only to organize an event, but also to prepare itGuest speaker invitation letter templatewhich is top notch.

invitation calendar

To create an effective invitation schedule, send your invitations in stages, not all at once.

Sending invitations can be done in four steps:

• Send out a series of invitations.This is the first round in which your best speakers will be selected.

• Wait for answers.Take your time and wait; Give yourself some time for answers enter. If you need to follow up with someone, send them a gentle nudge that you would like to hear from them as soon as possible.
• Give him a few more tries.Once you have received some answers, review your speakers, go through your list and replace the speakers who rejected with the other alternative candidates in the next round.

• Send another batch and repeat the process again!

However, there is a more up-to-date and professional approach to setting up your invitation calendar. In fact, you can do this through the GSI, saving you time and effort once you're done with the best candidates.

When a speaker says no

Don't worry if your favorite speakers or artists say they are unavailable or unwilling to speak at your event. Be flexible and thank them for considering the opportunity. If you're feeling good, you can ask if they have suggestions for other speakers. At this point, they will almost certainly tell you someone else's name.

Diploma

For a successful event it is not necessary to attract the best speakers in the world. Look out for professionals you already know, trust, and who are happy to share their experiences with your audience. Sometimes lesser-known successful people can be more interesting because few of your guests have heard their story before.

Follow the methods above to find great speakers, use letter templates, and ask for professional help, and your event will be a success!

Don't forget to share and comment. Much luck!