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.

  1. 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.

  1. 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.

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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.

  1. 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.

  1. 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.

  1. 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:

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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.

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  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.

  1. 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:

(Video) Invitation Writing | Invitation And Replies | Class 12 | Invitation/Reply | Format/Formal/Informal

How to write an invitation letter for a guest speaker at an event in Asia (1)

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.


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!

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


How to write an invitation letter to a speaker for an event? ›

I would be pleased if you RSVP your availability to attend as our guest speaker on date] to [name] [title] on [telephone number] by [date]. On behalf of the [City / Country Town Name] Liquor Forum, we look forward to the prospect of you speaking at our meeting.

How do I invite an international speaker? ›

Core Components of a Speaker Invitation:

The name, date(s), and venue of the event. The topic, theme or focus of the event. Reasons why they would be an ideal speaker for your event. Why it would benefit them.

How to write an invitation letter inviting someone to your country? ›

On the other side, the letter must also include the following information about the guest:
  1. Full name as shown on their International Passport.
  2. Date of birth.
  3. The person's address and telephone number.
  4. Relationship between the host and the guest.
  5. The purpose of the trip (friendly visit, holiday, wedding, birthday party.)

How do you invite guest speakers to stage? ›

Tips for Introducing a Guest Speaker
  1. Remind the audience why the topic is important to them.
  2. Establish the speaker's qualifications to speak on the topic.
  3. Get the presentation off on a high note by establishing an up-beat tone.
  4. Make the speaker feel especially welcome.

How do you write an invitation to an event example? ›

Here's an example of an invitation to a professional event: You're cordially invited to the end-of-year city-wide networking event for business experts. This networking event takes place this Monday from 10 a.m. to 5 p.m., and we're providing lunch and drinks. Please RSVP if you plan to attend.

How do you write an event invitation message? ›

Here are some examples of invitation wording to get you thinking more creatively.
  1. We request the honor of your presence… ...
  2. We request the pleasure of your company…
  3. Together with our parents, we invite you…
  4. We ask you to be present with us at the ceremony uniting…
  5. We invite you to share with us a celebration of love…

How do you invite someone to a country? ›

How to Write a Visa Invitation Letter
  1. Full name.
  2. Address.
  3. Date of birth.
  4. Telephone number.
  5. Occupation.
  6. Home type (room/flat/rented home/owned home)
  7. Status of the host in the host country (e.g. work visa, lawful citizen, or any other legal status)
Nov 15, 2022

How do you write a letter of invitation to a special guest? ›

While writing the letter, we have to first introduce ourselves, then mention all about the event which is being organized and give the proper venue for the event. Moving forward, we would appreciate the presence of such special guests. End the letter by expecting a positive reply from their side.

How do you get invited to be a speaker? ›

So, how to get invited to speak at conferences? Here are some reflections.
  1. Write and share what you're good at. ...
  2. Organize or co-organize an event. ...
  3. Volunteer as a speaker. ...
  4. Don't overdo it. ...
  5. Reach out to potential mentors who usually speak at events. ...
  6. Represent an organization, showcase case studies, or leverage expertise.

What is an example of an invitation letter? ›

Dear [Insert Colleague's Name Here]: On behalf of [Insert Agency Name], I am pleased to invite you to participate in a one-day meeting to assess our environmental public health system. The meeting will be held at [Insert Meeting Location Here] on [Insert Date Here], from [Insert Time Here] to [Insert Time Here].

What is the formal way of inviting someone? ›

“Dear Sir and Madam, I cordially invite you to lunch at my house. The address is enclosed in the invitation. Please RSVP if you are bringing more than one person, Warm regards.”

How do you refer to a guest speaker? ›

Required elements (depending on the information you have): Family name of speaker, Initials. OR Name of company/organisation Year (in brackets) Title of presentation (if applicable).

Why invite guest speakers? ›

A guest speaker can offer valuable new perspectives and insights to your webinar audience. They can help to broaden the discussion and stimulate new thinking on the topic at hand. Additionally, an external guest speaker can help to add credibility and weight to your argument or position.

What is a formal sentence for invitation? ›

Formal invitation wording often incorporates phrases such as: The honor of your presence is requested… [YOUR COMPANY] requests the pleasure of your company… You are cordially invited to…

How do you write an invitation step by step? ›

Writing an invitation card is simple. Address your card to the person you're inviting; name the event you're inviting them to; spell out the date, time and location; and provide contact details so they can RSVP. Be sure to note if your guest should bring anything but themselves.

What is a formal invitation letter? ›

A formal invitation letter follows the general format of a formal letter. The letter should mention all the necessary details about the event in the letter. You have to keep it formal and professional when you write a formal invitation letter. Also, remember to keep it clear and precise.

How do I write a Thai visa invitation letter? ›

(Name of host) would like to invite………………………………. (name of the applicant)) to visit and stay with me at the address………………………………………………………………………………… Remark: The Host may provide the invitation along with a copy of their undersigned Thai ID or Passport and Date or House registration or rental contract.

What is invitation and example? ›

An invitation is a written or spoken request to come to an event such as a party, a meal, or a meeting. invitation to lunch. [ + to] The Syrians have not yet accepted an invitation to attend. He's understood to be there at the personal invitation of the President. [

How do you get a speaking event? ›

How to get paid speaking engagements as a beginner
  1. Decide what you'd like to speak about. ...
  2. Identify your audience. ...
  3. Develop your knowledge and qualifications. ...
  4. Practice your speaking skills. ...
  5. Generate excitement. ...
  6. Reach out to venues. ...
  7. Work on your presentation. ...
  8. Join an interest group.
Sep 30, 2022

How much do guest speakers get paid? ›

Here are some baseline ranges according to your level of experience: Fewer than three talks: $500 – $2,500 per talk. 3 – 8 talks/proven expert/first-time author: $5,000 – $10,000 per talk.

How do you invite someone to an event professionally? ›

You need to follow these best practices to create a good invitation for an event:
  1. Promote your event by sending engaging messages.
  2. Send email messages to the attendees.
  3. Send event schedules via email.
  4. Create a personalized email experience.
  5. Thank all the attendees.
  6. Take follow up with those who missed the event.

How do you address an invitation to a guest and a person? ›

Simply write “Mr. Smith & Guest”- Once they confirm that they are coming, you then can go ahead and change the “plus one” to the guest's name on the seating chart, escort cards, etc. Another way of doing this is by not necessarily saying “Mr.

What is another phrase for cordially invite? ›

kindly: cordially, generously, graciously, kindly, respectfully, warmlyYou are cordially invited to attend the 4th International Conference on Advanced Engineering Design.

What is an example sentence for guest speaker? ›

He was a frequently invited guest speaker at forums and conferences around the country. She has participated as a guest speaker in many international and national forums regarding social, expatriate, animal, and women's issues. Since its inception, they have never missed the monthly dinner meeting with a guest speaker.

How do you use guest speaker in a sentence? ›

noun. He was the guest speaker at the awards ceremony.

What can I say instead of the speaker? ›

synonyms for speaker
  • announcer.
  • elocutionist.
  • lecturer.
  • mouthpiece.
  • orator.
  • rhetorician.
  • speechmaker.
  • spokesperson.

How do you convince a speaker to speak at an event? ›

  1. Reach Out to the Right Speakers.
  2. Establish Your Value Proposition.
  3. Lay Out the Details Clearly.
  4. Give Your Speaker Some Latitude.
  5. Connect Through Professional Organizations.
  6. Follow Up a Few Times.
  7. Take Your Rejections Gracefully.
  8. Key Takeaway.

What is the difference between speaker and guest speaker? ›

What's the difference? In essence, the keynote speaker functions as the headliner of the event. This speaker is tasked to introduce the main topic and set the tone for the rest of the gathering. The guest speaker's role is to dive into deeper detail during subsequent talks and expand on specific points.

What are the strengths of a guest speaker? ›

Public Speaking Strengths
  • Topic Knowledge. Knowledge about your speech or presentation topic and the ability to focus on it are critical public speaking strengths. ...
  • Personal Charisma. ...
  • Research and Preparation. ...
  • Verbal and Nonverbal Communication.

What is an example letter of invitation for guest speaker in a church? ›

It is an honor to be able to invite you to be a Guest Speaker at the [Name of the Church Event/Services]. Your experience in speaking at [Church Name] has been a blessing and an asset to our church in the past and we are hoping to have the privilege of having you speak again at the [Name of the Church Event/Services].

How do you convince a speaker to come to an event? ›

6 Successful Strategies That'll Convince Event Speakers to Work With You
  1. Plan in advance.
  2. Ensure your event has a specific theme.
  3. Give speakers freedom.
  4. Provide enticing compensation.
  5. Offer support.
  6. Have a clear promotional plan.
  7. The art of the follow-up.
Mar 9, 2021

How do you announce speakers for an event? ›

Announce your featured speakers in a press release shared with industry media outlets. Ask your event sponsors to list the featured speakers in their marketing material. Post inspirational and informative quotes from the speaker on your social media platforms for easy sharing.

What is an example of a simple letter of invitation? ›

Dear [Insert Colleague's Name Here]: On behalf of [Insert Agency Name], I am pleased to invite you to participate in a one-day meeting to assess our environmental public health system. The meeting will be held at [Insert Meeting Location Here] on [Insert Date Here], from [Insert Time Here] to [Insert Time Here].

What is an example of an invitation letter to a guest of honor? ›

Dear Sir, We are glad to cordially invite you to the Annual Day as Guest of Honor. Of course, many qualifiers need to be given certificates and prizes. We will be honored if you consider granting us your presence.

Why invite a guest speaker? ›

A guest speaker can offer valuable new perspectives and insights to your webinar audience. They can help to broaden the discussion and stimulate new thinking on the topic at hand. Additionally, an external guest speaker can help to add credibility and weight to your argument or position.

What is an example of an invitation letter for a conference? ›

We are delighted to invite you to attend the conference __________ given by Mr./Mrs/Ms. (name and position or profession)___________, which will be held on (date) _________ at (time)_______, in (address)_________.

How do you convince someone to attend an event and example? ›

If you want people to take action and register, you have to appeal to their emotions or burning pains.
  • “Attend the event and increase your revenue”
  • “Be an early bird and save 35% on your registration fee”
  • “Come and join our awesome community of successful people”
  • “Attend the event and become an industry leader”
Nov 19, 2016

What makes a speaker convincing? ›

Traditionally, persuasion involves ethos (credibility), logos (logic), and pathos (emotion). By performing these three elements competently, a speaker can enhance their persuasive power.

What an audience wants from a speaker? ›

The audience wants to get something out of the presentation – a useable idea, a takeaway, a new perspective, a life-changing connection, a laugh, a bit of fun in the shape of a great story. Expectations and hopes vary, but the audience fundamentally doesn't want its time wasted.

What do you call a speaker at an event? ›

Simply put, a keynote speaker is the lead speaker for an event or a conference. Although there may be two keynote speakers – one at the start of the event and a second at the end – most events opt for a single keynote speaker at the beginning.


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