When you host or plan a business meeting, tradeshow or conference, one of the key ingredients of these types of meetings is typically a keynote speaker. Once you have one or two options for a keynote speaker, your next step is to invite the keynote speaker to speak at your event. Here are a few tips on how you can invite the speaker in a way that provides them with all of the information they need upfront in order to make a decision.
Contact the speaker's office. Contact the speaker or the speaker's office to indicate you're interested in having him speak at your upcoming event. Find out what information, beyond what you have prepared, he may require to consider a speaking engagement. Also, obtain an email and physical mailing address to send the package to the speaker.
Prepare a marketing kit. Create a marketing kit for the event that includes a brochure, copies of press releases, the agenda and advertising information for attracting attendees to the event (if applicable) and any other information available about the event. The marketing kit is your tool to selling the keynote speaker on the event to illustrate why it's a great event for him to be a guest speaker.
Send the invitation. Slide the cover letter onto the front of the marketing package and mail it to the speaker. You can also send an electronic version of the same information via email. Include a deadline date for when you need a response.
Write a cover letter. Write and print on event or company letterhead a cover letter inviting the speaker to be the keynote speaker for your event. Include why you think he would be a good fit to speak at the event, along with who the audience is, how many attendees you're expecting, the expected length and possible topic, as well as the fee or honorarium available for pay.
Repeat. If you're hiring more than one speaker or your first choice cannot attend, you can repeat each step to invite a new or additional speaker to the event.
Follow-up via phone and email. Follow-up in a week or so after you send the invitation to make sure the speaker has received the information. You can follow-up the first time via email and then in another couple of days via phone to see if he's made a decision.
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