Writing a Guest Speaker Request Letter (Free Sample)

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Whether it’s a graduation ceremony, business conference, or special event, the guest speaker you choose to invite will be one of the primary attractions. Usually, the best speakers are often booked months in advance. 

Therefore, event organizers should ideally invite their chosen speaker at least a year in advance prior to the scheduled event. 

A well-written, formal invitation letter will ensure that both the speaker and the organizer understand the details of the event along with what’s involved. 

Your Goal

If your goal is to attract as many people as possible to your event, you may want to invite someone rather famous to speak.

If the event revolves around a specific business aspect, invite someone to speak who has a great deal of knowledge in that specific field so they can offer the full extent of their insight and expertise to the audience.

Someone who’s well-regarded will add a layer of prestige and interest to the occasion. Regardless of what the event is about, the speaker must be well-versed and educated in that particular subject.

High-Profile Event Speakers

Most high-profile event speakers will likely require an honorarium or fee in addition to their travel and lodge expenses for at least one night. Create a budget based on these expenses.

For instance, if the speaker lives far away and requires a round-trip airline ticket, this will cost significantly more than if they live in the same city or neighboring town.

One way to select the best speaker is based on the budget of your organization and the other way is to choose the desired individual and then raise the necessary funds in order to have them speak at your event.

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Standard Formatting Protocol

Use high-quality paper for your letter and follow standard formatting protocol for writing a business letter. Overall, the tone of your letter should be professional rather than casual as well as enthusiastic.

After reading your letter, the invitee should feel excited about speaking at your event and eager to reply “yes” to your proposal. Send your letter by standard mail instead of email since emails can accidentally get deleted or be viewed as spam.

If you personally know the speaker or have briefly met with them before, mention where and when the interaction took place. Also, talk about how much you like and respect their work.

If applicable, include the following data in your letter:

  • Time and date of the event
  • Time and date the invitee will speak
  • Venue of event
  • Estimated time for them to deliver their speech
  • Outline the subject for invitee’s speech in detail
  • Include date for a response
  • If applicable, list the detailed financial arrangements concerning any travel expenses, honorarium, or fee for speaker

A good sample of a guest speaker request letter may be found below. You could also want to include a response card and a self-addressed, stamped envelope to make it easy for the speaker to react swiftly.

Guest Speaker Request Letter Sample

INSTITUTION LETTERHEAD
Your Name
Your Title
Organizer Address
City, State, and Zip Code

Date

Invitee Name
If applicable, Invitee Title
Invitee Address
City, State, and Zip Code

Near (Invitee Name),

On behalf of Sterling High School’s student council, I’m writing to you. We intend to celebrate our school’s annual day on (date), and we’d like to invite you to join us. We’d also like you to give a 30-minute speech about today’s top eco-friendly efforts.

Many members of our school’s faculty, including myself, have seen you on television and have loved reading your published books and essays. 

We’d love to meet you and hear more about how governments and individuals are working together to become more ecologically conscious.

Every year, our school’s annual Day features a broad theme that encompasses all of the school’s various events. This year’s subject, on the other hand, is all about how people can reduce pollution in the environment.

We’ve also invited four other locals who are effectively running recycling facilities in the city and are having a good impact on waste management in our community. 

Our city’s mayor, (Mayor’s Name), will deliver the keynote presentation, and our school’s principle, (Principal’s Name), will kick off our yearly day.

As a result, your courteous participation in our event would be a wonderful honor and privilege. Not only would we gladly pay any charge you request, but we will also cover all of your meal costs as well as your travel and lodging costs. 

We eagerly await your response and look forward to sharing the day with you and hearing your insightful speech. If possible, please respond by (date).

A self-addressed envelope is enclosed to make it as easy as possible for you to respond. I can be reached at any time at (234) 567-3333 or myname@email.com.

Sincerely,

Signature
Your Name

Frequently Asked Questions (FAQs)

1. Who is a guest speaker?

Answer: A guest speaker is an individual invited to speak at an event, meeting, or conference to provide information, share expertise, or inspire an audience on a specific topic.

2. What is the purpose of inviting a guest speaker?

Answer: The purpose of inviting a guest speaker is to provide the audience with a new perspective, knowledge, or inspiration on a specific topic, to enhance the overall experience of the event, or to add credibility to the event.

3. How do I make a guest speaker request?

Answer: To make a guest speaker request, you should reach out to the speaker’s management team, send a formal invitation letter outlining the details of the event, and provide necessary information such as the date, location, and audience demographics.

4. What information should be included in a guest speaker request?

Answer: A guest speaker request should include:

  • The purpose and details of the event
  • The date, time, and location of the event
  • A description of the audience and their demographics
  • Any specific topic or theme the speaker is expected to address
  • Information on compensation and travel arrangements, if applicable

5. How far in advance should I make a guest speaker request?

Answer: It is recommended to make a guest speaker request at least 3 to 6 months in advance of the event, to allow enough time for the speaker’s schedule to be cleared and for any necessary arrangements to be made.

6. How do I follow up on a guest speaker request?

Answer: To follow up on a guest speaker request, you can send a follow-up email or make a phone call to inquire about the status of your request and to provide additional information if needed. It is important to be patient and respectful as the speaker may have a busy schedule.

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