[tab name=’Guidelines’]

Guidelines : Of Attendance at Event

Confirming Attendance at Event

Guidelines and Alternate Phrases

• Express pleasure that the individual will be attending the event.
• We are so pleased you will be attending the…
• We are happy to confirm your attendance at…
• This letter is your confirmation for attendance at the …; please present it at the registration desk for your name badge and welcoming packet.
• State objectives of the event.
• We hope to accomplish several things during our discussions.…
• Our primary purpose is to.…
• We’ve pinpointed four focus areas for our meeting.…
• The meeting will focus on.…
• Our agenda outlines several key topics for discussion.…
• Establish the credibility of any speakers.
• Bill Baker is highly regarded among his colleagues for such presentations.
• Bill Baker has been a keynote speaker at major conventions across the nation, including…
• As a board member for six major corporations, Bill’s firsthand knowledge of the philosophies he espouses will give that practical application we all need.
• As “one of us,” Bill understands the intricacies of the procedures he will be outlining for us and appreciates the specific adjustments we must make in our local arena.
• Repeat all pertinent details for verification–time, place, dress, accommodations, fees.
• Please feel free to dress casually. You’ll have plenty of time for golf in this resort setting.
• In addition to the registration fee you have already submitted, you will have out-of-pocket expenses for three days’ meals and local transportation by cab or bus.
• Mention necessary pre-event preparation on the part of the attendee, such as readings to be completed or special files or materials to bring.
• Give the contact name and number of the meeting coordinator for readers with special situations and questions.
• Call Gretchen Calhoun for any other details I may have failed to make clear here.
• If we can help you in any other way to prepare for the conference, we would be happy to do so.
• For any special circumstances, please contact Gretchen Calhoun at ext. 123. If neither Gretchen nor I hear from you to the contrary before August 6, we’ll see you in Atlanta.

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[tab name=’Example 1′]

Example 1: Sample letter for Confirmation of Attendance at event

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Faxton:

We are pleased you will be able to join us at the two-day Effective Writing Workshop on October 6-7 at the Woodlands Inn Conference Center. We will begin promptly at 8:30 a.m. in the Spanish Republic Room and end promptly at 4:30 p.m. on both days.

As we mentioned in our initial brochure to you, the objectives of the program are to help each participant:

• reduce writing time
• improve clarity
• select appropriate formats for reports
• design effective visuals
• condense document length

We ask you to please read pages 10-38 of the Technical Writing text we are mailing to you separately. The instructor will expect all attendees to have previewed these concepts and will begin her presentation on that assumption.

Dr. Sylvia Battmane will be leading this workshop, as she has done on two previous occasions for us in-house. Dr. Battmane has 18 years’ experience in presenting effective writing principles and has received excellent evaluations from audiences within the top corporations around the nation.

The dress is normal business attire. If you have any special concerns about the accommodations or schedule, please phone Gretchen Calhoun in our office, ext. 123. She will be glad to answer questions and help you make this a most worthwhile learning experience.

Plan on a productive two days!

Sincerely,
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[tab name=’Example 2′]

Example 2: Letter for Confirmation of Attendance at event

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Allen:

We are pleased to have you as our featured speaker at the Business & Environment Conference this summer in Missoula, Montana. Your work in the field is highly valued, and our conference attendees are looking forward to your presentation.

As you know, we will be providing both your travel and hotel accommodations. This is to confirm the information I relayed to your secretary on June 7. Travel plans are as follows:

• Depart from Austin on Thursday, July 16 at 7:45 a.m. on Greater Southern Airlines flight 402. Window seat as requested. Arrive Missoula at 5:45 p.m. Upon arrival, you will be met by Jack Kryden and myself at the airport.

• You will be staying at the Hampton House, directly across the street from the university. All of your requested room accommodations have been met.

You should receive both your airline tickets and your hotel confirmation voucher from Global Travels no later than July 2. If they have not arrived by that time, please feel free to call Ann Jackson at Global (555) 260-9395 or myself at (555) 665-7432. Jack and I look forward to meeting you on the 16th.

Yours Truly,
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[tab name=’Example 3′]

Example 3: Attendance at Event Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Masters:

This is to confirm my attendance at the upcoming Women in Business Writers’ Workshop to be held February 16–25 at Betton Hill House in Birmingham.

In a telephone conversation with Emily Anson, I was told to bring the following items:

• A copy of Women Writers in Business, by Ann Gables

• Technical Aspects, by Chris Clifford

• Adequate note-taking materials

Please call me at (505) 563-9849 if there is anything else we are required to bring.

Regards,
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[tab name=’Example 4′]

Example 4: Example Letter of Attendance at Event

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Taylor,

I am delighted to accept your invitation as guest speaker at the upcoming Sail and Ski Conference in Hilton Head, May 8-10. As a boating safety instructor, I feel there are several aspects of promoting safety in all areas of aquatic recreation of which many insurance representatives are unaware.

Many insurance companies are unaware of how much they can save their clients (and their companies as well) in insurance each year by offering individuals appropriate coverage on boating protection. I trust my speech entitled, “Having Fun in the Sun: How to Avoid Turning Your Boating Pleasures into a Poseidon Adventure” will be an entertaining as well as informative to the audience of boating enthusiasts.

My tentative itinerary is to catch a flight to Hilton Head on May 6, which should provide me with ample time to prepare my presentation area. I have made reservations at the Hilton, which I was told was near the Convention Center.

Kindly have your secretary forward all conference information (including the outline of scheduled events as well as the confirmed list of panelists) to my office address, attention Don Bates, travel coordinator. If you have any questions or comments with regard to my upcoming presentation theme, please feel free to call me at (606) 555-5182.

Sincerely,
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[tab name=’Example 5′]

Example 5: Event Attendance Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Biggs,

We are pleased you will be attending our week-long seminar, Writing on the Web, June 1-7 at Rockwall University. By the end of the week, you will have a working knowledge of design and layout, web site links, on-site maintenance, as well as actually building a web page for your company.

Dr. Barney Mayes, a well-known computer scientist and Web page builder, will be your instructor for the week. Dr. Mayes is widely recognized in both academia and the business world for his work with computers and their applications. He has taught computer programming at Rockwall University for the past 15 years, as well as performed research on technological innovations, and consulted with various international companies and universities.

Classes will begin at 9:00 a.m. each day at Compton Hall, with an hour break for lunch at noon, and a ten-minute break during both the morning and the afternoon sessions. Classes will end at 5:00 p.m. Participants may dress casually and are strongly encouraged to bring light sweaters as the computer lab is well air-conditioned.

Lodging and meal accommodations can be reserved for Freeport Hall, a dormitory which features single rooms with a shared bath. To reserve a room and a three-day meal pass, please fill out the Lodging section of your enclosed confirmation of attendance form. Costs for your room and meals will be added to your registration costs. If you do not wish to lodge on campus, you are free to make other arrangements off campus.

Please read pages 1 through 35 of Web Building before the first day of class. Dr. Mayes will assign further readings as the class progresses.

Two weeks after we receive your confirmation of attendance form, you will receive a packet containing a daily schedule, a list of suggested study aides, your room number (should you choose to stay on campus), and your textbook. If you do not receive your packet, please call (800) 555-6453 and Trudy Miller will mail out another packet to you.

Yours Truly,
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