[tab name=’Guidelines’]

Guidelines : To Program Chairperson

Commending Program Chairpeople or Meeting Planners
Guidelines and Alternate Phrases

• State your general commendation about the program or meeting arrangements.
• I want to express my admiration for your planning skills–the convention schedule and logistics could not possibly have been handled any better than during this recent AVA meeting.
• Just a note to tell you I thoroughly enjoyed the recent AVA seminar topics and speakers. Your selection was right on target for our group.
• As you must have realized by now, the AVA meeting was a great success, thanks to your planning and foresight.
• Last week’s AVA meeting was one of the highlights of my career. Your administration of the details, the program, and the follow-up roundtables far exceeded my every expectation for the meeting. I want to commend you for making it such a worthwhile and enjoyable experience.
• Mention at least one or two specific details that were particularly outstanding. For example, comment on the planning time and effort involved, share complimentary remarks you heard others in the group make about the meeting, or pass on follow-up results or successes you attribute to the meeting or program.
• As I left the room, I heard others in the group comment on your wise selection of a speaker and how applicable her comments were to the group as a whole. Such, as you know, is not always the case.
• I’ll have to admit I was dreading “just another long drawn-out meeting.” What a pleasant surprise to find the agenda was well defined, the speakers addressed the topics they’d announced, and the accommodations were exceptional.
• The delicious food, not the usual banquet fare, was served fresh and warm.
• When you chose the accommodations, you certainly had people like me in mind–the large work space in each room, the exercise and jogging facilities, and the easily accessible transportation around the area.
• Thanks to your attention to detail, things ran so smoothly–not a single hitch or complaint.
• Thank you for your special effort in making it easy for those attending the conference alone to “network.” I know having the message boards and all the special sign-up booths for dinner groups and after-hours tours required additional volunteer help, but such extras made the trip especially enjoyable for those of us traveling alone.

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[tab name=’Example 1′]

Example 1: Appreciation letter to organizer

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mr. Summers:
As you may know, this past week was my first time to attend the AVA monthly meeting and the first time to observe your group in action. I was extremely impressed.
Having spoken to such groups on many occasions, your organization ranks among the finest participation from the individual members, and, most importantly where you’re concerned, efficiency. There’s much to be said for the obvious planning behind an unhurried dinner meeting for 123 persons that can be completed in less than an hour. By my watch, that’s exactly how long it took, and I congratulate you.
Such careful planning on your part shows an uncommon sensitivity to the busy schedules of those in your audience.
Sincerely,
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[tab name=’Example 2′]

Example 2: Commendation letter to program chairperson

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Steck:

I was impressed with your organization of a week-long day camp for young adults with learning disabilities. You made addressing these problems fun for the participants, something that rarely happens in a normal academic setting.

As a parent of a child with a learning disability, I am all too aware of the frustration involved for both the child and the parent when it comes time to do homework. That’s why I especially enjoyed the activities that were centered around working with both the parents and the child. We learned several practical ways to tackle Brian’s reading problems. In fact, Brian can’t wait for school to start so we can try them out.

What I was most impressed with, though, was the attitude the camp instilled in the participants. They felt like they could do anything, succeeding despite their disabilities. After listening to years of the schools talking about Brian’s disability and why he couldn’t succeed, this change in attitude was very welcome. Brian now knows that other people besides me think he can succeed no matter what the odds. And that ‘s important for him to realize.

The CLDA did an exceptional job when they chose you to be the program chairperson for this year’s day camp. We have come away from it with new knowledge and a new attitude.

Yours Truly,
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[tab name=’Example 3′]

Example 3: Organizer appreciate letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Hoover:

I was extremely impressed with the Wholesaler’s Conference I attended last weekend. Past conventions have not gone as smoothly.

I was happily surprised when I arrived at the convention and found that not only were the speakers presenting actually the same as the ones listed in the registration flyer, but that they were all correctly listed on the schedule of events. This attention to detail allowed me to participate in all of the sessions I was interested in, something that did not occur in previous years as I went from room to room trying to locate the right speaker.

I also noticed that the caliber of speakers this year was much higher than in past years. I especially appreciated the session headed by Raymond Doreset, who has long been the most respected wholesaler in the nation.

I am writing the UWA to recommend that you remain chair for next year’s conference. You are to be commended on the fine job you did.

Sincerely,
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[tab name=’Example 4′]

Example 4: Commendation letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Card:

As a first-time participant in Weekend Writer’s Retreat, I was impressed by your thorough planning.

It was obvious that the writer/mentor assigned to work with me, Ted Scarsborough, had carefully read the manuscript I mailed to him a month before the retreat. Because of this, we had some very intense, productive editing sessions. In fact, all the other retreat participants made the same comments concerning their mentors. At a few other retreats I have attended, this was not the case—it was immediately obvious the writers hired by the program chair had either skimmed the work briefly, or not looked at it at all.

I also appreciated your attention to the small details. I am diabetic, and was pleased to find the section on your registration form that dealt with any special needs concerning meal preparation. Retreat planners do not often consider such points.

Your care in planning made this an enjoyable, productive weekend. I look forward to attending the next Weekend Writer’s Retreat.

Cordially,
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[tab name=’Example 5′]

Example 5: Letter to Program Chairperson

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Pittman:

Thank you for the tour of your facilities last week. The tour allowed us a chance to review all aspects of your operation, as well as to speak with each of the foremen concerning their sections’ productivity.

As possible investors in your company, we are looking at not only your profit margin, but also at your management and organizational skills. It became immediately obvious you are an exceptional planner and organizer. Furthermore, all of the managers we met obviously held these skills as high on their priority list as you do.

We will be meeting next week to vote on whether or not to invest. If the details in the reports we have received are of the same quality as the people working with you, we will call to discuss our investment rights and options.

Sincerely,
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