[tab name=’Guidelines’]

Guidelines : Accepting Invitation to Speak

Accepting Invitations to Speak

Guidelines and Alternate Phrases

• Express appreciation for the invitation and pleasure at being able to accept.
• Confirm date, time, place, and subject.
• Mention your need of any special equipment, materials, or room arrangement.
• Ask any special questions about the audience.
• Has this subject ever been addressed before your audience?
• Do you have in mind a how-to approach or a theory-based presentation?
• Will the audience be willing to participate in small-group critique exercises?
• What is the range of investment experience of those in your group?
• What is the educational background of those who will be attending the session?
• Do you think the topic will be of more personal or business interest to your attendees?
• Confirm travel arrangements.

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[tab name=’Example 1′]

Example 1: Sample letter for accepting invitation to speak

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Steve:

Thank you for your invitation to share the “Tapping Your Investment” program with the other divisions at their August 3 dinner at the Hilton. I eagerly accept.

I understand the dinner begins at 7:00 p.m., but I plan to arrive about 6:30 p.m. to take care of any last-minute details.

I’ve enclosed my biography; please feel free to condense it or select any of the details you may want to use in your pre-program publicity.

Can you provide the following equipment?

• 3/4″ VHS video player
• television monitor and stand
• 2 flip charts and markers
• overhead projector and table

If I understand you correctly, the audience will be primarily senior executives looking for retirement investments. As soon as I finish updating my program materials for your specific audience, I’ll forward my handout originals to you for duplication.

As you suggested, I have made my own airline reservations. I look forward to addressing your group.

Cordially,
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[tab name=’Example 2′]

Example 2: Accepting an invitation letter to speak

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Laveaux:

Thank you for inviting me to address your students at the upcoming Student Interpreters Association Conference on June 2 at 9:00 a.m. I am pleased to accept.

As a deaf individual, I am aware of how beginning interpreters sometimes know very little about deaf culture. I feel the more they understand, the more effectively they can do their job. And their job is a critical one, because it provides us a link to the non-signing world. I would like, then, to address some aspects of deaf culture that may be unfamiliar to your students.

Do you think we could reserve one of the corner lecture rooms in Stabler Hall? The elevated seating would be ideal with so many people attending.

Thank you also for the invitation of a car to take me to campus—I am flattered. However, I planned to be on campus in the morning anyway, so the car will not be necessary.

I look forward to the conference.

Sincerely,
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[tab name=’Example 3′]

Example 3: Accepting an invitation letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Guerra:

Thank you for the invitation to act as a guest lecturer at your investments seminar. I just had an opening for March 3 become available in my calendar, and I can think of no better way to fill it.

Thank you also for your kind invitation to participate in the remainder of the conference after I have finished my 8:30 a.m. presentation. The St. Louis Ritz does an excellent job with seminar planning, and I’m sure they will make yours an enjoyable one.

As for me, I will do my part to ensure it is also an informative one. I would like to discuss investment strategies, and it would help me a great deal if I knew the general level of expertise of the audience. I don’t want to bore experienced investors with the basics but neither do I want to overwhelm beginners with some of the latest high-risk ventures. Your information will help me plan accordingly.

I will require an overhead projector and a projector screen. I’ll provide you with informational packets when I have chosen the appropriate level of material for my audience. I can have the packets to you three days after I receive your audience analysis. Thank you for your kind offer of making the necessary copies.

Thank you too, for the offer of airfare, but I must admit that I do not like to fly—I prefer to take the train. Would it be acceptable for you to pay what the plane ticket would have cost towards train fare? If the train is more expensive, I will gladly pay the balance.

I am honored by your request, and will do my best to help ensure the conference is a success.

Yours Truly,
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[tab name=’Example 4′]

Example 4: Example of a acceptance letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Pembrook:

I can’t tell you how excited I was to be invited to speak at the Horticultural Business Endeavors Conference. It will be an honor to address the business of growing exotics for sale at wholesale nurseries.

Let me confirm the information I wrote down when you phoned: The conference is the weekend of July 17 at the Lakeside Resort. I am to give a 90-minute presentation beginning at 3:00 p.m. on the 18th.

From what you indicated, very few of the conference attendees have begun any sort of horticultural business, so I plan to keep my presentation fairly basic. I’m bringing along samples of the various exotics I raise, as well as handouts on how to break into the business and specific markets for exotics. I would also appreciate use of an overhead projector and screen, or a large marker board.

Will I be able to get into my room ahead of time to set up? It will take me at least 30 minutes to set up. I would appreciate knowing as soon as possible what arrangements have been made so that I can adjust my plans accordingly.

I will be able to provide you with an outline of my presentation by the end of this week . Feel free to inform me of any modifications you feel would improve the quality of the information.

Thanks again for the opportunity.

Regards,
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[tab name=’Example 5′]

Example 5: Letter accepting an invitation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Friedrichs:

Thank you for asking me to speak on the nuclear research panel at your upcoming engineering conference. I would be honored to be included in the April 6 panel discussion with Dr. Rayburn, Dr. Carollton, and Dr. Denison.

I understand our panel discussion is to focus on controversy over current research projects, and, to a lesser extent, funding issues. I have a feeling we can expect quite a bit of commentary from the conference participants. At any rate, I will do my best to try and keep the ideas flowing.

I appreciate the arrangements you have made for my travel. I noticed in my letter you stated that my flight does not get in until 8:00 a.m. and our panel is scheduled at 9:00 a.m. Do you think that will leave me adequate time to get to the hotel and check into my room before going up to the hotel’s conference suites?

I look forward to receiving the conference packet.

Sincerely,
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