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How to respond to an invite as a guest speaker

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How to respond to an invite as a guest speaker
February 25, 2019 1st Anniversary Wishes 1 comment

Because you don't have anyone to talk to, the hosts have invited everyone they can think of to pay back social obligations, you need to buy a.

Sample Business Letter invitation (for a speaker)

Desira Sanchez
Director, Media Marketing
Anteater Audio & Animation
233 Rock Drive
Los Angeles, CA, USA
(919) 222-1123
October 20, 2011
Dear Ms. Sanchez,
On behalf of the Anime Extravaganza Executive Board, I would like to invite you to be a
keynote speaker at this year's Annual Anime Extravaganza.
As you are a well-respected member of the anime community, and have been highly regarded
in your field, it is natural that we would wish to extend an invitation to you to participate in our
conference. Your expertise and recent projects would lend valuable insight to our event, and I
am sure that even those who are not followers of your work will enjoy the opportunity to hear
you speak.
The theme of this even will be Active Participation in Anime Art, and we would be delighted
to hear your experience of your recent collaborative work in low-tech anime development.
The other keynote speakers will be Steve Carmel, creator of X-fire, who will present on online
collaborative story-telling, and Sheri Taylor-Kim, who will be introducing online comics from
South Korea. Pre-registration shows that there are already over 1800 guests who will attend,
and we anticipate many more.
It would be a great honor for us if you accept this invitation to be a keynote speaker for the
2011 Annual Anime Extravaganza.
I will call you within the week to follow up on this letter.
Yours sincerely,

Maxine Tartar
Executive Director
Anime Extravaganza Board

Guest Speaker: Chef Huda Ahmad, Bachelors in Culinary Management Art Institute Catering Chef at Sodexo, Chef owner of Maidah Catering.

How Do You Invite Speakers to Speak for Free at Your Event?

how to respond to an invite as a guest speaker

Receiving an invitation is always pleasant. After all, it means that someone has remembered us and would appreciate our presence on an important occasion. It is gratifying to participate in the joy of young spouses or in the birth of a baby. Or maybe we have been invited to a business conference, which means that we are appreciated from a professional point of view.

Sometimes, however, not knowing how to respond to an invitation could get us into trouble, especially if we have to do it in a language which is not our own. Maybe we do not know how to distinguish between an informal tone and a more formal, distant one. Or perhaps we do not know the most appropriate expressions of politeness required for the occasion.

And you? Maybe you have received an invitation to the wedding of an American or a British friend, or an invitation to a work convention abroad. Whatever the occasion, whether you have decided to accept or reject the invitation, read the following article to find the information that you will need to respond in the most appropriate manner.

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Invite your speakers + performers

how to respond to an invite as a guest speaker

RSVP to invitations to let people know whether you're going to an event. Add a note or suggest a different time for an event.

2.1 Reply to an invitation

When you get an invitation to an event, it appears on your calendar. If you subscribe to email notifications, you get invitations by email as well. If you're using Gmail, you can respond to the invitation right from the email.

  1. In the Calendar grid, click an event to preview it.
  2. At the bottom of the event preview window, select a response. Response options are available only in the preview window; they're not available in the event details window.
  3. (Optional) To add a note or propose a new meeting time, in the bottom-right corner, click the Down arrow and choose an option.

Note: All guests can propose a new time, except for events with more than 200 guests or all-day events.
See Manage large events in Calendar.

Reply to an event from a forwarded invitation:

If you get a forwarded invite by email, you can respond right from the email.

  1. In Gmail, point to the email and click RSVP
  2. Click your response.

2.2 Update an existing event

You can invite more guests and change the meeting location.

  1. In the Calendar grid, single-click the event  Edit .
  2. If you want to invite more guests, change the meeting location, or add attachments, make your changes and click Save.

Note: If the event organizer hasn’t given you edit permissions, you can't make changes to the event time or its duration.

2.3 Check guest attendance

If you need to track attendance for your event, you can instantly see who’s accepted or declined your invitation, and who’s proposed a new meeting time.

  1. In the Calendar grid, click the event.
  2. Go to the Guests field to see a list of responses from your guests. You might have to click the Down arrow to see the responses.

Respond to a proposed new meeting time request:

  1. In the Calendar grid, click the event.
  2. In the Guests section, go to the proposal and click Review proposed time.
  3. To accept the new proposed time, click Save.
  4. (Optional) To notify guests about the new meeting time, click Send.

2.4 Restore deleted events

Restore an event you deleted by mistake, or permanently remove deleted events.

Delete an event:

Click the event in your calendar grid and click Delete .

Restore deleted events:

Note: Deleted events remain in a calendar's trash for approximately 30 days.

Next: 3. Create reminders in Calendar

Good guest speaker invitation letters will be clear and easy to read, You'll be amazed at how favorably people respond when they know that.

8 Ways to Confirm Great Keynote Speakers for Your Event

how to respond to an invite as a guest speaker

This is a guest post from George Taylor, Founder of Creative Industry United and Chief Organiser of ‘Strictly Go Networking.’ He is currently the Marketing Manager for Corecom Consulting and is launching an exciting new event brand/venture called ‘Engaging Concerts’ in 2015.

I recently had the privilege of speaking at ‘Event Marketing for Startups,’ held by Eventbrite and General Assembly at the Google Campus in November 2014 (you can view my slideshow here).

Somebody in the audience asked me ‘how do you book really cool keynote speakers? How do you book someone well known when your brand is not-so-well-known?’ I thought ‘what a great question!’

This article will speak in depth about something I know very well and will give you the run-down on how you can book keynote speakers (sometimes known as those ‘hero’ speakers’) that will really make the difference at your next event, even if it’s not well known yet…

Firstly, what is a hero speaker?

A hero or keynote speaker is a ‘thought leader,’ someone who is an innovator or high-achiever in their particular field; an expert in their chosen area. So in the world of business, it may be someone like Richard Branson. In music, it could be Lady Gaga or Ed Sheeran, but these are quite broad examples.

If your event has a very niche subject area and target audience such as ‘musicians that use crowd funding,’ for example, then your horizon narrows, so you have to find somebody who is an expert in that field.

So in this case, someone like Dave McPherson from InMe would be a good example as he’s gone from being signed to a major label and on the front page of the Kerrang! Magazine to running successful Pledge Music campaigns time and time again, where some of his singles have achieved Top 10 chart success. Or it could be the founder/president of Pledge Music, Benji. You get the point…

  1. Find rising stars

If you’re starting out, and your event brand is not very well known, then it may be a good idea to go after great industry names that don’t have a lot of public speaking experience. When I invited Dave McPherson to speak, it turned out he had NEVER done public speaking before, yet he is very well known in the world of music and crowd funding, which I found surprising.

So look out for these ‘hidden gems,’ as it’ll inspire more people to attend and give your event a more exclusive feel. The chances of them saying ‘yes’ will increase too!

  1. Clearly – but simply – articulate the value to them

Dave felt somewhat excited at the prospect of speaking in front of 200ish musicians, as it was something he had never done before, and he was passionate to talk about the topic of successful crowd funding for musicians.

For other speakers it may be a chance for them to show their expertise, bolster their CV, network with the other speakers, gain exposure for their cause or promote their latest project.  Whatever value you feel will be their major motivator, put it first in your invite to them.

Tell them exactly what you require from them with a run-sheet of the event. Mention who will be there, what they need to talk about, and what the benefits will be for them, i.e. food and travel expenses, etc.

Don’t over complicate the invite or fill it full of waffle and jargon, simply explain the key details or your event, who the audience is, why they’d be a great fit and why there’s a benefit to them.

  1. Don’t leave timing to chance

Typically the biggest hero speakers will only say ‘yes’ if there is something in it for them, and if it’s very convenient.

Check their LinkedIn profiles or official websites to see if they’re trying to promote something that would be relevant to your events’ audience; or if they’re in town when your event is on.  With hero speakers, timing is everything.

  1. Try to avoid the gatekeepers, but if you can’t, level with them

High profile people tend to have booking agents, managers, PAs and publicists – sometimes all of those!  However with tools like LinkedIn, Twitter and Instagram it’s easier than ever to get in direct contact with very influential people.  Perhaps you can even guess their correct email address.

If you can contact them directly, you will probably have a higher chance of success. You’ll be surprised at how many celebrities and ‘experts’ will respond to your contact them directly. I’ve received responses from people from the Dragon’s Den, well known musicians and TV presenters just by asking the question. Don’t be shy! And be professional (see point two) as they won’t respond to ‘groupie’ mail, I can guarantee you.

However, if you can’t get in touch directly, then work with whoever is their key gatekeeper and try to turn them into an asset. Be straight up with them, tell them why you want their star to appear at your event, and ask them how they could be persuaded.

Ask them about travel plans, upcoming projects they might want to promote or other value propositions you could offer that would make them more likely to say ‘yes’.  If their representative feels like they’re working with you, and not against you, they’re more likely to become a help instead of a hindrance.

  1. Be flexible

When you want big names to speak at your event, you’ll almost definitely have to be flexible.  Perhaps they can only make the morning but you wanted them in the evening, or even a different date to the one you have scheduled – are they worth changing your plans for?

Sometimes the need to be flexible is a little less fundamental, such as offering them the chance to appear via telepresence or something similar, or helping to cover their travel and accommodation.

  1. Be persistent

This is one the biggest keys to success.  Make sure you ask a lot of hero speakers, because getting 29 ‘no’s’ will be worth it if number 30 says ‘yes.’

It is also worth asking the same people who said ‘no’ when you do future events, as their circumstances may have changed, or your event could have grown sufficiently in reputation.

Bonus Tip! Once you’ve landed that speaker, invite them to do an interview for your website or YouTube page and get them to Tweet it out as this will raise your company profile and event status and help you to sell more tickets. You’ll be surprised at how quickly your website traffic and company status will grow, especially when you start to Tweet photos out of your ‘hero speaker’ after the event and they retweet it!

  1. Use your existing network for warm intros

Hero speakers will be much more likely to say ‘yes’ to someone they already know and trust, than to someone random contacting them out of the blue.  This is called a warm intro.

Use LinkedIn or Twitter to see if you have any acquaintances in common, and then ask that acquaintance for an introduction or to pass on your invitation.

  1. Find some budget

Finally, no matter what you do, some hero speakers will only commit if there’s payment involved.

If you invite people that do public speaking all the time, they will most likely have a high booking price (anything from £2k-30k) which I learned the hard way whilst trying to book people such as Daniel Craig, Katy B, and Alexa Chung and so on!

They get heaps of invites and only pick the events which pay the most or benefit their career in profound ways. If you can offer that to them, ask the question!

Notes on celebrities and big budgets

If you are lucky enough to have a big budget, and you are doing a high profile event, then the easiest way to book these kinds of people is to use Google to find out what management agency your desired speaker works with and get on the phone to them.

There really is an art to talking to high profile people and once you’ve done it a few times, you’ll get the hang of it. The trick is to treat them like human beings, and contact with them with a business proposition, although you can get more personable depending on their response, so having a good judge of character is crucial in this game.

They’ll take a look at your request and if they deem it to be suitable, they’ll forward it to that person or their publicist, so make sure you display high value at the event from the get-go to increase your chances of them saying ‘yes.’ It has a three-stage approval process: Management agency, publicist and then the person themselves, so be aware.

However, if you have a low budget and your event reputation isn’t ‘high profile’ as you’re just starting out (like I was), its best to use the approach I just spoke of, where you hand pick speakers that don’t get many invites, or ideally, don’t work with a management agency or publicist as you tend to get a direct response instead.

Is it worth it?

I highly recommend making the effort and booking hero speakers for your event, as it is completely worth the investment. Not only will this increase the chances of you landing good, commercial sponsorship sales, but it’ll also increase ticket sales and enhance your company status as well as your website traffic and sometimes even your SEO.

Just remember to be direct, professional, full of relevant information from the start, and be willing to take the plunge and contact those people that other people are too scared to get in touch with. Take a risk and be persistent, and your effort will pay off, I assure you.

If you have any more questions, please don’t hesitate to tweet me at @JuleGT or @CIULondon

Got your speakers confirmed for your next event? Use our free Speaker Handbook to make sure you work with them effectively. 

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Unfortunately, most of people cannot go to everything they are invited to. There are some ways to politely and graciously decline invitations. Have you ever received an invitation that you couldn't accept? Chances are, you.

how to respond to an invite as a guest speaker
Written by Brasar
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