Getting the right speaker for your event or summit can be a game-changer. That initial invitation email is your first, and most important, chance to make a connection.
Knowing what to say—and how to say it—can feel like a lot of pressure. Using a template streamlines the process, giving you a proven structure so you can confidently reach out and get the conversation started.
<template>
Subject: Speaker Invitation: [Conference Name]
Dear [Speaker Name],
My name is [Your Name], and I'm organizing [Conference Name], an event from [Date(s)] in [City, State/Virtual]. We're bringing together [Number] of [Audience Type, e.g., marketing professionals, software developers] to explore [Conference Theme].
I recently read your article on [Topic] and was impressed by your perspective on [Specific Point]. It’s exactly the kind of insight our attendees are looking for, which is why I’m reaching out. We would be honored to have you as a speaker.
We have a [Length of talk, e.g., 45-minute] speaking slot available. Based on your work, a session on "[Suggested Talk Title]" would be a great fit for our audience. We can offer a speaker fee of [Amount] and will cover travel and accommodation expenses.
You can learn more about the conference here: [Link to Conference Website]. Would you be open to a brief call next week to discuss this further?
Thank you for your consideration.
Best,
[Your Name]
[Your Position]
[Conference Name]
</template>
<template>
Subject: Invitation to Speak at Our Upcoming Webinar: [Webinar Topic]
Dear [Speaker Name],
My name is [Your Name], and I run a webinar series at [Your Company Name] that helps [Audience Type, e.g., creative entrepreneurs] with [Webinar Series Goal, e.g., growing their business].
I’ve been following your work for some time, and your recent thoughts on [Specific Topic] were particularly insightful. I believe our audience would greatly benefit from your perspective, which is why I’m writing to invite you to be a guest speaker.
We are planning a webinar for [Date] at [Time] focused on "[Webinar Title]." The format would be a [Length, e.g., 30-minute] talk followed by a live Q&A. We handle all the technical aspects and promotion to our audience of over [Number] subscribers.
We can offer an honorarium of [Amount] for your time. If this opportunity interests you, would you be available for a brief call next week to discuss the details?
Thank you for your time and consideration.
All the best,
[Your Name]
[Your Title]
[Your Company Name]
[Link to Website or Webinar Series]
</template>
<template>
Subject: Keynote Speaker Invitation for [Event Name]
Dear [Speaker Name],
My name is [Your Name], and I am organizing [Event Name], our annual gathering for [Audience Description, e.g., leaders in the tech industry], taking place on [Date] in [Location/Virtual].
Your work on [Specific Area of Their Work] has been foundational for our community. As we planned this year's event, centered on the theme of [Event Theme], your name was the first that came to mind for our keynote address. We believe your perspective would be the perfect way to set the tone for the conference and inspire our [Number] attendees.
The keynote address is a [Length of Talk]-minute slot that opens the event. We are looking for a talk that will challenge our audience to think differently about [High-Level Concept]. In recognition of this vital role, we are pleased to offer an honorarium of [Amount] and will cover all travel and accommodation expenses.
You can find more information about [Event Name] on our website: [Link to Event Website]. Would you be open to a brief conversation next week to discuss this further?
Sincerely,
[Your Name]
[Your Title]
[Event/Company Name]
</template>
<template>
Subject: Invitation to Join Our Panel on [Panel Topic]
Dear [Speaker Name],
My name is [Your Name], and I'm organizing [Event Name], an event for [Audience Type] on [Date] in [Location/Virtual]. As part of the event, we are hosting a panel discussion on [Panel Topic], and I’m writing to invite you to be one of our featured panelists.
Your work in [Specific Area of Their Expertise] is exactly the perspective we want to bring to this conversation. The panel will be a [Length of Panel]-minute moderated discussion, focusing on sharing diverse viewpoints rather than a formal presentation. You would be joining [Other Panelist Name(s), if confirmed] to explore this topic.
We believe your insights would be a valuable contribution to the discussion and for our attendees. We can offer an honorarium of [Amount] for your time and participation. If this sounds like something you’d be interested in, would you be open to a brief call next week to discuss the details?
Thank you for your consideration.
Best regards,
[Your Name]
[Your Title]
[Company/Event Name]
[Link to Event Website]
</template>
<template>
Subject: Invitation to Facilitate a Workshop at [Event Name]
Dear [Facilitator Name],
My name is [Your Name], and I'm organizing [Event Name], a hands-on event for [Audience Type] taking place on [Date] in [Location/Virtual]. Our goal is to provide attendees with practical skills they can immediately apply to [Audience Goal].
I’ve followed your work on [Specific Area of Their Expertise] and believe your approach to teaching [Specific Skill] would be a perfect fit for our audience. We are looking for experts who can guide participants through interactive learning experiences, and your name came up immediately.
We would like to invite you to facilitate a [Length of Workshop]-hour workshop. A session focused on "[Suggested Workshop Topic]" would be incredibly valuable. We anticipate a group of [Number] participants and will provide all the necessary materials and support for the session. We can offer an honorarium of [Amount] for your time and expertise.
If you are interested, would you be open to a brief call next week to discuss the details? You can learn more about our event here: [Link to Event Website].
Thank you for your consideration.
Best,
[Your Name]
[Your Position]
[Company/Event Name]
</template>
Once you’ve customized your speaker invitation, you need a reliable platform to send it from. Flodesk provides intuitive email marketing tools designed for small businesses, helping you manage and grow your email list. You can design, send, and automate your outreach without any coding or design experience, making it simple to connect with potential speakers and your wider audience.
With a focus on a clean user experience, Flodesk gives you access to a straightforward email builder, effective automations, and well-designed forms. These tools provide everything required for your email marketing, minus the usual complexity. It's a system built to help both new and experienced users send professional-looking emails that get results.
These templates give you the foundation for reaching out to potential speakers. Flodesk gives you the tools to send those emails beautifully and effectively.
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