Writing a letter inviting a guest speaker to a business event is a subtle mix of flattery and facts in order to entice your chosen guest to want to come to your event.
If you have a budget to pay them it may be a simpler task, but if not, it is usual to pay their travelling expenses and provide them with refreshments during the time they are with you.
You will want to employ a strategy that suits your chosen speaker. If you know them personally, then use a friendly less formal letter. Perhaps they are a local dignitary – mayor, councillor, police inspector and so on, in which case be sure to mention something that they’ve acheived publicly to show you know something about them. On the other hand a local large business owner or entrepreneur would be flattered by your knowledge of their business acheivements. The trick is to show that this is a personal invitation, not just a boilerplate letter sent to anyone and everyone. We all like to feel special!
Make sure you send the letter out with plenty of lead time as they will often have diary events booked into the following year.
Letter inviting a guest speaker to a business event – sample 1
To someone you know
[Company Name]
[Company address]
[Date]
Dear [The usual way you address them]
My company [company name] is having a [type of event – Training Day, Summer Ball, Charity Event) and when we spoke last you mentioned that you had recently (pick something related to the event. If it’s a charity event mention that they ran a marathon, if it’s a business staff training day, mention the problem they fixed when they had bad feedback from a client and so on. Make sure it’s relevant.]
I feel that this is something my [staff / visitors /guests] would find very [educational / inspiring / motivational], and I would be thrilled if you could spare some time to come and talk to us about it as our guest speaker. The event is on [date] at [venue] and there will be approximately [number] people attending.
I would of course [have someone pick you up from home / cover your fuel costs / pay your train ticket] and we are having a meal as part of the event.
If you think you could help me out, please let me know and I will send you more details closer to the day. You can ring me on [phone number] or email me [email address] your reply.
I look forward to hearing from you,
[Sign off in your usual way]
Letter inviting a guest speaker to a business event – sample 2
To a local dignitary
[Company Name]
[Company address]
[Date]
Dear [their formal title]
My company [company name] is having a [type of event – Training Day, Summer Ball, Charity Event) and the theme is [helping others / getting a second chance / charity begins at home / improving the High Street etc]. My staff and I were really impressed with your initiative [mention something relevant that has had recent publicity] and I feel that this is something my [staff / visitors /guests] would find very [educational / inspiring / motivational].
I know you are a very busy person but our company would be honoured if you could spare some time to come and talk to us about it as our guest speaker. The event is on [date] at [venue] and there will be approximately [number] people attending.
I would of course [have someone pick you up from home / cover your fuel costs / pay your train ticket] and we are having a meal as part of the event.
If you think this would be a worthwhile use of your time, please let me know and I will send you more details closer to the day. You can ring me on [phone number] or email me [email address] your reply.
I look forward to hearing from you,
[Signature]
[Title]
[Company Name]
Letter inviting a guest speaker to a business event – sample 3
To a business person or entrepreneur
[Company Name]
[Company address]
[Date]
Dear [their name]
My company [company name] is having a [type of event – Training Day, Summer Ball, Charity Event) and as a small business hoping to grow bigger, my staff and I would find it very [educational / inspiring / motivational] if you were able to attend as guest speaker to talk to us about [how you started your business / how you won Young Entrepreneur of the year / your inspiration to employ ex offenders etc].
I know you are a very busy person but our company would be thrilled if you could spare some time to come and talk to us about it as our guest speaker. The event is on [date] at [venue] and there will be approximately [number] people attending.
I would of course [have someone pick you up from home / cover your fuel costs / pay your train ticket] and we are having a meal as part of the event.
If you think this would be a worthwhile use of your time, please let me know and I will send you more details closer to the day. You can ring me on [phone number] or email me [email address] your reply.
I look forward to hearing from you,
[Signature]
[Title]
[Company Name]
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