Confirming Speakers at Meetings
Guidelines and Alternate Phrases
Thank the reader for agreeing to speak at your meeting.
We are delighted you have agreed to speak on “Communication Trends” at our upcoming national conference, October 1-4, in Anaheim, California.
On behalf of the NACE program committee, I am so pleased you have agreed to speak to our group on August 9 about ....
Thank you for so promptly accepting our invitation to speak to us on August 9.
We are thrilled you have agreed to be with us on August 9 to share your ideas on ....
Repeat all pertinent details about the program: overall theme; other speakers’ topics; the reader’s specific topic, length, and date; audience description and expectations; and any necessary equipment, printing, or publicity needs.
You are scheduled to speak on Tuesday, May 6, at 10:00 a.m. Your presentation will be preceded by Dr. Max Apple and Barry Goldman, both from Neiman Associates.
We will appreciate it if you can make your own hotel and flight arrangements.
Confirm the logistics of the meeting—escorts, meeting site, address, room numbers, hotel accommodations, meals, transportation to and from the site.
As you stated in your letter, you will not need reimbursement for overnight lodging, but we will be happy to rent any necessary audio or visual equipment.
All meals will be included in your complimentary registration to the conference.
Please fill out the enclosed forms telling us of your lodging and travel preferences, and we will do our best to handle the details to make your travel headache-free.
We will have a limo driver meet you at the gate.
You will be guest of honor at the luncheon to precede your afternoon workshop.
Of course, you are also invited to join us for cocktails before the evening’s program and your speech.
Please keep in mind the lighting will be poor for any audio-visuals you might normally use.
With such a large group, you’ll probably be unable to provide an opportunity for questions from the audience.
Please allow the last 10 minutes of your presentation time to answer questions from the group.
We have reserved a room for you (guaranteed for late arrival) at the convention hotel on the night before your presentation.
We will have two assistants on hand to help you set up the demonstration.
Enclosed is a map of the area, showing where you may park your car and where the actual meeting rooms are located.
Explain how to handle the expenses: Are expenses to be direct billed to you, or will the speaker be reimbursed? How does he or she submit expenses and fees?
We will be happy to provide a $200 advance against your expenses. If you prefer to bill us afterward for your expenses, we can reimburse you within five days.
We will arrange to have the hotel bill us directly for your room and meals.
Close by expressing confidence in the success of your speaker.
We are eager to hear you.
We know you will be a big success with our audience.
Our members have expressed great excitement in having you come.
We’re expecting many excellent management tips from your vast experience.
We know we can count on you for a quality program.
You are sure to be a smashing success.
Your remarks will be the highlight of the evening.
Your comments will be just the motivation we need at this critical time.
Your words will be welcome indeed.
Your words, I’m sure, will be appropriate and well grounded in years of experience.
Our audience will be most interactive and supportive.
Our audiences always rave about such practical help as you plan to give.
Your speech outline looks intriguing. We can hardly wait.
If the speaker is coming without fee in hopes of referrals or publicity for his or her own later business, express your intention to help or your best wishes for those possibilities.
As we have discussed, our members should be quite eager to make purchases of your audio for further self-study.
We hope you will agree the time spent in your preparation for our program will be a great investment in future business.
Most of our attendees will be small-business owners and, therefore, primary prospective buyers of your accounting services. We plan to point out in our pre-meeting publicity that you are, in fact, accepting new clients.
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