Inviting a Keynote Speaker to Your Next Event

by | Apr 18, 2013 | Education

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Hosting a conference, tradeshow, or business meeting can take a lot of time and energy to organize everything correctly and make sure that everything flows how it is supposed to go. It is critical to ensure that everything is organized correctly so that your employees and others who attend the event get the most out of the event as possible. One of the things that you can do to ensure that you are providing the best in information and entertainment for your guests is to hire some keynote speakers for your event. Some of the steps you must take to prepare for inviting these keynote speakers include preparing a marketing kit to send to a speaker, contact the office of the speaker, send the speaker a personal invitation along with the marketing kit, and make sure to follow up with the speaker to check that they received the information and to see their answers.

Prepare Marketing Kit

The first thing that you will need to do in order to invite keynote speakers to your corporate event is to prepare some sort of marketing kit for the event. This kit will include many things such as advertisements for the event, the agenda for the week or weekend, any press releases, brochures for the event, and anything else that concerns the event that the speaker may be interested in. You will also need to present a cover letter to the speaker explaining every aspect of the event possible. Present this cover letter with the marketing kit to the speaker.

Contact Office

Before sending out the marketing kit, give the speaker’s office a call in order to show your interest in the speaker and to find out if they require any additional information to be sent along with your kit. You can also obtain information on where to send the information they request.

Send Invitation

Make sure to send the invitation to your keynote speakers for this corporate event. You can send the invitation, marketing kit, and cover letter all together and make sure to send any information, which the speaker will need. Make sure to include the date of the event along with a deadline for a response from the speaker in the invitation. You can also provide several options for the speaker to contact you.

Follow Up

Make sure to follow up with several methods, including email and phone, with the speaker to ensure that they have received the information. The first follow up should occur about a week after you sent the information to check in and then, if you have not heard back from the speaker, you can give them a call a few days later to request if they have made a decision.

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