An eminent person speaking as a guest speaker in any convention is something that everyone looks forward to.

The profile and prominence of the guest speaker is something that draws everybody’s attention towards the event and the listeners would be enlightened by the expertise of the speaker on the chosen field.

All these factors make the formal invitation to the guest speaker a very important part of organizing a convention.

When it comes to a formal invitation the minutest details have to be looked into. Firstly it is advisable to post an invitation rather than sending an email. If possible have a telephonic conversation as a follow up. That would have a magical effect on the guest speaker. And if you decide that is the best possible option than make sure it is well written and formatted on a good quality letterhead. The tone should be absolutely professional, polite and appealing. It is a fantastic idea to mention the details of your organization and mention how the guest speaker’s expertise and experience in his chosen field is an exact match of what your organization stands for.

Additionally shower a little bit of realistic praise for the speakers achievements. This will work as the magic wand and will go a long way in convincing the invitee to reply positively. An email will also be good but the invitee might unknowingly delete the email or it might end up in the spam box.

It is important to mention everything about the event in its entirety. This helps the invitee to decide if he fits into it and will draw a favorable reply. Mention the date and time of the convention and the time when the guest get his time frame to speak. Help the invitee with the complete address and the venue of the event. Make sure you mention about the expenses for travel and accommodation in clear terms and whether you will be able to bear the honorarium or any fees and how you are willing to accommodate any other speaker’s request. It is always good to be direct and clear in your approach.

This helps both the parties to get a clear understanding and agreement before the event begins. The invitation should mention a single point of contact in case the speaker wants any clarification. Mention in detail the objectives of the event and how the speaker’s expertise fits into the whole scenario. Also request the speaker to reply by a particular date. Make sure that you have enough time to make alternate arrangements in case the speaker declines and shows his inability to make it to the event. The tone and words should reflect that this will be mutually beneficial.