Inviting A Keynote Speaker To Your Function

There are several things that you should take note of when inviting a keynote speaker for your event. You should find out first if the speaker is capable of handling your event and is knowledgeable enough for your topic. Also remember to book two keynote speakers, a primary choice and a secondary choice so that in case one of the speakers is not available on the exact date of the event then you already have a back-up speaker just in case. Here are a few tips when you are inviting a keynote speaker.

1. Setting An Appointment/Booking Confirmation - You first need to verify the keynote speakers schedule if they are free on the day of your function. Call the office of the speaker and ask about their schedule to make sure that the speaker you are opting to hire or invite for you function is readily available on that day.  Let the speaker know that you are interested in inviting him to your soirée and that you will be scheduling him/her for that date.

2. Write An Invitation Letter - Jot down an invitation letter for the keynote speaker that you wish to hire or invite to your function, write in the letter the name of the company or the person who wishes to hire the speaker.  State the main reason why you chose to invite the particular speaker for your event and what the main topic is, also state in you invite letter how many guests will be attending and indicate who are the VIP guests are so that the speaker will greatly prepare themselves for the event and so that they may also have adequate time to research about the topic and to formulate their presentation well to deliver it properly.

3. Prepare A Marketing Kit- Put together a marketing kit that you will distribute to your guests and visitors to make sure that they know who Is the keynote speaker for the conference or seminar that you are organizing. Make sure that the keynote speaker gets a kit several days before the his presentation so that he may know the topic and the contents of the function and to assure the him/her that you are advertising or selling the speaker to your guest. This will also guarantee that the speaker has been invited in a well prepared and highly anticipated event or function that he/she should adequately prepare for. Your kit must consist of a marketing brochure, press release copies and the agenda as well as the advertising information to better attract guests and clients to the function.

4. Invitation Follow-up and Confirmation - Be sure to always follow up on the speaker you invited if he can truly make it to the day of the event. Confirm with the speaker, their assistant or perhaps their secretary if the speaker is ready and will be speaking at the seminar or conference. If he/she has received the marketing kit and if he/she has truly decided to finalized their decision to be the keynote speaker for the event.