The right guest speaker can transform an ordinary event into something special. Yet many people find it hard to write that first invitation email. How do you sound professional while being persuasive? What details should you include to get a “yes”?
This collection of 15 guest speaker invitation emails gives you a head start. Each sample shows how to structure your message, what information to include, and how to make your invitation stand out. You’ll find examples for different events, from academic conferences to podcast interviews, all ready to customize for your needs.
Guest Speaker Invitation Email Samples
Here are 15 email templates you can use to invite speakers to your events. Each one works for different situations and types of events.
1. Academic Conference Speaker Invitation
Subject: Invitation to Speak at [Conference Name] on [Date]
Dear Professor [Last Name],
The [Organization Name] would like to invite you to be a guest speaker at our upcoming [Conference Name] on [Date] at [Location].
Your research on [Specific Topic] has been groundbreaking in our field, and we believe your insights would greatly benefit our attendees. The conference will bring together leading experts, researchers, and students to discuss [Conference Theme].
We would be honored if you could present a [Length] talk on [Suggested Topic] or another area of your expertise that fits our theme. A speaking fee of [Amount] will be provided, along with coverage for travel and accommodation expenses.
If you are able to accept this invitation, please reply by [Response Date] so we can include you in our program. We will work with you to find a presentation time that suits your schedule.
Thank you for considering our invitation. We hope to welcome you as a distinguished speaker at our event.
Sincerely,
[Your Name]
[Your Position]
[Organization Name]
[Contact Information]
[Signature Block: Include organization logo, your full name, title, phone number, email address, and organization website]
2. Corporate Workshop Facilitator Invitation
Subject: Invitation to Lead Workshop at [Company Name] on [Topic]
Dear [First Name],
We at [Company Name] have followed your work on [Area of Expertise] with great interest, particularly your innovative approach to [Specific Aspect]. Based on your reputation as a leader in this field, we would like to invite you to facilitate a workshop for our team on [Date] at our headquarters in [Location].
Our company is currently focusing on [Current Goal or Challenge], and we believe your expertise would provide valuable guidance to our [Department/Team] of [Number] professionals. The workshop would run for [Duration] and focus on [Workshop Objectives].
We offer a facilitator fee of [Amount] and will handle all travel arrangements and accommodation if needed. We are flexible with the exact structure of the session and welcome your input on how to make it most effective for our team.
Could you please let us know by [Response Date] if this opportunity interests you? We can schedule a call to discuss the details and answer any questions you might have.
We look forward to the possibility of learning from your expertise.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
[Signature Block: Include company logo, your full name, position, direct phone line, email address, and company website]
3. Nonprofit Fundraising Event Speaker Invitation
Subject: Speaking Request for [Nonprofit Name]’s Annual Fundraiser
Dear [Mr./Ms. Last Name],
[Nonprofit Name] would be honored to have you as our keynote speaker at our annual fundraising gala on [Date] at [Venue] in [City]. As someone who has shown dedication to [Cause/Issue], your presence would inspire our supporters and highlight the importance of our mission.
Our organization works to [Brief Description of Nonprofit’s Mission], and this year’s fundraiser focuses on [Theme/Goal]. Last year, we raised [Amount] with [Number] attendees, and we hope to increase both figures this year.
We ask for a [Length] talk sharing your personal connection to our cause or your thoughts on [Relevant Topic]. The event begins at [Time] with your speech scheduled for [Specific Time].
While we are a nonprofit with limited resources, we can offer [Compensation Details or Alternative Benefits] and will of course cover any travel expenses you might have.
Would you be willing to support our cause by speaking at this event? We would need your response by [Date] for planning purposes. Please let me know if you have any questions about our organization or the event.
Thank you for considering this request.
Warmly,
[Your Name]
[Your Position]
[Nonprofit Name]
[Contact Information]
[Signature Block: Include nonprofit logo, your full name, title, phone number, email address, and organization website with donation link]
4. University Guest Lecture Invitation
Subject: Invitation to Give Guest Lecture to [Department] Students
Dear [Dr./Professor Last Name],
On behalf of the [Department Name] at [University Name], I would like to invite you to give a guest lecture to our students on [Specific Date] as part of our [Course Name/Speaker Series].
Your work on [Specific Research/Topic] aligns perfectly with our curriculum, and our students would benefit greatly from hearing about your experiences and insights. We currently have [Number] students enrolled in this program who are particularly interested in [Relevant Aspect of Speaker’s Work].
The lecture would be [Length] minutes with an additional [Length] minutes for student questions. We can be flexible with the timing to accommodate your schedule, with options available in both morning and afternoon slots.
While our department budget is limited, we can offer an honorarium of [Amount] and will cover all travel costs and arrange accommodation if needed.
Would you be available to share your knowledge with our students? We would appreciate your response by [Date]. If you have any questions or need further information, please feel free to contact me directly.
Thank you for considering this invitation.
Best wishes,
[Your Name]
[Your Position]
[Department/University]
[Contact Information]
[Signature Block: Include university logo, your full name, academic title, department, phone number, email address, and university website]
5. Industry Conference Keynote Invitation
Subject: Keynote Speaker Invitation – [Conference Name] [Year]
Dear [First Name],
It is my pleasure to invite you to be our keynote speaker at the upcoming [Conference Name] taking place on [Dates] at [Venue] in [City]. As [Your Position] of this annual event, I believe your expertise in [Industry/Field] would set the perfect tone for our gathering of [Number] industry professionals.
This year’s theme is “[Conference Theme],” and your known expertise in [Specific Aspect Related to Theme] makes you an ideal choice to deliver our opening keynote on [Specific Date] at [Time]. We allocate [Length] minutes for the keynote address, followed by a [Length]-minute Q&A session.
In exchange for your participation, we offer:
– A speaking fee of [Amount] – Full conference access for you and a guest – [Class] airfare and [Number] nights at [Hotel Name] – Ground transportation during your stay – Professional video recording of your presentation
Our previous keynote speakers have included [Notable Previous Speakers], and we believe you would continue this tradition of excellence. Our attendees include decision-makers from [Types of Companies/Organizations] who would value your insights.
Please let me know by [Response Date] if you can join us as our keynote speaker. I would be happy to have a call to discuss any questions or specific requirements you might have.
We hope to welcome you to [Conference Name] this year.
With appreciation,
[Your Name]
[Your Position]
[Conference/Organization Name]
[Contact Information]
[Signature Block: Include conference logo, your full name, organizing title, phone number, email address, and conference website with registration link]
6. School Career Day Speaker Invitation
Subject: Invitation to Speak at [School Name] Career Day – [Date]
Dear [Mr./Ms. Last Name],
[School Name] is hosting our annual Career Day on [Date], and we would love to have you speak to our [Grade Level] students about your career as a [Profession]. Our students are curious about different career paths, and hearing from successful professionals like you helps them think about their futures.
Career Day runs from [Start Time] to [End Time], with each speaker giving a [Length]-minute presentation to groups of [Number] students. You would share what your job involves, how you got into your field, and what education or training is needed. Students will then have [Length] minutes to ask questions.
While we cannot offer payment for your time, many speakers find the experience rewarding. You would be helping to guide young people as they start thinking about their career choices.
Are you available to join us on [Date]? We would need to know by [Response Date] to finalize our schedule. If you have any questions or special needs, please let me know.
Thank you for considering this invitation to make a difference in our students’ lives.
Sincerely,
[Your Name]
[Your Position]
[School Name]
[Contact Information]
[Signature Block: Include school logo, your full name, position, phone number, email address, and school website]
7. Webinar Expert Invitation
Subject: Invitation to Present at [Webinar Title] Webinar
Dear [First Name],
Based on your expertise in [Subject Area], I would like to invite you to be a featured presenter for our upcoming webinar, “[Webinar Title],” scheduled for [Date] at [Time] ([Time Zone]).
[Company/Organization Name] hosts monthly webinars for our community of [Number] [Industry Professionals/Customers/Members]. Our audience is particularly interested in [Specific Topic], and your knowledge would provide them with valuable insights.
The webinar format includes: – 30-minute presentation from you on [Suggested Topic] – 15-minute live Q&A with attendees – Technical support from our team before and during the event
We will handle all technical aspects of the webinar hosting through [Platform Name], and will only need you to join a brief 15-minute tech check the day before. We also promote our webinars through our email list, social media, and website, giving visibility to your expertise.
As compensation, we offer [Compensation Details] and will share the recording and attendee information with you after the event.
Would you be interested in sharing your knowledge with our audience? Please let me know by [Response Date] if this opportunity appeals to you. I would be happy to schedule a call to discuss the topic and any questions you might have.
Looking forward to your response,
[Your Name]
[Your Position]
[Company/Organization]
[Contact Information]
[Signature Block: Include company logo, your full name, position, phone number, email address, company website, and social media handles]
8. Community Event Speaker Invitation
Subject: Speaking Invitation: [Event Name] Community Gathering
Dear [First Name],
The [Community Organization/Group Name] cordially invites you to speak at our upcoming [Event Name] on [Date] at [Location]. As a respected [Profession/Role] in our community and someone who has shown dedication to [Relevant Community Issue/Topic], we believe your voice would add significant value to our event.
This year’s theme is “[Event Theme],” and we expect around [Number] local residents to attend. Your talk would be scheduled for [Time] and could last up to [Length] minutes on the topic of [Suggested Topic] or another relevant area of your choice.
Our community events aim to [Purpose of Event], and your participation would help us achieve this goal. While we are a small organization with limited funds, we can offer [Compensation/Gift/Alternative] as a token of our appreciation for your time.
Would you be willing to join us for this important community gathering? We would need your response by [Date] to finalize our program. If you have any questions or need additional information about our organization or the event, please feel free to contact me.
Thank you for considering our invitation.
With gratitude,
[Your Name]
[Your Position]
[Community Organization]
[Contact Information]
[Signature Block: Include organization logo, your full name, volunteer position, phone number, email address, and community group website or social media page]
9. Podcast Guest Invitation
Subject: Invitation to Guest on [Podcast Name] Podcast
Dear [First Name],
I’m [Your Name], the host of [Podcast Name], a podcast about [Podcast Topic/Theme] with [Number] monthly listeners across [Platforms]. I recently [Discovered Your Work/Read Your Book/Saw Your Talk] on [Specific Topic] and was really impressed by your insights.
I’d love to have you as a guest on the show to discuss [Specific Topic for Discussion]. Our listeners, who mainly consist of [Target Audience Description], would find great value in hearing your thoughts on this subject.
The recording would take about [Length] minutes of your time and can be done remotely via [Recording Platform]. We typically record on [Days of Week] between [Time Range] ([Time Zone]), but can be flexible to accommodate your schedule.
Our episodes are published on [Publication Schedule] and promoted across [Social Media Platforms], giving you exposure to a new audience interested in your field. We also link to our guests’ websites and social media in our show notes.
Would you be interested in joining me for a conversation? If so, please let me know some dates and times that might work for you in the coming [Timeframe], and I can coordinate the details.
You can listen to previous episodes featuring similar guests like [Previous Notable Guests] at [Podcast Link] to get a feel for our style and format.
Looking forward to potentially hosting you on the show!
Thanks,
[Your Name]
[Podcast Name]
[Contact Information]
[Signature Block: Include podcast logo, your full name, host title, phone number, email address, podcast website, and social media handles]
10. Virtual Summit Speaker Invitation
Subject: Invitation to Speak at [Summit Name] Virtual Summit
Dear [First Name],
I’m reaching out to invite you to be a featured speaker at the upcoming [Summit Name] Virtual Summit, taking place online from [Start Date] to [End Date]. This event brings together [Number] professionals interested in [Summit Topic/Theme].
As someone who has made significant contributions to [Field/Industry] through your work on [Specific Achievement/Project/Publication], your insights would be incredibly valuable to our audience of [Audience Description].
We would love for you to present a [Length]-minute session on [Suggested Topic] or another related topic of your choice. The session would be pre-recorded at your convenience before [Recording Deadline], allowing for flexible scheduling on your part.
Each speaker receives: – [Compensation Details if any] – Promotion to our audience of [Number] email subscribers and [Number] social media followers – Access to the full summit for you and [Number] colleagues/friends – A professional recording of your session for your personal use – [Any Other Benefits]
Our previous summits have featured speakers from [Notable Organizations/Companies], and we’ve received positive feedback on the quality of content and attendee engagement.
If you’re interested in participating, please reply by [Response Deadline] so we can reserve your spot. I’d be happy to schedule a brief call to answer any questions and discuss possible topics.
Thank you for considering this invitation.
Best regards,
[Your Name]
[Your Position]
[Summit/Organization Name]
[Contact Information]
[Signature Block: Include summit logo, your full name, organizer title, phone number, email address, summit website with registration link, and social media handles]
11. Training Session Expert Invitation
Subject: Request to Lead [Topic] Training for [Company] Team
Dear [First Name],
I hope this email finds you well. I am [Your Name], [Your Position] at [Company Name]. We are looking for an expert to conduct a training session on [Training Topic] for our [Department/Team] of [Number] employees, and your name came highly recommended by [Referral Source/Based on Your Reputation].
We are planning this training for [Date or Date Range] at our offices in [Location] or virtually if that works better for you. The session would last approximately [Duration] and focus on [Specific Skills/Knowledge] that would help our team with [Current Project/Challenge].
Our team ranges from beginners to intermediate skill levels in this area, and we’re looking for a practical, hands-on approach that can give them tools they can apply right away.
We have allocated a budget of [Budget Range] for this training and can also cover any travel expenses if an in-person session is possible.
If you’re available and interested in this opportunity, could we schedule a short call to discuss our needs in more detail and see if it’s a good fit? Please let me know your availability in the next week or two.
Thank you for considering our request. We look forward to the possibility of working with you.
Kind regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
[Signature Block: Include company logo, your full name, position, department, phone number, email address, and company website]
12. Book Launch Guest Author Invitation
Subject: Invitation to Speak at [Book Title] Launch Event
Dear [Author Name],
As an admirer of your work, particularly [Their Book/Publication], I’m writing to invite you to be a special guest at the launch event for my new book, “[Book Title].” The event will take place on [Date] at [Time] at [Venue] in [City].
My book explores [Brief Book Description], which connects with themes in your own writing about [Common Theme/Topic]. I believe our shared audience would benefit greatly from hearing both our perspectives in conversation.
I’m planning an intimate gathering of approximately [Number] readers, industry professionals, and press. The format would include a short reading from my book, followed by a [Length]-minute conversation between us on [Suggested Discussion Topic], and ending with audience Q&A.
To thank you for your participation, I can offer [Compensation/Arrangements], including [Transportation/Accommodation Details if applicable] and [Number] signed copies of my book for you or your contacts.
Would you be interested in joining me for this special event? I would be honored to have you there and believe your presence would add significant value to the discussion.
Please let me know by [Response Date] if this might work with your schedule. I’m happy to provide more details about the book or the event format if helpful.
Thank you for considering this invitation.
With appreciation,
[Your Name]
[Contact Information]
[Signature Block: Include book cover image, your full name, author title, phone number, email address, website, and social media handles]
13. Local Business Workshop Leader Invitation
Subject: Invitation to Lead Small Business Workshop on [Topic]
Dear [First Name],
The [Local Business Organization] is hosting a series of practical workshops for small business owners in [Location], and we would like to invite you to lead a session on [Specific Topic] based on your expertise in this area.
Our workshop is scheduled for [Date] from [Start Time] to [End Time] at [Venue]. We expect [Number] local business owners and entrepreneurs to attend, most of whom are facing challenges with [Relevant Problem/Challenge].
We’ve noticed your success in [Relevant Achievement/Approach] and believe our members would benefit greatly from your practical knowledge. The workshop would be [Length] hours, with time divided between your presentation and hands-on activities where participants can apply what they’ve learned.
As a small business association, we can offer [Compensation Amount/Arrangement] for your time and expertise. We will also promote your business through our newsletter reaching [Number] local businesses, our website, and social media channels.
Are you available to share your knowledge with our local business community? We would need to know by [Response Date] to secure your place in our program and begin promoting the event.
Please feel free to contact me with any questions or to discuss the workshop content in more detail.
Thank you for considering our invitation.
Regards,
[Your Name]
[Your Position]
[Business Organization]
[Contact Information]
[Signature Block: Include organization logo, your full name, position, phone number, email address, organization website, and social media profiles]
14. Technical Meetup Speaker Invitation
Subject: Speaker Invitation for [Meetup Name] on [Date]
Dear [First Name],
I’m [Your Name], organizer of the [Meetup Group Name], a community of [Number] [Industry/Technology] professionals who meet monthly in [City]. I’d like to invite you to speak at our upcoming meetup on [Date] at [Time], held at [Venue/Online Platform].
I recently came across your [Blog Post/Project/Talk] on [Specific Technology/Topic] and was impressed by your approach to [Specific Aspect]. Our members are currently very interested in this area, and I believe they would gain valuable insights from hearing about your experiences.
Our meetup format includes: – 30-45 minute technical talk – 15 minute Q&A session – Networking before and after with food and drinks provided – Audience of 30-50 professionals ranging from junior to senior levels
While we’re a community group with limited resources, we can offer [Compensation/Perks] and will of course cover any travel expenses you might have. Many of our speakers also find value in the networking opportunities with our engaged community of professionals.
Would you be interested in sharing your knowledge at our meetup? If so, please let me know by [Response Date], and we can discuss potential topics that would be most valuable for our audience.
You can learn more about our group and past events at [Meetup Link].
Thanks for considering this invitation, and I hope to hear from you soon!
Best regards,
[Your Name]
[Meetup Group Name]
[Contact Information]
[Signature Block: Include meetup group logo, your full name, organizer title, phone number, email address, meetup page link, and social media handles]
15. Expert Panel Invitation
Subject: Invitation to Join Expert Panel on [Topic] at [Event Name]
Dear [First Name],
On behalf of [Organization Name], I would like to invite you to participate as a panelist in our upcoming event focused on [Panel Topic/Theme]. The panel discussion will take place on [Date] at [Time] at [Location/Virtual Platform].
We are bringing together [Number] experts with diverse perspectives on [Industry/Field] to discuss [Specific Issues/Questions]. Given your background in [Relevant Experience], particularly your work on [Specific Project/Publication/Initiative], we believe you would bring valuable insights to this conversation.
The panel will last [Duration] and will address questions such as: – [Sample Question 1] – [Sample Question 2] – [Sample Question 3]
We will also take questions from our audience of [Audience Description]. [Moderator Name], [Moderator Position], will facilitate the discussion.
The other confirmed panelists include [Names and Brief Descriptions of Other Panelists if available].
We can offer [Honorarium/Compensation Details] for your participation and will handle any [Travel/Accommodation Arrangements] if needed.
Would you be willing to join our panel? We would appreciate your response by [Response Date]. If you have any questions or would like to discuss the panel topics in more detail, please feel free to contact me directly.
Thank you for considering our invitation. We hope you can join us for what promises to be an engaging discussion.
Sincerely,
[Your Name]
[Your Position]
[Organization Name]
[Contact Information]
[Signature Block: Include organization logo, your full name, position, phone number, email address, organization website, and event registration link if available]
Conclusion: Speaker Invitation Emails That Work
Writing good invitation emails is the first step to getting great speakers for your events. The 15 samples above cover many different situations and can be changed to fit your needs.
When writing your own invitation emails, focus on why the speaker is perfect for your event and what benefits they will get from speaking. Be clear about dates, times, and any payment you can offer. Always give speakers a deadline to respond and make it easy for them to contact you with questions.
With these templates as a starting point, you can create emails that get positive responses from speakers who will make your events successful.