Sending the right invitation email can make all the difference when trying to secure a keynote speaker for your event. The task might seem simple but crafting an email that gets noticed and gets a “yes” requires skill and thought. Many event planners struggle with this important first contact.
This guide gives you 15 ready-to-use email samples for inviting keynote speakers. Each sample shows how to approach different types of speakers for various events. Use these as starting points to create your own perfect invitation that stands out from the hundreds of requests speakers receive.
Keynote Speaker Invitation Email Samples
These email samples will help you craft the perfect invitation to attract top speakers to your event. Simply adjust the details to fit your specific needs.
1. Academic Conference Keynote Invitation
Subject: Invitation to Keynote at [Conference Name] – [Date]
Dear Professor [Last Name],
On behalf of [Organization/University Name], I am pleased to invite you as our keynote speaker for the [Conference Name] on [Date] at [Location].
Your research on [specific topic/area] has greatly shaped our field, and your recent publication on [specific work] aligns perfectly with our conference theme “[Theme].” We believe your insights would bring exceptional value to our expected [number] attendees, including researchers, students, and professionals from [relevant fields].
The keynote address is scheduled for [Time] and typically runs [Duration]. We offer a speaking honorarium of [Amount], coverage of travel expenses, [Number] nights of accommodation at [Hotel Name], and complimentary conference registration.
If you accept this invitation, we would need your: – Confirmation by [Response Deadline Date] – A short bio and headshot for our program by [Materials Deadline Date] – Presentation title and brief abstract by [Abstract Deadline Date]
Please let me know if this speaking opportunity interests you or if you have any questions. We would be truly honored to have you share your expertise with our community.
Sincerely,
[Your Name] [Your Position] [Organization/University Name] [Phone Number] [Email Address]
[SIGNATURE BLOCK: Include your full name, academic title, department, university logo, contact information, and links to the conference website and social media]
2. Corporate Event Brief Invitation
Subject: [Company Name] Leadership Summit Keynote Invitation
Hello [First Name],
Would you consider being our keynote speaker at the [Company Name] Annual Leadership Summit on [Date] in [City]?
We’ve followed your work on [Topic/Area of Expertise] and believe your perspective would perfectly address our theme of “[Theme]” this year. Our audience of 150 executives and managers would gain valuable insights from your experience leading [Specific Achievement/Project].
The keynote slot is 45 minutes with 15 minutes for Q&A at [Time]. We offer a $[Amount] honorarium plus travel and two nights at [Hotel].
Does this opportunity interest you? Happy to provide more details or adjust the format to better suit your preferences.
Thanks for considering this request!
Best regards,
[Your Name]
[SIGNATURE BLOCK: Include your name, title, company logo, direct phone number, email, company website, and LinkedIn profile]
3. Non-Profit Fundraising Gala Invitation
Subject: Speaker Invitation: [Organization Name] Annual Fundraising Gala
Dear [Mr./Ms./Dr. Last Name],
The [Organization Name] team hopes this email finds you well. As someone whose work has demonstrated a commitment to [cause/mission], we would be honored to have you as our keynote speaker at our Annual Fundraising Gala on [Date] at [Venue] in [City].
Last year, our event raised [Amount] to support [specific programs/initiatives]. This year, we aim to reach [Goal Amount] to expand our work in [specific area of focus]. Your powerful story about [specific relevant experience] would inspire our [Expected Number] guests, including donors, community leaders, and beneficiaries of our programs.
The keynote address is scheduled for [Time] and would last approximately [Duration]. As a token of our appreciation, we offer [Honorarium details if applicable] and will cover your travel expenses and accommodation at [Hotel].
Our attendees would benefit greatly from hearing your thoughts on [specific topic related to the cause]. Your presence would significantly elevate our event and help us reach our fundraising goals.
Could you please let us know if you might be available and interested in this opportunity by [Response Deadline]? We’re happy to discuss any questions you may have.
With gratitude,
[Your Name]
[SIGNATURE BLOCK: Include your name, position, organization logo, contact information, charity registration number, and social media handles]
4. Industry Conference Direct Invitation
Subject: You’re Our #1 Choice for [Conference Name] Keynote
Hi [First Name],
Your talk at [Previous Event/Platform] on [Topic] was fantastic. That’s why you’re our top pick to keynote [Conference Name] happening [Date] in [City].
Our [Number] attendees from [Industry] companies want practical tips on [Specific Challenge]. Your approach to [Specific Solution/Method] is exactly what they need.
We need a 30-minute keynote on [Day] at [Time]. We pay $[Amount], cover travel costs, and provide VIP access to all conference events.
The audience includes [Types of Professionals] at companies like [Example Companies]. Past speakers have told us they’ve gained valuable connections and business opportunities.
Can you join us? A simple yes gets the ball rolling, and we can work out details later.
Thanks!
[Your Name]
[SIGNATURE BLOCK: Include your name, title, conference logo, phone number, email, and links to conference website with previous keynote videos]
5. Tech Conference Follow-Up Invitation
Subject: Following up on [Conference Name] Keynote Invitation
Dear [First Name],
I wanted to follow up on my previous message about speaking at [Conference Name] on [Date] in [City].
Since my last email, we’ve confirmed [Notable Speaker] and [Notable Speaker] as fellow presenters. Our ticket sales have reached [Number]% capacity with attendees from companies like [Company Names].
Your expertise in [Specific Area] would be the perfect addition to our program. The [Time] keynote slot on [Day] is still reserved for you if you’re interested.
To recap, we offer: – $[Amount] speaking fee – First-class travel arrangements – [Number] nights at [Hotel] – Full conference pass ($[Value]) – Professional video of your talk – Promotion to our [Number] newsletter subscribers
I understand you must receive many speaking invitations. Could you let me know if this opportunity interests you by [Date]?
Looking forward to your response,
[Your Name]
[SIGNATURE BLOCK: Include your name, position, company logo, mobile number, email address, and links to previous conference highlight videos]
6. Small Business Workshop Invitation
Subject: Share Your Small Business Wisdom at [Workshop Name]
Hi [First Name],
Your story of growing [Their Business] from a small startup to a [Achievement] truly stands out in our community. Would you consider sharing your journey with 50 aspiring business owners at our [Workshop Name] on [Date] at [Location]?
Many local entrepreneurs struggle with [Specific Challenge]. Your practical approach to [Specific Solution] would give them real tools they can use right away.
We’re looking for a 45-minute talk followed by 15 minutes of Q&A. While our budget is modest as a community organization ($[Amount] honorarium), this event offers great exposure to the local business community and [Any Other Benefits].
The workshop runs from [Start Time] to [End Time], with your session at [Specific Time]. We’ll provide all the equipment you need and handle all logistics.
Would this be something you’d like to do? Our participants would really benefit from your real-world advice.
Thanks for considering,
[Your Name]
[SIGNATURE BLOCK: Include your name, organization, phone number, email address, and links to any previous workshop photos or testimonials]
7. Educational Institution Formal Invitation
Subject: Invitation to Deliver Keynote Address at [Institution Name]
Dear [Dr./Professor/Mr./Ms. Last Name],
It is my distinct pleasure to invite you to deliver the keynote address at [Institution Name]’s [Event Name] on [Date] at [Location].
As a leading voice in [Field/Industry], your insights on [Specific Topic] would be invaluable to our [Number] students and faculty members. Your [Book/Research/Project] has been particularly influential in how we approach [Related Area] in our curriculum.
The keynote address would take place from [Start Time] to [End Time], with an additional [Duration] for questions from the audience. We offer an honorarium of [Amount], along with [Travel Arrangements Details] and accommodation at [Accommodation Details].
Should you accept this invitation, we would work closely with your team to ensure all your requirements are met. We would need your presentation title and a brief description by [Deadline] for our program materials.
Please let us know if you would be able to accept this invitation by [Response Deadline]. We are flexible with the specific topic within the general theme of [Theme], should you wish to suggest an alternative focus.
We look forward to the possibility of welcoming you to our campus.
Respectfully,
[Your Name]
[SIGNATURE BLOCK: Include your name, title, department, institution logo, phone number, email address, and links to institution website and previous speaker videos]
8. Virtual Event Casual Invitation
Subject: Virtual Keynote Invitation: Speak to 1,000+ Remote Professionals
Hey [First Name],
Your LinkedIn posts about [Topic] always get me thinking. Would you be up for sharing those ideas as our virtual keynote speaker at the [Event Name] on [Date]?
We’ve got about 1,000 remote professionals from [Industries] signed up already. They’re all dealing with [Specific Challenge] and could really use your take on [Potential Solution].
The setup is super simple: – 30-minute talk via Zoom – Live Q&A for 15 minutes after – We pay $[Amount] – Full tech rehearsal a few days before – Professional recording you can use afterwards
The best part? No travel! You can present from your home office between [Time Window] on [Date].
Our past speakers have told us they got great leads and connections from our audience. Plus, we promote all speakers to our [Number]-person email list and social channels.
What do you think? Could this work for you?
Cheers,
[Your Name]
[SIGNATURE BLOCK: Include your name, role, company, email, phone number, and links to previous virtual event recordings]
9. Local Community Event Invitation
Subject: Invitation to Speak at [Community Event Name]
Dear [First Name],
Your contributions to [Local Cause/Issue] have made such a difference in our community. The team at [Organization Name] would love to have you as our featured speaker at the upcoming [Event Name] on [Date] at [Local Venue].
Each year, this gathering brings together about [Number] local residents who care deeply about [Issue/Topic]. Your firsthand experience with [Specific Relevant Experience] would help our community better understand how we can all contribute to [Goal/Mission].
We’re hoping you could speak for about 20 minutes, sharing your story and insights. While we’re a grassroots organization with limited funds, we can offer a $[Amount] stipend for your time.
The event runs from [Start Time] to [End Time], with your talk scheduled for [Specific Time]. We’ll provide all the equipment you need, and you’re welcome to bring materials about your work to share.
Would you be willing to join us? Our community would truly value hearing from someone with your experience and commitment.
Warmly,
[Your Name]
[SIGNATURE BLOCK: Include your name, volunteer title, organization name, phone number, email address, and any relevant community group affiliations]
10. Professional Association Invitation
Subject: Invitation: Keynote Speaker for [Association Name] Annual Conference
Dear [Mr./Ms./Dr. Last Name],
As the [Your Position] of the [Association Name], I am writing to invite you to be our keynote speaker at our Annual Conference on [Date] at [Venue] in [City].
Our [Number] members from across the [Industry/Profession] would benefit greatly from your expertise in [Specific Area]. Your recent work on [Specific Project/Publication/Achievement] aligns perfectly with our conference theme: “[Theme].”
The keynote address is scheduled for [Time] on [Date] and would last approximately [Duration], followed by a [Duration] Q&A session. We offer a speaking fee of [Amount], along with [Travel and Accommodation Details].
As a keynote speaker, you would also be our guest of honor at the conference reception on [Evening Before/After], giving you the opportunity to network with industry leaders and our board members in a more relaxed setting.
If you accept, we would need: – A high-resolution photo and bio for marketing materials by [Date] – Your presentation title and brief description by [Date] – Any specific technical requirements for your presentation
Please let me know if you would be interested in this opportunity by [Response Deadline]. I would be happy to schedule a call to discuss any questions you might have.
Looking forward to your response,
[Your Name]
[SIGNATURE BLOCK: Include your name, position within the association, association logo, contact information, and links to previous conference highlights]
11. Student Event Personal Invitation
Subject: Students at [University] Would Love to Hear Your Story
Dear [First Name],
My name is [Your Name] and I lead the [Student Organization] at [University]. Your journey from [Starting Point] to [Achievement] has been so inspiring to many of us studying [Field/Major].
Would you consider speaking at our annual [Event Name] on [Date]? About [Number] students attend this event each year, mainly from [Departments/Fields].
We’re looking for a 20-30 minute talk about your career path, challenges you faced, and advice for students hoping to enter [Industry]. A short Q&A would follow.
As a student organization, we have a modest budget but can offer: – $[Amount] honorarium – Transportation costs up to $[Amount] – Dinner with our student leadership team – A campus tour if you’re interested
Many of our members have read your [Article/Book/Interview] and have specific questions about [Topic]. Your practical advice would be incredibly valuable as we prepare to start our careers.
Would speaking at our event interest you? We’re flexible on timing within the [Date] event day.
Thank you for considering our invitation!
Best,
[Your Name]
[SIGNATURE BLOCK: Include your name, position in student organization, university name, phone number, email address, and student organization social media handles]
12. High-Profile Speaker Last-Minute Invitation
Subject: Urgent Request: Replacement Keynote Speaker Needed [Date]
Dear [First Name],
I hope this email finds you well. I’m reaching out with an urgent request regarding our [Event Name] happening on [Date] in [City].
Unfortunately, our scheduled keynote speaker [Original Speaker Name] had to cancel due to [Brief Reason] just yesterday. Your name immediately came to mind as someone who could deliver an exceptional talk on [Topic] to our audience of [Number] [Industry] professionals.
I know this is extremely short notice, but we would be grateful if you could consider stepping in. The keynote slot is from [Time] to [Time] on [Date]. Given the circumstances, we can offer: – An increased speaking fee of $[Amount] – First-class travel arrangements made immediately – [Number] nights at [Hotel] – A personal assistant assigned to you throughout the event – Flexibility on your talk topic within our general theme of [Theme]
Our team would work around the clock to accommodate any needs and make this as smooth as possible for you. We already have all the technical setup in place.
Could you let me know as soon as possible if this might work for you? I’m available to discuss by phone at any time at [Phone Number].
Thank you for considering this urgent request,
[Your Name]
[SIGNATURE BLOCK: Include your name, title, company logo, mobile number, email, and any relevant information that might help the speaker make a quick decision]
13. Celebrity Speaker Formal Invitation
Subject: Invitation to Keynote [Event Name] – [Organization]
Dear Mr./Ms. [Last Name],
The [Organization Name] would be honored to have you deliver the keynote address at our [Event Name] on [Date] at [Prestigious Venue] in [City].
For over [Number] years, this event has brought together leaders from [Industry/Field] to address [Important Issue/Topic]. Past speakers have included [Notable Previous Speakers], and we believe your unique perspective on [Specific Aspect of Their Expertise/Experience] would make a significant impact on our audience of [Description of Attendees].
The keynote address is scheduled for [Time] and would be approximately [Duration]. We understand the value of your time and are prepared to offer: – A speaking honorarium of $[Amount] – Private transportation – Luxury accommodation at [Hotel Name] – Complete privacy and security arrangements – The option to approve all promotional materials featuring your name
This year’s event supports [Cause/Initiative if applicable], which aligns with your known interest in [Related Interest/Cause].
We would be pleased to work with your team to accommodate any specific requirements or preferences you may have regarding the format or content of your address.
Please let us know if you might be interested in this opportunity. We would be happy to provide any additional information or discuss this further with you or your representatives.
With greatest respect,
[Your Name]
[SIGNATURE BLOCK: Include your name, title, organization name, direct phone line, email, and high-profile organization affiliations or board memberships]
14. Expert Panel Moderator Invitation
Subject: Invitation to Moderate Expert Panel at [Conference Name]
Dear [First Name],
Your skill at leading thought-provoking discussions makes you our top choice to moderate the keynote panel at [Conference Name] on [Date] in [City].
The panel titled “[Panel Title]” will feature: – [Expert 1 Name] ([Brief credentials]) – [Expert 2 Name] ([Brief credentials]) – [Expert 3 Name] ([Brief credentials])
Our [Number] attendees from [Industry] would benefit from your ability to draw out practical insights and manage different viewpoints. The panel will address [Specific Industry Challenge/Topic], focusing on solutions that attendees can apply right away.
The 60-minute panel is scheduled for [Time] on [Day]. We offer a $[Amount] moderator fee, travel expenses, [Number] nights at [Hotel], and full conference access.
As moderator, you would: – Have a planning call with panelists 2 weeks before – Prepare 5-7 questions that cover key aspects of the topic – Manage a 15-minute audience Q&A portion – Keep the discussion balanced and on-schedule
Would this role interest you? We can provide examples of past panel discussions and more details about the specific subtopics if helpful.
Looking forward to your thoughts,
[Your Name]
[SIGNATURE BLOCK: Include your name, position, conference logo, phone number, email address, and links to previous conference panel recordings]
15. Follow-Up After Referral Invitation
Subject: [Referrer Name] Suggested You as [Event Name] Keynote Speaker
Hi [First Name],
[Referrer Name] spoke highly of your talk at [Previous Event] and suggested I reach out about our upcoming [Event Name] on [Date] in [City].
We’re bringing together [Number] [Type of Professionals] to discuss [Main Topic/Theme]. [Referrer Name] mentioned your expertise in [Specific Area] would be perfect for our audience, especially your insights on [Specific Aspect That Was Recommended].
We’d love to have you deliver a 40-minute keynote on [Day] at [Time]. Our budget allows for a $[Amount] speaking fee plus travel expenses and [Number] nights at [Hotel Name].
What makes this event unique is [Specific Differentiator of Event]. Our attendees tend to be [Description of Typical Attendees], and they’re particularly interested in [Specific Interest Areas].
Would this speaking opportunity appeal to you? [Referrer Name] mentioned [Dates] might work with your schedule, but we’re flexible within our event week of [Event Week Dates].
Thanks for considering this invitation. I’m happy to jump on a quick call to answer any questions.
Best regards,
[Your Name]
[SIGNATURE BLOCK: Include your name, title, organization, phone number, email address, and a note thanking the referrer]
Conclusion: Speaker Invitation Emails That Get Results
Crafting the perfect keynote speaker invitation email takes care and attention. Using these samples as starting points will help you create communications that respect speakers’ time while clearly explaining your event and what makes it special.
The best invitations are clear about dates, compensation, and expectations. They show speakers you value their expertise and have done your homework about their work. Most importantly, they make it easy for busy professionals to say “yes” to your event.
Adjust these templates to match your tone, event details, and the specific speaker you’re trying to attract. With the right approach, you’ll be well on your way to securing top talent for your next event.