# Guest speaker invitation and confirmation

## Invitation email — adapt for each person

**Subject:** Invitation to speak at [event] on [date]

Hello [name],

I am [role] with [organizer]. Your work on [specific work or experience] would help [audience] understand [goal].

Would you consider a [keynote/panel/workshop] on [topic] at [event] on [date, time and time zone] at [venue / online]? We expect [audience and size]. The proposed session is [duration] with [Q&A format].

[State approved fee, travel and recording terms, or say which are still to be discussed. Do not imply approval.]

Could you let me know by [reply date] whether you are interested? I would be glad to answer questions and share the fuller brief.

[Name, role, contact, event page]

## Confirmation note — send after terms are agreed

Thank you for agreeing to [role] at [event]. We have agreed: [title/topic], [date/time/time zone], [venue/format], [duration/Q&A], [approved fee and travel terms], [recording/material use terms]. Our point of contact is [name].

Open items: [item, owner, due date]. Please reply to confirm that this matches your understanding; we will share [brief/rehearsal details] by [date].

## Decision and requirements tracker

| Speaker | Role/topic | Invited/date | Reply due | Status | Terms approved by/date | Session confirmed by/date | Open item/owner/due |
|---|---|---|---|---|---|---|---|
| | | | | | | | |

Statuses: invited; interested; terms under review; accepted; declined; withdrawn. Keep sensitive payment or identity documents out of this tracker.