confirmation+to+speak

Writing the Letter of Confirmation **  Write the speaker to confirm her participation at your event. Restate the time, place, name of event, and the sponsor of the event. Thank them for agreeing to speak. Include directions and maps to the event location if she isn’t familiar with the area and will be getting herself there. If she is coming from a long distance and you are arranging her travel and lodging, include that information then, or make it available to her as soon as possible. Give her the name of the hotel and its phone and fax number so that she can plan ahead to take care of business. If she is appearing on a panel, it is nice to let her know who she will be sitting on the panel with. It may help her tailor her talk so she doesn’t repeat information that may overlap with another panelist’s. Always be prepared for the worst! What happens if your speaker gets lost on the way to your event? If at all possible, give the speaker a name and phone number to contact on the day of the event in case of an emergency.
 * When you get a Yes!

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  **Sample Confirmation Letter** //Dear Ms. Sanchez:// // This is to confirm your participation in Young Women and Political Organizations, Friday, September 25, 3:30 - 5:00 p.m. at Miller University, in Glendale, Pennsylvania. This event is part of a political education program for Pennsylvania college women, called Women’s Political Growth, offered by the Pennsylvania Women’s Organization. We are happy you can join us! // // The panel will be informal to promote dialogue between the speakers and students. A moderator will ask each panelist to begin by telling the students a bit about herself, the work her organization is doing and her role within the organization. Each panelist will have 8-10 minutes to talk. Then the moderator will begin the conversation by asking the panelists why they think an interest in politics is important. After responses, the students will be able to ask questions. // // I have enclosed a map and directions to Miller University and the Academic Building Auditorium where the event will take place. A reserved sign will be posted on a parking space by the main entrance of the building for you to use. Please save your receipts so that we may reimburse you for your travel expenses. // // I look forward to meeting you and having you participate in the program. Thank you for agreeing to speak! // // Sincerely, //