Confirm a Guest's Attendance at a Conference or Symposium (Organizer's Letter) • Letter Templates and Guide

Guide

1Indicate that you are pleased that the person will be attending the event, and verify the pertinent details of time, place, fees, etc.
2Mention relevant items of interest, or suggest ways in which the participant may prepare for the event.
3Reaffirm the reasons why your guest would want to come to the event.
4Tell your reader who to contact with further questions. End on a positive note.

Tips

This letter is an opportunity to ease any misgivings a guest may have about the event to which he or she is coming. It is also an opportunity to give that person the information he or she needs to benefit fully from the event without unnecessary complications.

Example Letter #1

Copied!

We look forward to your participation in our annual Lincoln County Fair September 2-8. This is a reminder that we have changed the time when participating dealers may set up their booths. All spaces must be completely ready before 10 p.m. on September 1. This means that all packing materials must be returned to vehicles and the vehicles must be removed to the vendors' parking lot west of the arena.

If the success of last year's fair is any indication of what we can expect, this one should be very rewarding to us all. Thank you once again for your participation. The more we have to offer, the happier the crowds will be.

Example Letter #2

Copied!

We are pleased that you are planning to attend the Technical Employment Fair to be held on June 15-16 in the Technical Convention Center. We anticipate the largest attendance ever in the history of the event.

Because we have grown so large, we can no longer offer all the complimentary services we have in the past. For example, we can no longer offer free photocopying or free fax services. Be advised that copies will cost ten cents each. Copy machines will be located near the hospitality desk. A fax machine is located at the registration desk. Participants will still receive complimentary tote bags, notebooks, and pencils.

With a record number of employers and potential employees meeting at the fair, we expect this one to be the most productive ever. See you at the fair.

Example Letter #3

Copied!

We have received your preregistration payment and your interest section list. We do not handle housing. We suggest that you contact any of the local hotels listed on the conference announcement for reservations. To receive a special rate, mention the name of the conference. The hotels close to the convention hall fill up early so I recommend you act quickly.

We anticipate a rewarding convention with presenters coming from nearly every state and several foreign countries. This will be one of those rare occasions when some researchers working on the same problems have a chance to speak to each other face to face. In behalf of the organizing committee I extend a warm welcome to all of you.

Write Your Letter Step-by-Step

1

Indicate that you are pleased that the person will be attending the event, and verify the pertinent details of time, place, fees, etc.

Example Sentences

Example Phrases

2

Mention relevant items of interest, or suggest ways in which the participant may prepare for the event.

Example Sentences

Example Phrases

3

Reaffirm the reasons why your guest would want to come to the event.

Example Sentences

Example Phrases

Recommended Articles